Video-conferencing

The ACCES CoViz facility is equipped with a modern video-conference system. This equipment is a part of the EPFL Unified Communications platform and is therefore compatible with the Cisco IP video telephones recently installed at EPFL and the pre-existing Polycom-equipped rooms.

The CoViz video-conferencing system enables the possibility for the following interactions with remote sites:

• discussions between individuals and groups
• presentations (e.g. seminar, workshop, thesis defence, interview)
• document and desktop sharing (shared document appears on the second screen)
• high-resolution (1080p) image stream (which is further upscaled to UHD by screens)
• user-controlled optimal layout of information on two large screens

Infrastructure

Hardware

• Cisco SX80 codec connected to dual 84" UHD displays
• Cisco SpeakerTrack camera system at front of room
• Cisco Precision 60 camera at back of room
• Beyerdynamic Stegos quad wireless microphones

Software

• Cisco Jabber (Jabber softphone or Jabber Guest)
• Cisco WebEx (different versions available)
• Any other video-conferencing software capable of connecting to a SIP / H323 compliant system (e.g. Polycom, Vidyo, Blue Jeans, Fuze, Jitsi, Homer - see Wikipedia). In particular, this requires Skype Connect rather than free Skype.

Connecting the CoViz video-conference system

• To make a video call to a remote site
  Contact an external party using either SIP or H323:
  • SIP: enter the URI identifier (e.g. john.doe@company.com)
  • H323: enter the IP address and add "@h.h” at the end (e.g. 128.178.99.5@h.h)
    Gatekeeper: enter its number + its IP address + @h.h (e.g. 3155500.192.169.141.55@h.h)
  • Call an EPFL IP video telephone by dialling the extension number
• To connect from a remote site
  The CoViz room can be reached by, e.g., any of the following …
  • from a browser using Jabber: https://jabberguest.epfl.ch/call/35560
  • from equipment using SIP: coviz@epfl.ch or 35560@epfl.ch
  • from equipment using H323: 128.178.99.5##35560
  • from an EPFL IP video telephone: 35560
• External connections
  • maximum number of remote sites is 3 - 5 (depending on resolution)
  • for more, reserve a SWITCH conference bridge at http://videoconf.switch.ch
    and join it by entering: 128.178.99.5@h.h

Organizing a video-conference session

There are a number of important steps to ensure that your session is successful:

• Determine which site is to host the session (generally using his/her preferred software)
• If hosted locally (in CoViz room), select the appropriate software:
  • Jabber if only face-to-face discussion is required
  • Jabber or Jabber Guest if only host is to share a document or desktop
  • WebEx (not Jabber) if the remote site is to share a document or desktop
  • WebEx Collaboration Meeting Center or Room (not WebEx Meeting) to connect to the SIP-compliant CoViz system.
• State clearly to remote session attendees what hardware and/or software is required, e.g.
  • web browser with Jabber / WebEx plugin (to be downloaded on first usage)
  • computer connected to internet via a cable (preferably not wifi)
  • headset (headphones and microphone), especially if audio is problematic
  • software compliant with SX80 system (not free Skype)
• Provide details on how to connect remotely to the session (see above); this may also be generated automatically by the session reservation system (e.g. WebEx).
• The CoViz system is selected using the room's main control panel (Wacom screen or Samsung tablet). "Videoconference" is chosen for the screens and sound; general information regarding remote connection is initially displayed on the screens.
• Sharing of a local laptop's document or desktop can be achieved by connecting the laptop to the SX80 via the supplied cable (with VGA connector). Alternatively, select "Computer" as the source for the right-hand screen, and use the back camera to capture the screen contents and the speaker.
• A minimal knowledge of the SX80 Touch 10 control system allows:
  • volume control / muting
  • selection and adjustment (pan, zoom, tilt) of cameras
    A User Guide is available for more advanced features.
• Test the complete system with the remote site(s) well before the actual session. Make sure that all the required functionality is available.

Recording a video-conferencing session

Advanced video-conferencing software generally enable recording of a session, with the recorded file stored somewhere in the Cloud. This is to be avoided if the content is sensitive.

A simple alternative is to use a recording software on a local computer to record directly to the computer's hard drive. A convenient free solution is Apple QuickTime Player 10, which can record both the image and sound. (Select File/New Screen Recording in menu; don't forget to select the appropriate microphone in the small "Screen Recording" window.)

Further information

If all is not clear regarding the CoViz video-conferencing system, or it does not function as desired:

• read the control system User Guide
• see EPFL Unified Communications web site
• contact the EPFL IT Help Desk (1234.epfl.ch; 1234@epfl.ch; +41216931234)
• contact Mark Sawley.

For details regarding alternative video-conferencing facilities at EPFL:

• contact SAVE