training manual svc - Directorate of School Education, Haryana

training manual svc - Directorate of School Education, Haryana
Training Manual
For
Smart Virtual Classroom Project
Project Implementing Agency
ERNET India
Department of Electronics & Information Technology
Ministry of Communications
Communication & IT
Government of India
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PREFACE
Smart Virtual Classroom (SVC) project is aimed at creating a technology enabled classroom that foster
opportunities for teaching and learning by integrating computers, Interactive white boards, projectors,
specialized software, video conferencing equipment at suitable number of District Institute of Education &
Training (DIET) along-with its corresponding schools picked up from each state for implementation of the
project. Key objectives of this project is to improve the quality of education to students from remote / rural
part of the country, address the need of specialized teaching staff at remote location through application of
ICT and provide a single cross – state ICT enabled knowledge sharing platform for training and skill
development of educationist / teachers .
In Smart Virtual Classroom project District Institute of Education & Training (DIET) locations in a district will
act as a mentor where high / professional quality equipment has been installed which can also be used as a
studio for smart teaching by specialized faculty and those lectures / teachings can be beamed live to the
other schools having ICT equipment, primarily in that district as well as in the adjoining areas. Teacher and
students are logged into the video conferencing sessions and experience the virtual classroom environment
by making use of electronic interactive white board, projector and Personal Desktop.
Education and Research Network (ERNET) India is an organization under the aegis of Department of
Electronics and IT, Ministry of Communications and Information Technology, Govt. of India and the
implementing agency of Smart Virtual Classroom project.
Department of Electronics and Information Technology (DeitY) is a department under Ministry of
Communications and Information Technology, Government of India and the funding agency of Smart Virtual
Classroom project.
Under this project Smart Virtual Classroom facilities will be setup in 3500 Govt. owned / controlled schools
along-with 50 DIET locations in seven pilot states of Gujarat, Rajasthan, Andhra Pradesh, Haryana, Tamil
Nadu Himachal Pradesh and Tripura.
There are innumerous benefits for both Students and Teachers.
For Students it is quality education & e-learning environment through video streaming & playing of
educational video content, accessing the content from central recording server. During sessions participants
can communicate with one another, view presentations or videos and engage with resources in work group.
The recorded session – audio and visuals is accessible even after being delivered.
For Teachers it will be a different teaching experience where teachers are not with learners physically but
interacting via public network in an online learning environment. Their recorded sessions will be anytime
available to the students. Smart Virtual Classroom will also address the issue of teacher availability and
ensure quality education delivery across the state / country on demand.
Everyone who is a part of this project is requested to make use of the technology available and transform
India into a digitally empowered society and knowledge economy. Every user should encourage each other
to use this facility to the fullest and help quality education reach to the rural most part of the country.
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Table of Contents
1.0 Introduction of project ..................................................................................................................... 7
1.1 Project brief .................................................................................................................................. 7
1.2 About project implementing agency- ERNET India ...................................................................... 7
1.3 About the project funding agency- DeitY, GOI ............................................................................. 8
2.0 Introduction to Smart Virtual Classroom ......................................................................................... 9
2.1 About the Smart Virtual Classroom .............................................................................................. 9
2.2 Major components of Smart Virtual Classroom ......................................................................... 10
2.3 How does it operate ................................................................................................................... 11
2.4 Benefits of Smart Virtual Classroom........................................................................................... 11
3.0 Roles and Responsibilities of DIET / School .................................................................................... 12
4.0 Equipment Setup ............................................................................................................................ 15
4.1 Desktop PC & its accessories ...................................................................................................... 16
4.2 Electronic Interactive white board ............................................................................................. 18
4.2.1 Interactive white board software installation ......................................................................... 19
4.2.2 Interactive white board calibration ......................................................................................... 19
4.2.3 Screen Keys .............................................................................................................................. 22
4.3 Short Throw Projector ................................................................................................................ 22
4.4 Online UPS with batteries........................................................................................................... 25
4.5 LED Display screen ...................................................................................................................... 26
4.6 Professional Video conferencing end points .............................................................................. 27
4.6.1 Professional PTZ camera ......................................................................................................... 27
4.6.2 Speaker bundle phone............................................................................................................. 28
4.6.3 Video conferencing desktop codec ......................................................................................... 29
4.7 Computer Table .......................................................................................................................... 32
4.8 About project portal ................................................................................................................... 32
5.0 About video conferencing solution ................................................................................................ 37
5.1 Video conferencing desktop codec configuration setting. ......................................................... 37
5.2 Knowing about Your Room......................................................................................................... 42
5.3 How to join to own room ........................................................................................................... 43
5.4 How to invite other contacts to your room................................................................................ 45
5.5 Task performed during session .................................................................................................. 46
5.6 Download and log in to video conferencing solution through desktop ..................................... 50
5.7 Understanding configuration / settings of Video Conferencing Desktop Codec application .......... 52
5.8 How to connect to your room .................................................................................................... 55
5.9 Understanding of status icons .................................................................................................... 59
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5.10 Connecting to other rooms through Desktop PC ..................................................................... 59
5.11 Scheduling Meeting with other contacts from desktop ........................................................... 60
5.12 task performed during meeting / session on Scheduled date ................................................. 61
5.12.1 Defining your Moderator PIN, Room PIN, Creating and controlling Webcast .................... 78
5.13 Content Sharing during Video conference Session .................................................................. 79
5.14 Recording and downloading the recorded session. ................................................................. 81
5.15 Using features of other hardware equipments during a video conferencing session ............. 82
6.0 Standard Operating Procedures ..................................................................................................... 83
6.1 Before starting a session ............................................................................................................ 83
6.2 During a session.......................................................................................................................... 83
6.3 After a session ............................................................................................................................ 83
7.0 Equipment setup: ........................................................................................................................... 85
7.1 Desktop & its accessories ........................................................................................................... 86
7.2 Electronic Interactive white board ............................................................................................. 86
7.2.1 Interactive white board software installation ......................................................................... 86
7.2.2 Interactive white board calibration ......................................................................................... 86
7.2.3 Interactive white board screen keys ....................................................................................... 86
7.3 Short Throw Projector ................................................................................................................ 86
7.4 online UPS with batteries ........................................................................................................... 86
7.5 USB Webcam cum MIC ............................................................................................................... 86
7.6 About project portal ................................................................................................................... 86
8.0 About video conferencing desktop client....................................................................................... 92
8.1 How to download Video conferencing software........................................................................ 92
8.2 How to login to video conferencing software ............................................................................ 92
8.3 Understanding configuration / settings ........................................................................................ 92
8.4 Understanding of status icons: ................................................................................................... 92
8.5 How to connect to Your Room ..................................................................................................... 92
8.6 How to join DIET room for session ............................................................................................. 95
8.7 Task performed during a session................................................................................................ 97
8.8 Scheduling Meeting with other contacts ................................................................................... 97
8.9 Defining your moderator PIN, Room PIN, Creating and controlling webcast. ........................... 97
8.10 How to share content during video conferencing session. ...................................................... 97
8.11 How to download and view the recorded sessions.................................................................. 97
8.12 Using other hardware equipments during a video conferencing session. ............................... 98
9.0 Standard Operating Procedure....................................................................................................... 99
9.1 Before starting session ............................................................................................................... 99
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9.2 During a Session ......................................................................................................................... 99
9.3 After a session ............................................................................................................................ 99
10.0 Do’s and Don’ts............................................................................................................................ 99
11.0 Basic trouble shooting ............................................................................................................... 101
12.0 FAQ ............................................................................................................................................ 105
13.0 Project Helpdesk......................................................................................................................... 106
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1.0 Introduction of project
1.1 Project brief
The aim of the project is to setup Smart Virtual Classroom facilities in 3500 Govt. owned / controlled schools
alongwith 50 DIET locations in seven pilot states of Gujarat, Rajasthan, Andhra Pradesh, Haryana, Tamil Nadu
Himachal Pradesh and Tripura, with the focus to improve the quality of education to students from remote/
rural part of the country. The project is aimed at creating a technology enabled classroom that foster
opportunities for teaching and learning by integrating computers, Interactive white boards, projectors,
specialized software, video conferencing in Phase – I of the project, a suitable number of DIETs alongwith its
corresponding schools (selected based on availability of raw power, Internet connectivity, etc.) has been
picked from every state for implementation of project. The project will enable the school teachers to reach
at far locations without physical presence and on the other hand ensure virtual availability of expert faculty
at remote schools. District Institute of Education & Training (DIET)/ Block Institute of Education & Training
(BIET) locations in a district/ block will act as a mentor where high / professional quality equipment has been
installed which can also be used as a studio for smart teaching by specialized faculty and those lectures /
teachings can be beamed live to the other schools primarily in that district as well as in the adjoining areas.
The proposed smart virtual class room setup would also be used for various vocational / training courses to
be run from district level or state capital for the welfare of the community as a whole to meet the domestic
requirements of a rapidly growing economy in the identified high growth sector(s), thereby effectively
leveraging India’s competitive advantage and harnessing India’s demographic divide. The use of modern
Video-Audio & ICT Technologies is expected to improve the quality and effectiveness of education. It is also
important to enable distance education & e-learning environment through video streaming & playing of
educational video content over network to benefit large number of students in the remote and backward
regions. This would also enable off-line access to classroom teaching at a subsequent stage over the network
through accessing the content from central recording server subject to the installed storage capacity of the
recording server. This state-wide infrastructure would also help in addressing the issue of teacher availability
and ensure quality education delivery across the state / country on demand. The implemented solution is
further scalable to higher number of classrooms by adding the classroom infrastructure at remote school
level and enhances MCU capabilities at central location during the subsequently planned project phases.
