ssd conference room utilization

7/28/2019 SSD Conference Room Utilization

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SSD Conference Room

Utilization

Dehner M. De Leon


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Objective

Basic operation

Complex operation

Awareness of the systems andguidelines in place


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Common Problems

Conflicts

Calendar invitation

Equipment requirements Spontaneous meetings

Cancellation

Availability of staff Preparation


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Things to discuss Calendar reservation

Equipment requirements (Online form) Use of equipment


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Calendar Reservation


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Go to www.irri.org/ssd

SSD Conference Room Reservation
http://www.irri.org/ssdhttp://www.irri.org/ssd


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Share settings


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Guidelines in using the Conference Room

(usually ignored) Where to access (shareportal/ googlesite)

Scheduling / Availability of keys

Web conferencing Skype Account / Polycom IP address

Dos and Donts

Etiquette
https://docs.google.com/document/d/1nN3H1ai2oYPKIGppN6nv56BTI5s6-SVSXZQp3J1TTkk/edit?pli=1https://docs.google.com/document/d/1nN3H1ai2oYPKIGppN6nv56BTI5s6-SVSXZQp3J1TTkk/edit?pli=1https://docs.google.com/document/d/1nN3H1ai2oYPKIGppN6nv56BTI5s6-SVSXZQp3J1TTkk/edit?pli=1https://docs.google.com/document/d/1nN3H1ai2oYPKIGppN6nv56BTI5s6-SVSXZQp3J1TTkk/edit?pli=1


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Click the +Google Calendar

Then click CREATE


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Choose SSD Conference (if not shared, add d.deleon here)

-Title-Time (conflict notification)

-Chose which calendar to set

-Description (attachment if any)

-Reminders

-Rooms (ITS will provide)


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Event Reminder setting


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Equipment Requirements


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Equipment requirements

-Subject

-Date

-Time: Begin / End

-Description (attachment if any)

-Location Rm. 40/ 41

-Meeting Coordinator(Redundant but needed)


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Equipment requirements

-Use of A/V (No the better!)

-If yes what system

-Use of pointing device

-Webex (need to register to ITS)

ITS managed

Group conferencing

Can pass the ball

Desktop sharing

High quality Video conf.

Polycom to polycomdevice only

Needs large bandwidth

IP address are needed

Analog (phone)functionality

ID=202:123.56.208


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Equipment requirements-skype account

(irri.social.sciences)

-Laptop availability:

(preferably end-user should bring)

-No. of participants

-Broadcast to Ustream

1 is to 1 communication

Ideal for interviews

Desktop sharing

IP only

Common problems

Connection

Noise cancellation

Installation of webcamdrivers

Once the form is submitted it will bemonitored by the technical team

and check the details of therequirements.
https://docs.google.com/a/irri.org/spreadsheet/ccc?key=0Ag5wwn10bPmIdDg1WWZpTDNfeVZSX19LRmI4dEZFX3c&pli=1https://docs.google.com/a/irri.org/spreadsheet/ccc?key=0Ag5wwn10bPmIdDg1WWZpTDNfeVZSX19LRmI4dEZFX3c&pli=1


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Use of Equipment


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Use of equipment

Conference Room access Mirla Domingo

Dehner M. De Leon

Joel Reao

Control Room access and trained operators Dehner M. De Leon

Joel Reao

Donald Villanueva

Raphael Aramil

Basic use (all delegated staff)


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Use of equipment

CONTROL ROOM RACK

MAIN SWITCH

DVD player

A/V switch

Mic receiver

Volume and Equalizer control

Amplifier


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Use of equipment

4 Sources of Input (Device)1. Podium (Laptops/ Tablets)

2. Floor Patch (Laptops/ Tablets)

3. Control Room (Laptops/ Tablets/ Dvd player)

4. Polycom device

2 Sources of Output (Screen)

1. Projector

2. LED TV


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Use of equipment

Source of Input (Device)1. Podium (Ideal for Presentations & Seminars)

VGA plug

Mic ready A/C outlet ready

Sound projection ready

Laser Pointer

Lan (wifi/ hardline)


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Use of equipment

Source of Input (Device)2. Floor patch (ideal for small meetings/

presentations/ video conferencing/ webinarsetc.)

Wireless Mic (Lapel mic soon) Vga plug

Skype call (polycom IP)

A/C outlet ready

Headphone jack ready

Laser Pointer


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Use of equipment

Various device installation/ setup1. Connecting IRRI Laptops / Personal laptops

2. Setup of Sound System

3. Use of A/V Switches4. Use of Projector

5. Use of SMART TV

6. Webex registration

7. Skype call setup

8. Polycom video conferencing


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Use of equipment

Mounting of laptops & tablets IRRI laptops

It is best to mount first the laptop then later turned it on

Make sure to log-in using your credentials on a wired cable

network. This takes time, especially for newly created account profile

Disable your screen saver and password lock

Set your power management options to Never while plugged in

Older laptops require to resize their screen size to 800x640

Press F8 or F4 to change the output of your laptop to VGA*

Check the version of the file to avoid change of layouts (Office

2003, 2007, 2010/ Open Office/ Libre Office etc.)

*this may vary depending on the device manufacturer


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Use of equipment

Sound system control Master volume

Volume control adjust when necessary

Laptop: use the volume control instead (depends on thequality)

Master Volume


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Use of equipmentSetting up the MICS

1 mic Podium (fixed ideal for presentation)

1 handheld wireless (for discussion/ Q&A)

Polycom mics

Webcam mics

2 lapel wireless (ideal for training) 2 Portable speakers (black / beige color)

2 mic receivers with transmitter (forportable speaker only)

Note:

Check the batteries if its fully charge Do sound checks

For skype and polycom calls:

Set the mic on mute while the other end istalking, to prevent ambient noise


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Use of equipment

A/V Switch- Projects both the display and sound

Press button to change projection from

1. Conf. Table (Floor patch)2. Podium

3. Control Room


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Use of equipment

A/V Switch


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Use of equipment

Use of Projector Switch the automated drop down screen

down" (located at the control room)

Use the remote control to activate theprojector Remote should be aimed at the front of the

projector

Wait for the projector to scan the input device

Click VGA1 to override the scanning function

Laser pointer built-in

Note:

Check the batteries if its fully charge

If no display: check the cables/ press F4/F8/wait for the scan to finish


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Use of equipment

Use of Smart TV Switch the automated drop down

screen up (located at thecontrol room)

Use the remote control to

activate the LED TV* Choose source (AV1-3)

Capable via skype / Web browsing/Photo viewer/ 3D

Integrate with Polycom videocon forHigh Resolution

*Note: Check the batteries if its fully charge

If no display: check the cables*Ipadcan be use as a remote as well forbetter qwerty functionality


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Use of equipment

WebexRegister to ITS

Email addresses of participants Join meetings by clicking urls

Runs on a browser (java) Laptop with webcam and headset Mobile web conferencing capability (laptops/

tablets/ smartphones)

More info: http://youtu.be/V1E9034K7Cw
http://youtu.be/V1E9034K7Cwhttp://youtu.be/V1E9034K7Cw


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Use of equipment

POLYCOM SetupThings needed..

Turn on switch (underneath TV)

Mount polycom mic to polycomdevice

Switch output to TV or Projector Go to polycom admin setting

Choose monitor/ VGA for projector output

Choose S-video for TV Output


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UPCOMING PROJECTS

Wider screens Secondary room with fixed projector

screen Remote Control (tablet integration) More integrated mics Wider glass boards Digital Clock

Local Phone

More work for me

ssd conference room utilization

Documents