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WebEx Usage at FNAL

WebEx Usage at FNAL. CD Conferencing Strategy Meeting September 12, 2006. What is WebEx. Commercial Web Conferencing Tool Easy to setup – no special equipment/software needed. Hosts configure a meeting on the web. Meeting participants “join” meeting by simply going to a predefined URL.

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WebEx Usage at FNAL

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  1. WebEx Usage at FNAL CD Conferencing Strategy Meeting September 12, 2006 Margaret Votava

  2. What is WebEx • Commercial Web Conferencing Tool • Easy to setup – no special equipment/software needed. • Hosts configure a meeting on the web. • Meeting participants “join” meeting by simply going to a predefined URL. • “Presenters” in the meeting can share information that is visible to all anywhere from documents, applications, to desktops. • Material can be controlled/edited by other participants if desired. Margaret Votava

  3. Integrated Telephony • Minutes can be purchased independently of licenses (ie, WebEx meetings can use a different audiobridging service). • Advantage of integrated services • Callback feature is VERY, VERY simple for participants. • “Look-who’s-talking-feature” shows who is talking. Has proven very useful in international calls. • Cheaper than lab teleconferencing prices, but more expensive than ESNET • Have not tested/tried voip component which is 2 cents/minute/participant. Margaret Votava

  4. Picture of Meeting Margaret Votava

  5. WebEx vs MeetingPlace • Did comparison several months ago • http://docdb.fnal.gov/ILC-public/DocDB/ShowDocument?docid=281 • MeetingPlace concerns • Linux/Mac users can’t share material, just view it • No control of presenter. Runs as a free for all. • Could not share browser window (infinite loop) Margaret Votava

  6. License Models • Web meetings • Pay/minute/participant – very costly. • Pay/seat. Also costly because many seats are empty during off hours • Pay/named host. List of individuals who are allowed to setup meetings. Not meant to be “group” accounts • Nomially capped at 15 participants/meeting • Have Fermilab only “super” meeting capped at 100 • Telephony relatively easy – pay per play. Margaret Votava

  7. WebEx Usage • 5 named hosts with 100 participants (ILC Administrator, Max, Suzanne, LHC Admin, Fermi admin) • Heavily used by ILC (particularly GDE) and CMS with more moderate use by LHC + stragglers. • Not enough • Most meeting happen between 8:00 am and 11:00 am • August numbers (approximate) • 32,000 minutes spent in WebEx meetings. • 5 named hosts @ $750/each/month (higher than normal because of 100 participant) • If we paid/minute instead of named host, would have been $8500 • $1000 in domestic calls (7000 minutes), $500 international (2500 minutes) Margaret Votava

  8. License Renewal • Need to have PO done by Friday for ILC/CMS/LHC usage • Planning on 6 month contract • Will add 10 named hosts for ILC. Waiting input from other groups. Margaret Votava

  9. I need help • Contract Renewal • Chargebacks • User support • Training hosts • WebEx has 24x7 support • Helpdesk? • WebEx admin • Monitoring account/usage • Tracking codes • Accounts/passwords • Determining lab strategy for WebEx services • Web page Margaret Votava

  10. Working Group • To address video/web conferencing labwide. Telephony is an integral part. • Need participation from • Directorate • Videoconferencing • VMS • Communications • User representation (ILC, CMS, LHC, and more) • Security • Networking? Margaret Votava

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