1.2 About project implementing agency- ERNET India
Education and Research Network (ERNET) India is an organization under the aegis of Department of
Electronics and IT, Ministry of Communications and Information Technology, Govt. of India. ERNET as an
organisation has made a significant contribution to the emergence of networking in the country. At the
inception time, it brought the Internet to India and has supported in building up national capabilities in the
area of net-working, especially in protocol software engineering and tools for collaboration. Over a period of
years, it has successfully built a large network that provides various services to the intellectual segment of
Indian society i.e the research and education community and also supported creation of pool of strongly
trained manpower.
ERNET was initiated in 1986 by the Department of Electronics (DoE), with funding support from the
Government of India and United Nations Development Program (UNDP), involving eight premier institutions
as participating agencies—NCST (National Centre for Software Technology) Bombay, IISc (Indian Institute of
Science) Bangalore, five IITs (Indian Institutes of Technology) at Delhi, Bombay, Kanpur, Kharagpur and
Madras, and the DoE, New Delhi. ERNET began as a multi-protocol network with both the TCP/IP and
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the OSI-IP protocol stacks running over the leased-line portion of the backbone. However since 1995, almost
all traffic is carried over TCP/IP.
ERNET touches limitless sectors, serving numerous institutions in health, agriculture, primary, secondary and
higher education, science & technology and is involved in enhancing the computer skills of the children by
means of deployment of Wi-Fi for internet access and building virtual classrooms which it intends to
replicate in larger perspective under the digital India initiative.
ERNET is one of the large nationwide terrestrial and satellite network with point of presence located at the
premiere educational and research institutions in major cities of the country. Focus of ERNET is not limited
to just providing connectivity, but to meet the entire needs of the educational and research institutions by
hosting and providing relevant information to their users. Research and Development and Training are
integral parts of ERNET activities.
The activities at ERNET India are organized around five technology focus areas:
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•
•
•
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National Academic and Research Network
Research and Development in the area of Data Communication and its Application
Human Resource Development in the area of High-end Networking
e-Education infra
Campus-wide High Speed Local Area Network
ERNET India was also involved in various R & D Projects spanning the wide domain of cloud based e-learning
services, 6LoWPAN (Low –power Wireless Personal Area Network) and Internet of Things (IoT) technology in
agriculture and water quality use cases. ERNET India contributes as a nodal agency for IPv6 Applications,
consultancy, educational services in many domains and also working as an exclusive registrar three domain
i.e ac. in, res.in and edu.in. ERNET India has successfully hosted several workshops and IPv6 hands-on
trainings, and continues to provide it at various locations. ERNET has also geared up to provide consultancy
services in the field of IPv6 infrastructure development and implementation. ERNET also successfully carried
out research experiments using the ‘White Spaces’ in TV based at Srikakulam district , Andhra Pradesh
where ERNET has also executed a project for providing connectivity and ICT infrastructure to 204 schools.
As part of this experiment, Wi-Fi connectivity was also provided to nearby locations.
1.3 About the project funding agency- DeitY, GOI
The Department of Electronics and Information Technology (DeitY) is a department under Ministry of
Communications and Information Technology, Government of India. The vision of DeitY is e-Development of
India as the engine for transition into a developed nation and an empowered society & to promote eGovernance for empowering citizens, promoting the inclusive and sustainable growth of the Electronics, IT &
ITeS industries, enhancing India’s role in Internet Governance, adopting a multipronged approach that
includes development of human resources, promoting R&D and innovation, enhancing efficiency through
digital services and ensuring a secure cyber space.
The Deity takes Initiatives for development of Hardware / Software industry including knowledge based
enterprises, measures for promoting IT exports and competitiveness of the industry & promotion of IT and IT
enabled services and Internet. DeitY provides assistance to other departments in the promotion of
e-Governance, e-Infrastructure, e-Medicine, e-Commerce, e-Innovation/R&D, e-Learning, e-Security,
e-Inclusion, Internet Governance etc. DeitY also helps in the promotion of Information Technology
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education and Information Technology-based education & promotion of Standardization, Testing and Quality
in IT and standardization of procedure for IT application and Tasks.
The DeitY is also an anchor organization in Digital India Programme which is a flagship programme of the
Government of India with a vision to transform India into a digitally empowered society and knowledge
economy.
2.0 Introduction to Smart Virtual Classroom
2.1 About the Smart Virtual Classroom
Smart Virtual Classroom is a scheduled, online, teacher-led training session where teachers are not present
with learners physically but interact via public network in an online learning environment. It typically
comprises of solution for capturing audio / video and integration of other electronics devices like Interactive
White Broad, Projector, Personal Desktop, UPS, etc. Under this project we have ‘Smart Virtual Classroom’
which is just like a real classroom, a student in a ‘Smart Virtual Classroom’ participates in synchronous
manner, which means that the teacher and students are logged into the video conferencing sessions and
experience the virtual classroom environment by making use of electronic interactive white board, projector
and Personal Desktop .
It is a Smart Virtual Classroom that allows participants to communicate with one another, view presentations
or videos, interact with other participants, and engage with resources in work groups.
‘Smart Virtual Classroom’ also has the ability to record class/session as it happens, including any
presentation audio and visuals. This means that the content is accessible even after being delivered, an
added benefit for those who want a quick refresher, or perhaps did not fully understand at the first time.
Figure 1
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2.2 Major components of Smart Virtual Classroom
The major components of the Smart Virtual Classroom under this project are described in the following
section.
Hardware components of the Smart Virtual Classroom are:•
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•
•
•
•
Desktop PC
Interactive white board
Video Conferencing Desktop Codec
Display Screen
Camera & Mic
Projector
Broadly we can classify the Smart Virtual Classroom functional components into four categories•
Computing:• During the session Instructor can conduct classes using the Interactive white board and
share anything on the desktop PC and same will be visible to all the participants through
video conferencing software at their locations.
• The desktop PC forms part of this category which in turn is connected to the internet
and all activities done on Interactive white board can be shared on the web through the
Desktop PC.
•
Video conferencing:• All sessions can be shared using video conferencing solution.
• Resource at DIET can view all the school participants on the LED Display Screen using
video conferencing solution.
• DIET resource can also interact with participants through Video conferencing solution
and LED Display Screen.
•
Interaction and projection:• At DIET Interactive white board and projector can be integrated with video conferencing
solution and can be used as a writing broad with projection facility for self as well as
remote view.
• Similarly any school can initiate video sessions and make use of Interactive white board
and projector for writing with projection facility for self as well as remote view.
•
Others:• This category includes an online UPS (Uninterrupted Power Supply) which is connected
to all the installed ICT equipments for continuous power supply. The UPS used in this
project gives power backup of minimum 1 hour subject to 8 hours of raw power
available to it for full charging of batteries.
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2.3 How does it operate
This project enables the school teachers to reach out to students at remote locations without being
physically present at site and on the other hand enable Expert Faculty availability. District Institute of
Education & Training (DIET) will act as a mentor where professional quality equipment will be installed to be
used as a studio for smart teaching by specialized faculty and those lectures / teachings can be beamed live
to the other schools primarily in that district as well as in the adjoining areas. The proposed Smart Virtual
Classroom setup would also be used for various vocational / training courses to be run from district level or
state capital for the welfare of the community.
The project is video conferencing solution based and DIET is connected to school through central location via
internet as shown in the below picture:
Figure 2
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•
•
•
Schools are equipped with Software based Video Conferencing & electronic teaching aid
equipments.
DIETs are equipped with hardware based Video Conferencing & electronic teaching aid
equipments.
Central location is for Hosting MCU, Scheduling s/w, Recording/ Streaming Solution for enabling
storage of live sessions, offline access and multiparty conferencing.
DIETs dial / connect to Central Location through internet which forwards call to schools and
similarly when schools dial / connect to DIET, call is forwarded to corresponding DIET through
Central Location via internet.
2.4 Benefits of Smart Virtual Classroom
1. Class timing:• Schedule can be flexible, according to the needs of both teacher and students.
• Class duration is easily extendable, instructor and student time permitting.
• Schedule extra classes at your convenient time.
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2. Learner groups:• Students can be a heterogeneous group, even global, with a variety of social circles and
customs.
• Student composition may vary greatly in age, profession, and academic background.
3. Teaching methodology:• Classes can be technology-driven and learner-centric, with the teacher as a facilitator.
Teachers have better teaching tools to effectively engage learners. Virtual classrooms allow
students more freedom to experiment, explore and steer the class. This freedom can
produce improved student performance.
• Modern teaching tools are used such as multimedia, animation, 3D modelling etc.
• Learning environment can be stimulating and entertaining. Moderation tool allows the
teacher to easily control the class.
4. Collaboration in learning:• Teachers and students collaborate online via audio, video and text chat.
• It is easier to work with different types of learners. Divide a single virtual classroom into
breakout sessions and let students of different levels work at their own pace, while the
teacher moderates and facilitates.
• Easier to involve multiple teachers and to bring in guest speakers from anywhere in the
world.
5. Recording:• Classes are recorded, including audio, video and even screen. Students can view the
instructor’s exact explanation and methods, and administrators can review both the
instructor’s and students’ performance.
