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Conference Room Activities in IT-UDS

Conference Room Activities in IT-UDS. Mick.Draper@cern.ch. Conference Room related activities. Within the IT-UDS group there are several related activities which concern conference rooms: The AV section provides technical support and filming in the main building rooms

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Conference Room Activities in IT-UDS

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  1. Conference Room Activities in IT-UDS Mick.Draper@cern.ch

  2. Conference Room related activities • Within the IT-UDS group there are several related activities which concern conference rooms: • The AV section provides technical support and filming in the main building rooms • CDSAgenda has been developed • initiated by a request from ATLAS to help manage their collaboration meetings • CRBS – Conference Room Booking System has been developed to automate and facilitate booking rooms for meetings. • The group has been a partner in the InDiCo project funded by EU. • Will become the new CDS Agenda later this year.

  3. Conference Room Booking System (CRBS) • Started in 1997 to manage main conference rooms • 5 or 6 rooms • Now about 60% of all conference rooms (74) managed by CRBS. • 26,700 reservations in 2003 • 1,773 distinct users • Supports “private” rooms not available for general booking.

  4. Conference Room Booking System (CRBS) • Uses an Oracle database with a web interface • Uses the concept of pre-booking • Users send requests to the room “owners” • “owners” accepts or reject requests • Prevents anarchy ! • Available from outside of CERN • Guest access with password • Added some primitive support for video conference rooms • These rooms are tagged as having special equipment • Generates pop-up warnings when these rooms are reserved. • No direct link between booking the physical room and the virtual one

  5. CRBS Pop-ups

  6. CRBS Pop-ups

  7. Using CRBS with video conferences • It would be relatively easy to link CRBS at CERN with other compatible reservation systems. • Other systems need to send a well formed request to CRBS via http • e.g. check if any suitable room at CERN is free on a certain date & time • CRBS will return a list of rooms • Select a room and send a pre-booking request back via http • All the above can be done automatically • The actual reservation still needs a “human touch” • Confirmation send by e-mail

  8. Using CRBS with video conferences • It is conceivable to make an exception for video conferencing rooms. In this case: • The rooms would be bookable directly, with no need for a confirmation. • Would need some kind of verification; could be done on a machine basis or user id • Rooms could be booked automatically from outside of CERN • Managing conflicting bookings might be a pain ! • Need the agreement of the “owners” • In any case, we are happy to work with you to make CRBS better integrate with Video-conferencing.

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