Version: 1.0

Status: Approved: November 1, 2002
Contact: Ronald Olton

PURPOSE:

The purpose of this model is to provide the information needed to manage and administer multipoint telephone (voice) and videoconferences.

SCOPE:

This model covers the strategy and components used to schedule and manage H.321 videoconferences, H.323 audioconferences (voice) and H.323 videoconferences using the WebCommander application. This document will be updated to adapt to changes in technology, as they occur.

APPLICABILITY:

This model is applicable to all colleges and campuses opting to use the VCCS shared bridge resources.  This model supports the scheduling and monitoring of conferences by all authorized individuals.  

DEFINITION:

Multipoint conferencing is defined within this model as three or more endpoints participating in a video or voice conference.  A multipoint control unit (MCU) is used to provide the bridging services required to connect the endpoints for these conferences.  VCCS provides two hardware bridges as system-wide shared resources that can be used by all colleges and authorized customers.  One of the shared bridges is configured to support H.321 video conferences. The second unit is configured to support both H.323 videoconferences and telephone (voice) conferences.

MODEL:

Video and audio bridging is a shared VCCS system wide network service.  It leverages VCCS and college investments in the VCCS network infrastructure to provide multipoint H.323 videoconferencing, H.323 audioconferencing and H.321 videoconferencing  for all colleges and selected external organizations.  The video bridging strategy is to use a shared hardware bridge, Campus network, customer endpoints (telephones, video room systems, desktop video, etc.) and a web-based scheduling system to deliver the required conferencing services.  See the graphical representation of the model below in Figure 1.  The components labeled in red specifically define the key components in this model.

                                                    Figure 1 - Multipoint Conferencing Scheduling Model

The web based scheduling application supporting this model  is the basis for allowing the customer to schedule, administer, and manage a conference.  VCCS provides a shared scheduling application known as WebCommander.  Since the application is web based, there is no special client software needed. It can be accessed from a desktop browser (must be IE version 6 or greater).

The VCCS model for deploying the scheduling application provides three levels of access and control.  Access to WebCommander is controlled with a logonid and password. The three levels of access authority are as follows:

• The System Administrator, has full authority for the WebCommander system. This person(s) has the following responsibilities:
  • Maintains the currency of the software, including applying patches and fixes as required. 
  • Ensures that application is available and respond to all technical matters regarding availability.
   
• The College Administrator, has full authority for ALL conferences scheduled for that college.  This person(s) has the following responsibilities:
  • Submits requests for all college customer accounts (logonids and passwords).
  • Serves as  the college point of contact for all customer related requests and when contacting the System Administrator for assistance.
  • Manages and administers college conferences, as required.
   
• The Customer, full authority to create and manage conferences.  However, their access is limited to the conferences that they create.  This person has the following responsibilities:
  • Request a customer WebCommander logonid and password from the College Administrator.
  • Manages their account (logonid and password) in accordance with VCCS security policies.
  • Schedules and manages conferences, as required.
  • Confirms participants for each conference.
      
    Note: The conference manager has the following options for managing a conference:
    1.     Register the participants.  Use WebCommander to monitor the conference.  All conference participants will have entry in WebCommander as they are connected to the conference.  The Conference manager requests each participant to respond to roll call.  When the participants respond a speaker icon will register beside the appropriate entry in WebCommander.  Once the roll call is completed the conference manager has the option of deleting all entries without the speaker icon displayed.
    2.     No monitoring or forced disconnections  - take calls until the maximum bridge ports allocated for the conferences are in use.

The general business process supporting this model is as follows:

1. Colleges must designate a College Administrator as defined above and report this information to the System Administrator
2. System Administrator will provide the appropriate access (logon and password) for each College Administrator
3. College Administrators will serve as the college primary point of contact and provide for customer support and training.
4. Customers (faculty and staff) at the college and System Office  having requirements to schedule a conference or monitor a conference will contact the College Administrator to have the appropriate access granted.
5. Customers are responsible for scheduling and managing their conferences. 
6. All problems associated with scheduling and operations of a conference should be reported to the the College Administrator as the first level contact.  Problems that require escalation are then forwarded to the System Administrator.  It is possible that the college will elect to integrate this service into their existing customer support or help desk services.
7. All conflicts in resource scheduling at the college level are to be managed and resolved at the college.
8. All conflicts in resource scheduling at the system level will be manage and resolved by the System Administrator working with the appropriate College Administrators.
9. The System Administrator will ensure that the scheduling and shared bridge resources are available and advise the College Administrators of any changes that may impact the application and related services.