• This feature is very useful, especially for absent students, who can view the recordings later
and understand the concepts elaborated by the instructor. Moreover, the students can also
refer to the recordings for revision purpose, at their convenience.
6. Cost:•
•
•
•
Professionals can take classes from home, anytime (even late nights or early mornings).
Technology Based Training (TBT) yields a time savings of 35-45% over traditional classroom
instruction.
No travel costs. Teach and learn from anywhere.
Virtual Classroom is green teaching, saves paper, and any other such costs.
Classes conducted in virtual classrooms are comparatively cheaper, as much as 80%.
3.0 Roles and Responsibilities of DIET / School
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The Nodal Officer appointed at DIET / School by state authorities will be responsible for security of
assets and also for functioning of Smart Virtual Classroom facility.
•
DIET / School will devise its own procedures for orderly functioning of installed infrastructure
thereby ensuring optimum utilization by the schools. While extending the facilities at the selected
schools, there will be no discrimination of any kind whatsoever amongst various sections of the
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community. DIET / School may, however prescribe such procedures as are intended to impose
reasonable restrictions on the exercise of any right for utilization of facilities at these schools in the
interest of the general public.
•
The access to the facilities provided at project locations will be fully secured and managed on a day
to day basis by the DIET / School through personnel specifically trained for functioning of the
technical equipment installed in these locations.
•
DIET / School will bear all day-to-day recurring expenditure such as electricity, water, telephone
charges, internet connectivity charges, stationary and air conditioners if any required for the upkeep of the ICT equipment.
•
DIET / School will ensure safekeeping and custody of equipment delivered at their sites and shall
ensure adequate security to the personnel and infrastructure at project sites. DIET / School shall
indemnify ERNET for any loss resulting due to non-adherence of the above.
•
DIET / School will ensure continuous internet connectivity available throughout (2 mbps broadband
at school & 2 mbps dedicated lease line at DIET) and will have the responsibility to liaison with
respective local service provider in case of any fault, DIET / School will upgrade at their own expense
if required at any stage.
•
Any loss/damage to ICT infrastructure deployed under this project, due to negligence, theft, power
fluctuations, electrical earthing issues etc, which are not covered under the warranty will be made
good by the respective DIET / School to ensure continuity of the project objectives.
•
In case of any change of teachers/Nodal Officers, DIET / School will ensure that the new incumbent
will be provided with requisite training by already trained staff at respective DIET centres for the
operation of Smart Virtual Classroom infrastructure.
•
Any of the individual equipment/ component which is part/portion of the Virtual classroom
infrastructure will not be put to use for any purpose other than the objective of this project. In case
of a requirement of usage for any other central/ State government project, due written permission
from the GIA organization i.e. DeitY has to be obtained.
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PART B
Training manual for DIET location users
Figure 3
VGA Port With Connector
LAN Port With Connector
HDMI Port With Connector
USB Port With Connector
Figure 4
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DVI Connector
DVI Port
PS/2 Connector
PS/2 Port
4.0 Equipment Setup
Sr.No.
1.
Item
Online UPS 1 KVA
Connected to
UPS is connected to
AC Mains through Input Power cable.
Battery through battery cables and lugs.
CPU, Monitor, Projector, LED Screen Display, Video conferencing
desktop codec, Camera through output Power cable and
Distribution Box.
2
CPU & TFT
CPU is connected to
UPS through Power cable via Distribution Box.
TFT through VGA Cable.
Projector through HDMI Pen tray of Interactive white board
through USB Cable.
Video Conferencing desktop codec through DVI Cable.
Cable.
Mouse and Keyboard through USB Cable.
Speaker through Audio Cable.
Internet through LAN Cable.
3
Speaker
4
Display Screen LED40’’
Speaker is connected to
UPS through distribution box for power
CPU through audio port for audio output.
Display Screen is connected to
UPS through distribution box.
Video Conferencing Desktop codec through DVI Cable at Video
Conferencing Desktop codec end & HDMI cable at LED screen
end.
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Video Conferencing
Desktop codec
6
Interactive white
board
Projector
7
8
Professional PTZ
camera
VC desktop codec is connected to
UPS through distribution box
CPU & Camera through DVI cable
LAN port for internet connectivity through LAN cable.
MIC cum Speaker, Remote Sensor Device through USB Cable.
LED Screen through HDMI cable at LED end and DVI cable at
Video Conferencing Machine end.
• COM port at video conferencing desktop codec end through
serial cable and to Professional PTZ Sony camera through PS/2
cable.
Interactive white board is connected to Pen tray and pen tray is
connected to CPU through USB Cable.
Projector is connected to
UPS through distribution box.
CPU through HDMI Cable.
Professional PTZ Camera is connected to
UPS through distribution box
Video Conferencing desktop codec through DVI Cable for video
input and through serial cable (to PS/2 port at camera end) for
PTZ control.
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Speaker phone
bundle
Computer Table
Speaker Phone is connected to Video conferencing desktop codec
through USB Cable.
4.1 Desktop PC & its accessories
Figure 5
The desktop PC is the main computing device which in turn is connected to the internet and all activities
done on Interactive white board can be shared during video conferencing session through the desktop PC.
CPU unit
DVD DRIVE
USB PORT
POWER BUTTON
USB PORT
CPU Front View
Figure 6
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The CPU is the core of a computer system. It is a rectangular box placed on or underneath your table. The
CPU consists of several electronic components that process data. The various components such as Keyboard,
Mouse, Speaker and Monitor are connected to the CPU using cables. The On/Off button is located on the
CPU front panel and is used to switch On/Off the CPU. Various devices are connected to the CPU on the
ports available at the back panel. (as shown in the below picture)
1
2
3,4
6
5
8
9
7
10
11,12
CPU Rear view
Figure 7
CPU Port details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Power socket for AC mains supply to CPU
SMPS FAN
PS/2 port
PS/2 port
DVI port for connecting Video Conferencing desktop codec
Serial Port
HDMI port for connecting Projector
VGA port for connecting Monitor
USB ports for connecting USB devices like Keyboard, Mouse, and Webcam etc.
Ethernet port for connecting PC to internet
Audio in port for connecting external mic
Audio out port for connecting external speaker
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4.2 Electronic Interactive white board
Interactive White Board
Figure 8
Interactive white board makes learning more attractive and interesting. Interactive white board Software is
an electronic interactive board which enables you to combine multimedia contents and various files with
your lesson consistently. Three coloured pens (black, blue and red) and an eraser are provided for
convenient operation on the Interactive white board which is mounted on wall and connected to computer
through USB cable. The respective pen is detected automatically by picking up the pen from the intelligent
pen tray.
Interactive white board features:
•
Writing:User can write and draw with pens or fingers directly on the display panel and show the
written information instantly during a presentation. The surface also supports normal marker
writing and can be easily removed with as eraser without any permanent mark being left behind. It
is highly recommended to use pens provided with the interactive white board.
•
Annotation:The user can operate and annotate over different format type files including .ppt,
.doc, .xls, .avi, .mpeg, .jpeg, etc.
•
Touch:In working mode it can be a high precision touch Interactive white board. User can use their
fingers or a wand as a mouse to click and drag directly on the display panel.
•
Touch Recognition:The Interactive white board can recognize touch of a single-finger, multiple
fingers, double click, left click and right click.
•
Hot Icons:Hot icons are present on the both sides of the board; these icons can be used from
either side of the board. They are used for functionality within the annotation software.
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•
Intelligent Pen tray:The user can change the colour of the pen from the pen tray. The colour is
automatically detected from the sensors.
•
Display Panel:The board has a high gain and high contrast display.
4.2.1 Interactive white board software installation
Interactive white board installation is a onetime activity, but the software can be installed as and when
required. Before installing the software the anti-virus or virus protection software is required to be
temporarily disabled as it may affect the proper installation of Interactive white board software.
Installation disc is provided in the accessory box. Users are advised to carefully go through the provided
instructions in the installation disc in order to complete the installation of the white board software. To
enable complete functionality of the Interactive white board the ‘Full Installation’ option is required to be
selected. After the installation has been completed the CPU is required to be restarted in order for the
software to run properly. In addition to the above, the user is required to install ‘.Net version 3.5’ which can
be easily downloaded from the internet.
4.2.2 Interactive white board calibration
Calibration of the Interactive white board enables proper interactive functioning of the white board by using
interactive pen or fingers. It is required to calibrate the Interactive white board whenever the complete
system is restarted. It is a self guiding step by step process and is explained in the subsequent section for the
users. The Interactive white board needs to be calibrated under the following additional situations.
•
When Interactive white board software has been reinstalled or updated.
•
When the position of the Interactive white board or Projector is changed.
•
When computer connected to the Interactive white board is changed.
•
When computer's resolution ratio or refresh rate is changed.
•
When calibration deviation caused by other reasons.
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Calibration Process:
Step 1:Connect
Connect all necessary devices and make sure the Interactive white board service program is
automatically launched once the Computer is switched on.
on. If not, click "one touch" software and run the
Interactive white board service program. It will take a few seconds for the program to load.
Step 2:Adjust the Projector’s projection angle and make sure the projection area is within the Interactive
white board display area.
Step 3:Touch using pen on calibration icon, on the Interactive white board.
Figure 9
The calibration screen will be displayed:
displayed
Figure 10
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Step 4:Touch the centre of the flashing "十" with the Interactive white board pen tip. Pen needs to be kept
steady at the center point till the time calibration is completed.
Figure 11
Step 5: Calibration process starts and is over when the circle is complete, same process is repeated at every
corner.
Note:
• Daily clean all sides of the Interactive white board before calibration.
•
Wrong calibration may lead to the Interactive white board not working properly and this requires recalibration.
•
Pressing "ESC" during calibration can cancel the current calibration operation.
•
Red light appears on Left hand bottom corner of Interactive white board when the Interactive white
board is in passive mode.
•
Blue light appears on Left hand bottom corner of Interactive white board when the Interactive white
board is in active mode.
•
It is recommended to calibrate using the intelligent pen and put the pen back in the same colour slot
in the tray after use.
•
It is recommended that any point of time only one pen should be picked up from intelligent pen tray.
21
4.2.3 Screen Keys
Screen keys, also known as hot keys, are the icons found on either sides of the Interactive white board. If the
Interactive white board is set with hot keys and the ‘one touch’ software is not functioning, you can run ONE
TOUCH by tapping one of the hot keys.
1
Click to use Mouse pointer
2
Click to go to New page
3
Click to go to Previous page
4
Click to go to next page
5
Click to show all pages
6
Click to show built-in library functions
7
Click to select black pen
8
Click to select red pen
9
Click to select blue pen
10
Click to select green pen
11
Click to select eraser
12
Click to select Pointer
13
Click to select Spot light
14
Click to select on screen keyboard
15
Click to set calibration
16
User defined Hot Icon
Figure 12
4.3 Short Throw Projector
Figure 13
In this project we are using Short Throw projector. The projector is used for projection of
multimedia contents on the Interactive white board. It is mounted on the ceiling of the
room, projecting towards Interactive white board and connected with the desktop through
HDMI cable. It comes with a remote control for operating the various projector functions.
22
6
1
5
2
4
Projector rear view
3
Figure 14
Projector’s Port Details
1.
2.
3.
4.
5.
6.
VGA Ports
Audio-Video Jack
Serial Port
Ethernet Port
HDMI Port
Power Socket
Projector’s Remote
11
22
33
64
4
76
55
8
9
118
10
9
12
13
14
15
7
16
10
11
17
12
19
18
20
Projector Remote
Figure 15
23
21
Projector’s Remote button details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
ON button- Switch on Projector using Remote only.
OFF button – Switch off Projector using Remote only.
Computer 1select button
Computer 2 select button
Menu /exit button
HDMI button
Video button
Scroll Up- down button
Mode enter button
Eco blank button
Source button
Laser button
Zoom in-out button
Page up-down button
Mic/Volume control button
Freeze button
Mute button
Aspect button
Network setting button
Test button
Smart eco button
Note:
•
•
Remote can operate pointing to Projector’s either Front or Rear side.
When you turn ON / OFF projector it takes 1 minute to perform action. Please check the indicator
and wait for a while.
Some of the important functions of projector are as follows:
•
•
•
•
•
•
•
Projector should always be switched - ON / OFF through Remote only. Separate buttons are available
for ON and OFF function.
After switching ON the projector, blue beam will appear from the projector after 1 minute.
To select source, press HDMI button on remote.
Auto button can be utilized for auto adjustment of resolution.
Zoom OUT / IN for extra clarity of the view.
After switching OFF the projector from the remote, wait for the orange light to become stable
(approximate 1 minute) and then switch off the main power.
Lamp Hours usage can be checked by pressing menu button in the remote then select information
tab.
24
4.4 Online UPS with batteries
UPS front view
UPS rear view
Figure 16
•
An Uninterrupted Power Supply (UPS) is an Electronic device that allows the computer and other
equipments attached to remain operational when the primary power source is lost. It also provides
protection from power surges. In this project UPS with four batteries is being used to provide one hour
of power backup provided that the batteries are fully charged.
LCD Display panel & button operations
• LCD panel displays the current settings.
• By pressing the power button once, Voltages are displayed, Load is displayed in percentage.
• By pressing the power button twice, Ampere is displayed.
• To switch off, long press the power button till the beep is heard.
Figure 17
LED Indicators
• By-pass Mode: when UPS is switched on Orange LED indicator glows for 3-4 seconds.
• Input – Output: Two green LED indicator glows when there is power and UPS is online.
• Charging: Orange LED indicator glows indicating batteries are charging.
25
4.5 LED Display screen
LED display screen
Figure 18
At DIET location, LED Display Screen is installed and is used for video conferencing interaction. LED Screen
Display gets power supply through UPS and is connected with video conferencing machine.
It is operated through remote control and some important features of remote are given below.
Figure 19
LED Display Screen Button (frequently used) details.
details
1.
2.
3.
4.
5.
ON
OFF
Mute
Volume
Main menu
For detailed operation manual supplied along with the box can be referred
26
4.6 Professional Video conferencing end points
4.6.1 Professional PTZ camera
POWER
INDICATOR
Professional PTZ camera front view
Figure 20
2
3
1
Professional PTZ camera rear view
Figure 21
Port details:
1. PS/2 port
2. PTZ control port
3. DVI port
Video Conferencing PTZ Camera is attached to Video conferencing desktop codec through Serial cable and
can be operated using a remote. There should be sufficient illumination in the room for effectiveness of the
camera. Camera should not be moved physically but shall be moved only using the given remote. It is further
advisable to always clean the lens with soft cotton cloth only before using Camera.
•
•
•
•
•
•
•
While using camera please ensure the following :Check for Power Connection.
Check the PS/2 connection.
Check the DVI connection.
Check the movement of camera with remote (left, right, up and down).
Check the reset button so that the camera comes to home position (camera focusing straight).
Ensure once it is powered off, camera is in middle position and facing down.
Zoom IN / OUT options are provided in remote.
27
1
2
4
3
Figure 22
Remote buttons details.
1.
2.
3.
4.
ON / OFF
Camera Select – Always Set first button as shown in picture.
Scroll UP and Down, Left and Right.
Zoom IN / Zoom Out.
4.6.2 Speaker bundle phone
VOLUME BUTTONS
ON/ OFF
BUTTON
Speaker bundle phone
Figure 23
Speaker phone is attached through USB cable to Video Conferencing Machine While using Speaker phone –
•
•
You can ON / OFF using buttons as in above picture.
You can control volume using volume buttons as in the picture.
28
4.6.3 Video conferencing desktop codec
ON/OFF button
USB ports
Video conferencing desktop codec front view
Figure 24
Video conferencing desktop codec delivers incredible ultra HD experience for engaging the participants and
enabling a productive group collaboration with remote participants.
7
8
6
4,5
2,3
1
Video conferencing desktop codec rear view
Figure 25
29
Video Conferencing desktop codec Port details
1.
2.
3.
4.
5.
6.
7.
8.
Power Socket
DVI Port
DVI Port
Speaker
MIC
Ethernet port
USB Ports
COM Port
Primary function of Video Conferencing desktop codec is to enable interaction with users during
sessions. One can operate it using the remote which utilize AAA cells (2 nos) for functioning.
Video Conferencing desktop codec Remote button details
Figure 26
Remote’s Button functionality is as follows
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Click this button to connect
Click here to disconnect
Press OK/ functions as ENTER button
Four UP/DOWN/LEFT/RIGHT buttons used to select contact while conferencing.
To adjust volume level
To adjust picture / zoom in or out
Self view
To mute/un mute during a session.
To go back at previous page or to return in previous menu
Use privacy button to stop your video/ pressing this means your video broadcast will stop.
30
11.
12.
13.
14.
15.
16.
To manage your screen in terms of picture, view, setting etc.
To go to setting menu directly
To delete any item
To toggle/ to connect to room users
To go to home page
To share contents
Video Conferencing desktop codec can also be operated using keyboard and mouse by connecting them
through USB port.
4.7 Computer Table
Figure 27
Top board with caps on all 4 sides - For placing Monitor speakers and mouse.
For Keyboard - Left hand side below top board.
For Desktop - Right hand side bottom.
Ensure table should not be bent or turned reverse and it should be stable.
Keyboard tray to be pulled on the user side and not the other side.
4.8 About project portal
Project portal is important vertical of Smart Virtual Classroom project. It enables ‘Admin’ to create, control
and manage all users, sessions/events. Following are the steps to use project portal.
31
Step 1: Type URL http://publicportal.svc.erent.in in browser.
Figure 28
Step 2: User name and password will be created by Admin and given to you. Enter your given user name and
password, then click login.
Figure 29
Step 3: You are logged in as DIET user.
Logging in as a diet user and clicking on the Events tab will display the manage events
32
Figure 30
•
•
Diet admin user can view all his/her own scheduled and the completed events in the manage events
page.
All the events are displayed date and time wise with navigation buttons as shown in the image.
Figure 31
•
Clicking on the navigation buttons the DIET admin user can view the previous and next date events.
Figure 32
33
•
The DIET admin user can check for events of a particular date by directly clicking on the date in the
calendar or even by clicking on the navigation buttons.
Figure 33
•
Clicking on Today button will redirect date from any to the present date.
Figure 34
34
•
•
DIET user can view the recorded video for the completed class by clicking on the Playback icon at the
event.
No Playback will be displayed for the events which are completed but are not recorded.
Figure 35
•
Clicking on the Share
button of room link the user can share the link to any email id.
Figure 36
35
•
•
If the DIET admin is the invitee in the created event then he/she can join the session/event by
clicking on the Join button.
If the DIET admin is the presenter in the created event then he/she will have the Start button at the
event. Clicking on the Start button the presenter will start the video.
Figure 37
36
5.0 About video conferencing solution
5.1 Video conferencing desktop codec configuration setting.
•
•
•
When you enter in classroom turn ON the UPS.
Switch ON all the equipments such as Monitor, CPU, Projector, LED display screen and Video
conferencing desktop codec.
Username and Password to login to video conferencing are available with the User at DIET.
When the Video conferencing desktop codec is on, below picture is visible on LED display screen, select the
Account settings from the Video conferencing desktop codec remote,
Step 1: Select Account Menu
VidyoPortal: publicportal.svc.ernet.in
Username : type your given user name
Password
: type your given password
Figure 38
Step 2: You can click on Save button as in the above picture to save your user name and password. Once
your user name and password is saved then next time while logging to the Project portal from the same
video conferencing desktop codec, you need not to enter it again.
37
Figure 39
Step 3: Select Network Menu
Figure 40
Configure as below
• VidyoProxy: OFF
• View & Enable IP Version: select IPv4
• DHCP: ON
• IP address: By default
• Subnet: By default
• Gateway: By default
38
•
•
DNS: By default
UDP range: from 5000 to 65535
Now Select Save.
Step 4: Select Audio Menu.
Figure 41
Set as below• Microphone: Microphone (2-Phnx Quattro3)
• Microphone Level: As per user’s preference
• Speakers: Speaker (2-Phnx Quattro3)
• Speaker Volume: As per user’s preference
• Join and Exit Sound: ON
• Navigation Sound: ON
• Echo Cancellation: ON
39
Step 5: Select Video Menu
Figure 42
Set as below.
•
•
•
•
•
Camera Source: Vidyo Input 1
Video Quality: [email protected]
Shared Content Source: Vidyo Input 2
Select Turn Backlight ON
Select Reset camera position
Step 6: Select Advanced Menu.
Figure 43
40
Set as:
•
•
•
•
•
•
•
Auto-Answer: OFF
Auto-Share connected devices: OFF
Allow participants to adjust camera: ON
Lucky clover keypad: ON
Set your room’s pin if you want to set password for your room
Setting access code: Please do not change it
Language and time zone: set (UTC) universal coordinated time
Step 7: Select About Menu.
Figure 44
On selecting About menu, the information about video conferencing desktop codec is displayed.
After completion of setting preferences restart the video conferencing desktop codec.
41
5.2 Knowing about Your Room
Step 1:
•
•
As in the given below picture you can see Your Room ID on the left (here for demo purpose
mentioned as ERNET DIET GGN), a Search option and few Contacts (here for demo purpose
mentioned as ERNET TEST & HD230 India Gurgaon 1).
Type any room id in the search box to search and add that contact. If the Room ID is correct, then it
displays that contact. If you don’t know exact Room ID type first alphabet for example if you type R,
then Room IDs starting with letter R are displayed in the list. Then you can select the Room IDs from
the list by scrolling downwards. Once you successfully add that Room ID, you can view the icons of
respective contacts’ room.
Example: Two ICONS ERNET TEST and HD230 India Gurgoan 1 are already in contacts.
Your Room ID
Type
name of
other
participa
nts you
want to
search
Your Room
Figure 45
42
Other contacts
Other contacts
5.3 How to join to own room
Step 1: By default the cursor is in Search option, Scroll down with the help of video conferencing desktop
codec remote and select 1st icon (which is own room) (E.g :DIET GGN) and then select OK of the video
conferencing desktop codec remote.
Figure 46
Step 2: Right click on your room (Ex: DIET GGN)
Step 3: Scroll down and select Join My Room and press OK from the remote.
Figure 47
Step 4: Now you have joined the conference through your room.
43
Step 5: Ensure camera should be on.
Step 6: Once joined, you can see your own view on the LED display screen. Camera captures the video of the
current room.
Figure 48
Step 7: You can maximise or minimise your view on the LED display screen by pressing Self View button from
the video conferencing desktop codec remote.
44
5.4 How to invite other contacts to your room
Step 1: Select Manage button in video conferencing machine remote. You can see the Invite icon on the LED
display screen.
Figure 49
Step 2: For contacts in your contact list join your room and search for participants whom you want to invite
through search box. Select the participant and press OK button from video conferencing desktop codec
remote.
Step 3: If contact room is not in your contact list you can type room ID in the search box to invite. If the room
ID is correct, then it displays the numbers of users starting with those alphabets. Eg. If you type R, then room
IDs starting with letter R are displayed in the list. Then you can select the room IDs from the list by scrolling
downwards. Once you add the contact, connection is established, and you can view the icons of respective
room.
Step 4: Scroll down and select invite option.
Step 5: Participant who has been invited should be present at the selected room so that he receives the
invitation and accepts it.
Step 6: Once the invitation is accepted, the participant’s room video is displayed.
Step 7: Ensure that the Microphone/Speaker should be on.
Step 8: Video conversation can start between you and the other participant.
Step 9: To invite one more participant follow Step 1 to Step 8
45
5.5 Task performed during session
•
•
Invite other participants as described in section 5.4 (step 1 to step 8).
Below is the screen shot of 3 participants joining in single room. Self-view is your room.
Figure 50
You can control session with the help of video conferencing desktop codec remote as described in section
4.6.2.
To share content:
Press Share button of
remote
Figure 51
46
Figure 52
On pressing share button you can share Interactive white board or desktop PC.
Local content heading on the LED display screen turns green.
To moderate:
To moderate scroll to Moderate icon on the LED display screen with the help of remote. Press OK button.
Figure 53
•
Select
•
Select
to show or hide the video from your camera.
to disable video on all participants’ cameras without allowing them to re-enable.
47
•
Select
•
Select
•
Select
it.
to mute audio on all participants’ microphones without allowing them to re-enable
•
Select
to mute audio on all participants’ microphones while allowing them to re-enable it
•
Select
to disconnect all participants from your meeting room.
to disable video on all participants’ cameras while allowing them to re-enable it.
to mute, unmute, and control your microphone volume.
To record:
Figure 54
•
To start recording during the session Scroll to record option with help of remote Press Ok button in
remote
48
5.6 Download and log in to video conferencing solution through desktop
Step 1: To download video conferencing software, enter the below URL in browser
https://publicportal.svc.ernet.in. There is a link which takes to you to home page of vidyo portal.
Step 2: On the home page of VIDYO portal, click on Download VidyoDesktop.
Figure 55
Step 3: VidyoDesktopUserInstaller-win32-TAG_VD_3_6_0_027.exe file is downloaded, save and install
the Video conferencing software.
Figure 56
49
Step 4: After downloading, double click to install the video conferencing software. Installation will start
Figure 57
Step 5: After installation, VidyoDesktop icon is created on the desktop. Double click to launch the
application.
Step 6: Once you open the ICON you see below picture. Login with Username and password as
per your DIET ID and password
Figure 58
50
Step 7: After logging in to video conferencing software. The screen appears as given below.
Figure 59
*First icon by default is always your room.
5.7 Understanding configuration / settings of Video Conferencing Desktop Codec
application
Once you login to Video Conferencing Software through desktop as described in above section. You will see
all the contacts in your room and also see your own DIET room. For demo purposes we have created a room
in the name of ‘Ricoh Test’. Click on setting button.
Figure 60
51
When you click on setting, below screen is displayed with 6 options.
Figure 61
1. When you click
you can see
• View user and meeting status information.
• Generate diagnostics reports.
Figure 62
52
2. Click
to configure the network settings as shown below.
Figure 63
3. Use only by default settings.
4. Click
to as in the below picture to
 Select the microphone, speaker, and camera you are using.
 Set echo cancellation.
 Set whether you want the microphone level to be automatically adjusted.
Figure 64
53
5. Click
to select your video quality preferences as shown in below picture. Always select Best
Quality (recommended) option.
Figure 65
6. When you click
the picture.
you see below screen. Select language, ringing device and other options as in
Figure 66



Set the language of the user interface as ‘English’.
Set ‘Start Vidyodesktop on login’.
Set ‘Auto answer enabled’.
54



Set ringing device as ‘Default System Device’.
Set ‘Start conference in full screen’.
Set ‘Show participants name’.
7. When you click
you see the below screen.
Figure 67
View the VidyoDesktop version being used and check for software updates. Set for updates if there is any
latest version.
5.8 How to connect to your room
•
Once you login to video conferencing software as described in section 5.6 you will see all the
contacts in your room and also see your own DIET. By default first entry is always your room. Here
for demo purpose we have created a room in the name of ‘Ricoh Test’. Below picture is your home
page in desktop view.
•
You have 2 options now either to enter in your room or to connect to other room. It is advised to
enter in your room only i.e your DIET room as all schools shall be joining you at scheduled time for
sessions.
55
Figure 68
•
Click on your room icon, we see the following options.
Figure 69
Let us understand one by one.
• At the top you see the status of the room, the room’s owner, the room’s extension, and the
tenant name.
56
•
When you (connect your Room) you can see as in the below picture we have ‘’Manoranjan Singh’
room view, where 3 other participants are participating. Function key menu will disappear after 3
seconds.
Self view
Figure 70
Function Keys
•
If you select the ‘Share screen upon connection’ check box your screen will be shared with the rest
of the participants when you join the meeting.
If you have only one screen, that screen is shared as soon as you join; if you have multiple screens, you
are asked to select which screen you want to share.
•
If you click,
, and/or
and or
video if you want your camera, microphone, and/or
speaker to be muted when you join the meeting.
•
If you click
you will access the Room Details pop-up.
The Room Details pop-up enables you to enter a room, webcast, or moderator PIN, or copy the room
or webcast link so you can send it to others. (Detailed instructions for is given in section 5.12.1)
•
•
By Clicking on
you can invite guests to a Vidyo meeting without automatically scheduling the
meeting on your calendar. (detailed instruction is given in section 5.12)
You can lock your room by clicking on lock room option.
•
At ‘participants’ option you see number of participants in your room (if any).
57
5.9 Understanding of status icons
Icons of participants in your contacts list are of different colours.
ICON
If Icon is green
If icon is red
If icon is no color
Description
The contact is online and available to receive a
direct call or to join a room.
The contact is online but is currently in a call or
meeting. You cannot make a direct call to this
contact; however, you can join the contact’s
room if the room is not secured. If the room is
secured you need to have the room pin to
access / join the room.
The contact is offline (not logged into the
VidyoPortal). You cannot make a direct call to
this contact; however, you can join the
contact’s room if the room is not secured. If
the room is secured you need to have the
room pin to access / join the room.
5.10 Connecting to other rooms through Desktop PC
Besides your room you can also connect to other rooms directly ass shown in below picture. Although you
need not to do this, you have to LOGIN to your room at the schedule
dule time for sessions. All
A the schools will be
there in your room at the booked slot/time.
Figure 71
58
5.11 Scheduling Meeting with other contacts from desktop
Step 1: Click on Schedule a Meeting icon
Figure 72
Step 2: Outlook is opened as shown below.
Figure 73
59
Step 3: Scheduling of the meeting mail pops up.
Figure 74
Step 4: You can change Date and Time as per the Scheduling
5.12 task performed during meeting / session on Scheduled date
Once you schedule a meeting/session, Connect to your room (DIET location) as explained in section 5.8.
Check the number of participants and ensure all participants have joined. Below screen shows that 4
participants have joined.
Figure 75
60
During Meeting session, you can see the function keys on the screen. It disappears some time. You again
have put cursor on the screen to see function menu again.
Details of Functions icons are given below.
1. Click
to view a list of the meeting participants. For first-time users, the participants list is
displayed by default when the call starts.
2. Click
as in the below picture to chat with all the participants as part of the meeting group chat.
Figure 76
3. Click
as shown in below picture to select how to view the participants’ video windows during the
meeting, and to control the maximum number of windows. By default at DIET location user level you
can view 16 participants at a time.
61
Figure 77
4. Click
as shown in below picture to select which application or screen you wish to share in the
meeting. If you choose to share your entire desktop, the participants list and the task bar appear in a small
window (as shown in the screenshot on the right). This reduces the chance of inadvertently sharing your
screen with other meeting participants. (For full details of content sharing refer section 5.7)
Figure 78
62
5. Click
as shown in below picture to toggle / shift among the applications or screens that are being
shared during the meeting.
Figure 79
6. Click
as shown in below picture to toggle your self-view preference.
Figure 80
63
7. Click
to show or hide the video from your camera, when the camera video is off,
on the screen.
appears
Figure 81
8. Click
to mute, unmute, and control your microphone volume. When the microphone is muted,
appears on the screen.
9. Click
to mute, unmute, and control your speakerphone volume. When the speaker is muted,
appears on the screen.
64
Figure 82
10. Click
to open the Configuration and Status screen. You can also go to setting configuration as
explained in section 5.7 and refer for all options.
Figure 83
65
11. Click
to toggle / shift between the meeting time and a clock.
Figure 84
12. Click
to end the meeting.
Figure 85
66
13. As in the picture below there is link to control panel for meeting:
Figure 86
Click on the Launch Control-Meeting Panel icon to control meeting functions, this control panel opens in
new window in Browser. Below screen is displayed with 18 icons; every icon has its own function. Each
icon’s function is described below.
Figure 87
67
1. Click
to add a participant to your room.
Figure 88
Figure 89
Select the contact you want to add.
68
2. Click
to invite a participant to your room via email.
Figure 90
3. Click
to toggle between locking and unlocking your room.
Figure 91
69
4. Click
to record or record & webcast a meeting
meeting using a selected VidyoReplay record profile.
( Note : Pressing of recording button is mandatory, after attaching all the participants )
Figure 92
You can select whether to only record or record and webcast both.
5. Click
to pause a recording or webcast.
Figure 93
70
6. Click
to stop a recording or webcast.
Figure 94
7. Click
to access the Options pop-up.
Figure 95
The Options pop-up enables you to access the VidyoReplay library of your room.
8. Click
to sort the list of your participants alphabetically.
71
9. Click
to sort the list of your participants in attendance order.
Figure 96
10. Click
time of day
to toggle between viewing the current meeting duration and viewing the current
Figure 97
The meeting timer is set by default.
72
11. Click
to disable video on all participants’ cameras without allowing them to re-enable it.
Figure 98
12. Click
to disable video on all participants’ cameras while allowing them to re-enable it.
Figure 99
73
13. Click
it.
to mute audio on all participants’ microphones without allowing them to re-enable
Figure 100
14. Click
to mute audio on all participants’ microphones while allowing them to re-enable it.
Figure 101
74
15. Click
to disconnect all participants from your meeting room.
Figure 102
to disable video on the selected participant’s camera without allowing that
16. Click
participant to re-enable it.
Figure 103
75
17. Click
to mute audio on the selected participant’s microphone without allowing that
participant to re-enable it.
Figure 104
18. Click
to disconnect the selected participant from your meeting room.
Figure 105
76
5.12.1 Defining your Moderator PIN, Room PIN, Creating and controlling
Webcast
As explained in Section 5.12, point 7,
Click
(settings button) to view the settings.
Figure 106
Below Settings window appears.
Figure 107
1. You can secure “your room” by setting Room PIN.
2. You can control your event by setting Moderator PIN.
3. After setting the Room PIN, same can be shared with the participants whom you want to join
the session.
77
What is Webcast?
Webcast: It is the publishing or sharing the live session of the video conferencing with multiple users without
their direct intervention in the video conferencing.
Example: you can compare it with live telecast of a Cricket Match
Creating and controlling Webcast
Option for Setting the Webcast PIN appears as shown above.
•
•
Set the Webcast PIN.
Webcast link and Webcast PIN will be shared on the participant’s mail ID.
Figure 108
5.13 Content Sharing during Video conference Session
To share content at DIET levels following steps are to be taken
Click share button in video conferencing machine remote.
78
Share button
Figure 109
OR
Click on share option as described in section 5.12, point no. 4
Select the file to share, as shown in the below screen.
Select the file
you want to
share
Figure 110
79
1. After sharing the content, contents appear on the screen, and the icon appears green.
Figure 111
.
5.14 Recording and downloading the recorded session.
To download a recorded session following steps are taken.
Step1: First connect in your room as explained in section 5.3 B and go to meeting control panel as explained
in section 5.7 point 14 during session/meeting: you will see the below screen.
Figure 112
80
Step 2: Click on
Settings button.
Step 3: Following screen appears, click on ‘Go to Library’.
Figure 113
Step 4: When you click ‘Go to Library’ option, Link opens in the browser,
Figure 114
81
Step 5: Select My Videos option in the web page and select the video.
Step 6: Option is there for Edit or Download for Each video as shown below.
Figure 115
5.15 Using features of other hardware equipments during a video conferencing
session
During video conferencing session you can use all the hardware equipments to make your presentation
interesting and attractive.
•
•
•
•
•
•
You can use desktop to share any document, file, power point presentation etc. by selecting ‘sharing
contents’ option.
You can use Interactive white board to illustrate anything or to explain your content using
Interactive white board features and that will also be shared to all the participants during the
session.
You can use professional camera (video conferencing end point) and MIC as and when required for
communicating with your participants.
You can download the recorded sessions and run them any time again when needed.
You can view the participants and ask them to give presentation from their end.
You can use projector to share any content.
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6.0
Standard Operating Procedures
6.1 Before starting a session
• Once you go to Smart Virtual classroom first of all clean all ICT equipments gently with cotton cloth.
Make sure not to disturb any cables while cleaning.
• Turn on the UPS, desktop and all other equipment setup in classroom which you are going to use.
• Clean all sides of the Interactive White Board gently before calibration.
• Set the calibration of the Interactive white board as described in section 4.2.2
• Ensure your professional PTZ camera is on.
• Ensure all participants have joined the session.
• Ensure your internet connection is on and is not shared with others to ensure high speed availability.
• Get ready with your content.
• Login to video conferencing session as per given schedule.
• Check audio and video is working properly; do trial/dry run.
• Book your meeting /session on project portal.
6.2 During a session
•
•
•
•
•
Share your contents when needed.
Always record sessions for future references.
Focus on two way communication for interactive learning.
Since sessions are time bound, conclude your session with in the specified time.
Manage your session in such a way that at the end participants get some time for their queries.
6.3 After a session
•
•
Remember to log out from the video conferencing session.
Shut down the desktop and other equipments properly.
83
PART C
Training manual for School locations
Figure 116
VGA Port With Connector
LAN Port With Connector
HDMI Port With Connector
DVI Connector
DVI Port
PS/2 Connector
PS/2 Port
USB Port With Connector
Figure 117
84
7.0 Equipment setup:
Sr.
No.
1
Items
CPU & TFT
• TFT through VGA Cable.
• Mouse, Keyboard through USB Cable and speaker
through audio cable.
• Internet through LAN Cable.
2
Speaker
• Power through Distribution box and CPU through
audio cable.
3
4
Electronic
Interactive white board is connected to Pen tray and
Interactive
pen tray is connected to CPU through USB Cable.
White Board
Projector
• CPU through HDMI cable.
5
1KVA
6
Online UPS
with
batteries
Webcam
7
Connected to
• AC Mains through power cable at Input.
• System, Monitor and Projector through
Distribution box at Output.
• CPU through USB cable.
Computer
table
85
7.1 Desktop & its accessories
For details please refer to section 4.1
7.2 Electronic Interactive white board
For details please refer to section 4.2
7.2.1 Interactive white board software installation
For details please refer to section 4.2.1
7.2.2 Interactive white board calibration
For details please refer to section 4.2.2
7.2.3 Interactive white board screen keys
For details please refer to section 4.2.3
7.3 Short Throw Projector
For details please refer to section 4.3
7.4 online UPS with batteries
For details please refer to section 4.4
7.5 USB Webcam cum MIC
USB Webcam cum MIC is provided at School connected with Desktop for interaction during the sessions. No
separate software is required as Logitech Utility Software is installed in Computer to control pan, tilt and
zoom.
•
•
•
At School Location, Camera to be fixed at about 2 ft high above the Monitor.
Adjust the camera in such a way that the whole class room is visible.
LED indicators will glow around the lens of camera, when it is on.
7.6 About project portal
Project portal is important vertical of Smart Virtual Classroom project. It enables ‘Admin’ to create, control
and manage all users, sessions/events. Following are the steps to use project portal.
86
Step 1: Type URL http://publicportal.svc.erent.in in browser.
Figure 118
Step 2: A user name and password will be created by Admin and given to you. Enter your given user name
and password, then click login.
Figure 119
87
Step 3: You are logged in as school user.
Logging in as a school user and clicking on the Events tab will display the manage events
Figure 120
•
•
School user can view all his/her own scheduled and the completed events in the manage events
page.
All the events are displayed date and time wise with navigation buttons as shown in the image.
Figure 121
88
•
Clicking on the navigation buttons the school user can view the previous and next date events.
Figure 122
•
The school user can check for events of a particular date by directly clicking on the date in the
calendar or even by clicking on the navigation buttons.
Figure 123
89
•
Clicking on Today button will redirect date from any to the present date.
Figure 124
•
•
School user can view the recorded video for the completed class by clicking on the Playback icon at
the event.
No Playback will be displayed for the events which are completed but are not recorded.
90
•
Clicking on the Share
button of room link the user can share the link to any email id.
Figure 125
•
•
If the school is the invitee in the created event then he/she can join the session/event by clicking on
the Join button.
If the school is the presenter in the created event then he/she will have the Start button at the
event. Clicking on the Start button the presenter will start the video.
Figure 126
91
•
School user can go to report option for day-wise/week-wise/ month-wise reports
Figure 127
8.0 About video conferencing desktop client
When you enter for the first time in your classroom and start using the video conferencing software, first
you need is to download the video conferencing software in your desktop. This is one time activity.
8.1 How to download Video conferencing software
For details please refer to section 5.6
8.2 How to login to video conferencing software
For details please refer to section 5.6
8.3 Understanding configuration / settings
For details please refer to section 5.7
8.4 Understanding of status icons:
For details please refer to section5.9
8.5 How to connect to Your Room
•
Once you login to video conferencing software as described in section 5.6 you will see all the
contacts in your room and also see your room icon. By default first entry is always your room. Here
for demo purpose we have created a room in the name of ‘School 1’. Below picture is your home
page in desktop view.
92
•
You have 2 options now either to enter in your room or to connect to other contact. It is advised to
enter in your respective DIET room as all schools shall be joining DIET at scheduled time for sessions.
Figure 128
•
Click on your room icon, we see the following options.
Figure 129
93
Let us understand one by one.
• At the top you see the status of the room, the room’s owner, the room’s extension, and the
tenant name.
• When you (connect your Room) you can see as in the below picture we have ‘’Manoranjan Singh’
room view, where 3 other participants are participating. Function key menu will disappear after 3
seconds.
Self view
Function Keys
Figure 130
•
If you select the ‘Share screen upon connection’ check box if you want to share your screen with
the rest of the participants when you join the meeting.
If you have only one screen, that screen is shared as soon as you join; if you have multiple screens, you
are asked to select which screen you want to share.
•
If you click,
, and/or
and or
video if you want your camera, microphone, and/or
speaker to be muted when you join the meeting.
•
If you click
you will access the Room Details pop-up.
The Room Details pop-up enables you to enter a room, webcast, or moderator PIN, or copy the room
or webcast link so you can send it to others. (Detailed instructions for is given in section 5.12.1)
•
•
By Clicking on
you can invite guests to a Vidyo meeting without automatically scheduling the
meeting on your calendar. (detailed instruction is given in section 5.12)
You can lock your room by clicking on lock room option.
•
At ‘participants’ option you see number of participants in your room (if any).
94
8.6 How to join DIET room for session
•
•
•
•
Besides your room you can also go in to any contact’s room directly also as shown in below picture.
Although you need not to do this, you have to join to your DIET room at the schedule time for
sessions; all the schools will be there in that room at the booked slot/time.
You will get information about sessions and their timings through email.
As shown in below picture we have created demo DIET (Ricoh Test) room. To go to DIET room first
click on the icon of DIET room and then click ‘Connect to’ icon as in the below picture.
Figure 131
95
8.7 Task performed during a session
Once you are connected to DIET room you see the below screen. RICOH TEST is demo DIET room and self
view is your own picture.
Detailed use of all options
are explained in section5.12
Figure 49
Figure 132
8.8 Scheduling Meeting with other contacts
You can also schedule meeting with others as detailed in section 5.11.
8.9 Defining your moderator PIN, Room PIN, Creating and controlling webcast.
For details please refer section 5.12.1
8.10 How to share content during video conferencing session.
For details please refer section 5.13
8.11 How to download and view the recorded sessions
For details please refer section 5.14
96
8.12 Using other hardware equipments during a video conferencing session.
During video conferencing session you can use all the hardware equipments to make your presentation
interesting and attractive.
•
•
•
•
•
•
You can use desktop to share any document, file, PowerPoint presentation etc. by ‘sharing contents’
option.
You can use Interactive white board to illustrate anything or to explain your contents using
Interactive white board features and that will also be shared to all the participants during the
session.
You can use webcam cum speaker as and when required for communicating with your participants.
You can download the recorded sessions and run them any time again when needed.
You can view the participants and ask them to give presentation from their end.
You can use projector to share any content.
97
9.0 Standard Operating Procedure
9.1 Before starting session
•
•
•
•
•
•
•
•
•
•
Once you enter the Smart Virtual Calssroom clean all ICT hardware equipment gently, without
disturbing cables.
Check your mail ID using your User name and password to check sessions/meetings scheduled for
you.
Go to the classroom and turn on the UPS, Desktop and all other equipments setup in classroom
which you are going to use.
Clean all sides of Interactive white board gently before setting calibration
Calibrate the Interactive white board as explained in section 4.2.2
Ensure web cam camera is on.
Ensure the internet connection is on and is not shared with others for high speed
Get ready with your contents as per the given schedule.
Timely log in to video conferencing session using your login credentials.
Check the audio and video are working properly; do a trial/dry run.
9.2 During a Session
•
•
•
•
•
•
During session listen to presenter silently.
Ask questions where ever necessary.
Share your contents when needed.
‘TURN ON’ your MIC only when it is your turn to speak.
Maintain discipline in classroom.
Teachers should arrange systematic question-answer session for students.
9.3 After a session
•
•
•
•
Remember to log out from video conferencing session.
Properly shut down the Desktop.
Turn off all the equipments setup in classroom.
Lock the classroom for security purpose.
98
PART D
10.0 Do’s and Don’ts
DO's
Don'ts
Keep your user name and password given to
you, safe and secure.
Smart virtual classroom should be locked for
security purpose.
Always keep the Mains power supply to UPS
ON for charging of the batteries even if your
classroom is closed.
Periodically
check
all
port/cable
connections, Battery installed in Remotes of
all equipments and UPS batteries.
Do not tell your password and user name to
anyone.
Never leave your classroom un-locked when not in
use.
Do not turn off the Mains power supply to the UPS
as it might result in UPS providing poor backup
when there is no mains power.
Do not allow lose connections in the equipments as
it might cause problems during usage. Do not keep
leaking batteries in Remotes as its discharging
chemicals will damage the remote.
Do not set up a virtual class room in a dark place as
it will lead to poor visibility.
Do not expose your Interactive white board, LED
Screen display and or other equipments to dust,
direct sunlight or moisture as it might lead to
electric shock and fire.
Do not leave your conferencing session logged in
after the session is over.
Do not use mobile phones or other gadgets during
the session as it will create disturbance.
Do not leave your equipments turned on when they
are not in use.
Do not litter in your Smart Virtual Classroom as it
might harm the hardware components of the
classroom.
Do not avoid the question answer session of your
classroom as it is very necessary for skill
development.
Do not indulge in other activities while the session
is going on.
Do not use other websites or pages while the
session is going on as it will lead in poor internet
connectivity.
Do not leave the classroom while some important
session is going on.
Do not look directly at the light coming out from
the projector as it may cause temporary blindness.
Do not pull the wiring or scratch the wiring of the
Smart Virtual Classroom.
Ensure proper lighting in the room for
better image quality.
In the Smart Virtual Classroom keep the
Interactive white board dust free.
Always properly log out from the video
conferencing software when session in over.
Keep your Mobiles on Silent mode in the
Smart Virtual Classroom during session.
Always properly shut down your Desktop
and other equipments after use.
Keep your Smart Virtual Classroom clean
and dry for better performance of
equipments.
Teachers should arrange systematic
question answer session for students.
Focus on the classroom conversation and
activities.
Before starting of the class session, stop
sharing of the internet for better
performance of the conferencing.
Always record important session for future
reference.
Always avoid direct eye contact with the
light coming from the projector.
Wiring in the Smart Virtual Classroom
should be appropriate and hidden.
99
Always handle the equipments with care.
Do not throw or scratch or drill or drop the
equipments.
Very gently clean all sides of Interactive Don’t apply pressure while cleaning the Interactive
white board before using it.
white board surface as it can cause damage to the
board.
11.0 Basic trouble shooting
1.
•
•
•
•
Not able to connect a call and showing the status as “Offline”?
Check the LAN cable is properly connected.
Internet modem is switched on.
Check the status of the connectivity of LAN on the task bar at right lower corner of the screen. If
shows crossed red mark then cable is unplugged, plug it.
If the connections are properly done then the problems may be from internet provider side. In that
case contact your internet provider.
2. Video is not displayed on the Screen?
•
•
•
•
Please check the video source through remote of LED display screen. It may be due to wrong
selection of Input. Select right input source.
Your video settings may be incorrect. Set as described in section 5.1 step 5
Your camera connector might be loose, please re-insert the connector and check again.
Your video may be locked by administrator so contact the Helpdesk 011-42587000 or 1800 103
5275 or email at [email protected]
3. Audio is not audible?
•
•
•
•
Your speakers might be powered off, please switch “ON”.
Your audio settings may be incorrect. Set as described in section 5.1 step 4
Your speaker connector might be loose, please recheck the connectivity.
Your video may be locked by administrator so contact the Helpdesk 011-42587000 or 1800 103 5275
or email at [email protected]
4. Question: Video and Audio both are not working?
•
•
Refer to the above given steps.
If the issue is still not resolved please contact the help desk ( 011 42587000) or 1800 103 5275 or
email at [email protected]
5. Not able to view the content on projector screen?
•
•
Check the Projector input power. The cable should be properly connected and Green LED indicator
should be in steady state.
Check Projector settings. Set them as described in section 4.3
100
•
•
Check Projector’s connectivity to CPU. It should be connected properly.
If the issue is still unresolved then contact the Helpdesk(011-42587000) or 1800 103 5275 or email
at [email protected]
6. Not able to operate the Interactive white board?
•
•
•
•
Check for the red LED indicator on the left side bottom corner. Otherwise unplug the USB cable and
plug it properly on the rear side of the CPU.
When you move the pen or your finger you will observe the change in colour of the LED indicator. It
will change from red colour to blue colour.
Remove pen tray connection and connect Interactive white board USB cable direct to CPU. Then
check Interactive white board is working or not, if it is working, problem can be in pen tray.
If the issue is still unresolved then contact the Helpdesk 011-42587000 or 1800 103 5275 or email at
[email protected]
7. Pen of Interactive white board is not pointing at the desired location on White Board?
•
•
It may be problem of calibration, although calibration of Interactive white board is a one-time
activity and needed only when position of Interactive white board is disturbed.
If required you can adjust the calibration by the method explained in section 4.2.2
8. Entire system “shuts down” automatically?
•
•
•
•
Check for input power supply to the UPS and make sure that power supply is ON.
Check for the output power supply of the UPS and ensure that the UPS is ON.
Check the duration of Main Power as 8 hours are required to charge the UPS batteries.
If the issue is still unresolved then contact the Helpdesk011-42587000 or 1800 103 5275 or email at
[email protected]
9. No display on LED display screen?
•
•
•
•
Please check if the LED display screen is powered “ON”.
Please select the “Input source” from remote as “HDMI”.
Check LED display screen connections as explained in section 4.5
Even after above steps it is unresolved then contact the Helpdesk011-42587000 or 1800 103
5275 or email at [email protected]
10. Display on LED screen is erratic?
•
•
•
Power off the LED display screen for 30 seconds then try operating again.
Make sure the wall outlet is working well.
Even after above steps it is unresolved then contact the Helpdesk011-42587000 or 1800 103
5275 or email at [email protected]
11. Remote Control Malfunction?
•
•
Replace the remote control batteries.
Clean the upper edge of remote control (transmission window)
101
•
•
Check the battery terminals.
Even after above steps problem remains unresolved then contact the Helpdesk011-42587000 or
1800 103 5275 or email at [email protected]
12. TFT monitor is blank and power indicator light blinks continuously?
•
•
•
•
On your computer check Power and Signal cable.
Check whether TFT monitor is using its power management system
Move the computer's mouse or press any key on the keyboard.
Even after above steps problem remains unresolved then contact the Helpdesk011-42587000 or
1800 103 5275 or email at [email protected]
13. Interactive white board pens are not working?
•
•
•
•
•
Check for the pen tray connections as described in section 4.2, if they are loose tighten them.
Check and clean pen tray sensors as described in section 4.2
Please check if the proper driver is installed.
Check the Interactive white board is properly calibrated.
If still not resolved then contact the Helpdesk.011-42587000 or 1800 103 5275 or email at
[email protected]
14. Projector is ON but not working?
•
•
•
•
Check whether the cable is connected to the source PC.
Check in the Display property of PC that the display output is on Projector Port.
In remote, check for the HDMI source is selected and if not, then select it.
If still not resolved then contact theHelpdesk.011-42587000 or 1800 103 5275 or email at
[email protected]
15. There is Variation in projection colour from Projector?
•
•
Check the HDMI cable, fix it as per the method described in section 4.3
If still not resolved then contact theHelpdesk.011-42587000 or 1800 103 5275 or email at
[email protected]
16. LED Display screen video / Audio not working?
•
•
•
Check cables are connected properly.
Check whether audio is not muted from the controller (Endpoint Device / Desktop Application)
If still not resolved then contact theHelpdesk.011-42587000 or 1800 103 5275 or email at
[email protected]
17. Not able to share the content during conference?
•
•
Check connections as described in section 4.6.2
Check for the share button if it is OFF. Please turn it ON.
102
•
If still not resolved then contact the Helpdesk011-42587000 or 1800 103 5275 or email at
[email protected]
18. How can I correct the issue of working pen with variations?
• You can recalibrate the Interactive White Board settings as explained in section 4.2.2.
19. If we cannot see some calibration points correctly and projection is out of Interactive white board
display?
•
The Projector is not adjusted properly and needs to be adjusted.
20. If interactive white board is working but pen is not working?
•
Open the pen tray and check for the sensors, they may be dusted, need to be cleaned.
•
If Pen tray sensors are disturbed/ damaged or burnt, then change the pen tray. Call helpdesk
21. What if video conferencing software installed in my desktop is not working?
•
You can download it from your project portal as explained in section 5.6.
22. If display of projector is reverted?
•
Go to MENU button then select installation, there are two options one for front table top and
second for ceiling. Select ceiling option and press ‘OK’ button.
103
12.0 FAQ
1. How will one get information about my schedule session?
Ans: You will get information about your schedule session through email send by the Presenter/DIET
or login through the portal .
2. What if I forget the password or user name or both given to me for portal?
Ans: You need to contact the Helpdesk 011-42587000 or 1800 103 5275 or email at
[email protected] for resetting your username and password.
3. What if I miss a session or class?
Ans: You can download any session or class from ‘library’ as described in above section 5.14.
4. What if I am left with some unanswered question during a session?
Ans: You can wait for next class or you can go to the room of that participant directly to interact with
him and ask your queries as explained in section 5.10. It is better to prepare your possible questions
before your session. Or you can also go to the recorded session as explained in section 5.14
5. What if any equipment or hardware get damaged or stolen?
Ans: You need to report immediately to School authorities and the Helpdesk. Kindly refer to roles
and responsibilities of School/DIET as explained in section 3.0
6. What is the central helpdesk number, how I shall contact them?
Ans: Help desk number is 011-42587000 or 1800 103 5275 or email at [email protected]
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13.0 Project Helpdesk
Incsae of any problem you can contact Project Helpdesk by calling at
toll free number 1800 103 5275 or
011-42587000 or
email at [email protected]
Process of project helpdesk is as follows:
Step1: When you call at 1800 103 5275 or 011-42587000, your complaint is logged in a software,
ticket number is generated and communicated to you by Helpdesk executive for future references.
Step2: If your call is a query or for information, then it is answered by Helpdesk executive, in case if
executive could not answer or resolve your complaint then it is transferred to level 2.
Step3: Executive-level 2 helps you to resolve the problem by remote access. In that case you need to
assist him/her during remote access through Ammyy Admin software.
These applications are preinstalled in your desktop PC, in case if you need to reinstall it you can take
the following steps.
For Ammyy Admin:
1. Browse to http://www.ammyy.com
Figure 139
105
Figure 140
2. Click on "Download" button.
Figure 141
3. Save the file to a desired location on your computer.
4. After the file has finished downloading, open the file to execute setup.
106
Figure 142
5. Give your ID & Password to helpdesk.
107
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