1. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY1 Electronic Support for Meetings Hans Frese, DESY-IT with n Computer Users Committtee F. Niebergall n F (Research)H. G. Vermeulen, B. Bülow, S. König n ITE. Deffur, R. Eisberg, K. Ohrenberg n V (Admin)A. Brand n ZeuthenI. Meier

2. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY2 Overview 1.Introduction 2. Objectives 3. Work Plan 4. Major Task Definitions 5. Deliverables 6. Resources 7. Implementation 8. HTASC-Video

3. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY3 1. INTRODUCTION n Projection facilities need to be upgraded n Existing video conferencing services need to be extended n A support team has to be established for scenarios that can not be based on self-service.

4. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY4 2. OBJECTIVES: Scenarios 2.1Face-to-face meetings in rooms with Internet access and audio / video / projection facilities 2.2Remote participation in such meetings 2.3Teleconferencing point-to-point and multipoint, room-based 2.4Teleconferencing point-to-point and multipoint, desktop-based 2.5Concerts and similar events 2.6Computer-Supported Cooperative Work (CSCW)

5. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY5 2.1Face-to-face meetings in rooms with Internet access and audio / video / projection facilities 2.1.1Audio capture and amplification Head mounted mikes preferred 2.1.2Video projection New generation beamers / Security issues 2.1.3Video captureRange of QoS 2.1.4Internet and telephone access worldwide WLAN / DHCP / VPN security issues 2.1.5Additional equipmentStandard lectern? NO 2.1.6Overflow transmissionMPEG over IP

6. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY6 2.2Remote participation in such meetings n User acceptance depends critically on the transmission quality of overhead slides n Recently there have been substantial improvements (Barco PRECA) n Power point presentations pose no problem but real physicists ® prefer handwritten slides. n Both desktop based and room based participation is under study n “Streaming” is the preferred distribution technology, both for real time and time shifted access

7. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY7 2.3Teleconferencing point-to-point and multipoint, room-based n Current status (H.320, ISDN) extended by H.323 (IP), both permanently installed and mobile n ISDN prices have fallen to u EUR 3 per hour domestic u EUR 5 per hour international (EU, US, CA)

8. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY8 2.4 Teleconferencing point-to-point and multipoint, desktop-based n This will be the field of H.323 provided that the MCU problem gets solved n Participation from home over low data rate modem lines needs to be addressed.

9. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY9 2.5Concerts and similar events n These events are commonly taking place outside of working hours, are often organized by non-DESY groups, usually with voluntary support by -V1-. n GEMA licenses are available at -V1- for performances of copyrighted materials.

10. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY10 2.6Computer-Supported Cooperative Work (CSCW) n Typical applications are Whiteboard and other Application Sharing software. n Further aspects are beyond the scope of this project and have to be considered in the GroupWare context.

11. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY11 3. WORKPLAN n The objectives in section 2 should be implemented using proven and off-the-shelf hardware and software. n Co-operation and co-ordination with other HEP labs / DFN is mandatory, but HEP or DFN specific developments should be limited to a minimum. n Desktop solutions should be available both for Windows and Unix / Linux. Market availability may influence distribution schedules.

12. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY12 4. MAJOR TASK DEFINITIONS 4.1 Auditorium / Seminar Room Equipment 4.2 Gateways / External Access 4.3 LAN Upgrade / Requirement 4.4 Desktop Equipment 4.5 Streaming 4.6 Multipoint Control Units (MCUs) 4.7 Centralized Support

13. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY13 4.1 Auditorium / Seminar Room Equipment n Portable mike with receiverEUR 1250 n Audio amplifier, 3 speakersEUR 1250 n Video projector 6000 LumenEUR 50000 n High resolution scannerEUR 15000 n Video capture laptopEUR 3500 n CamcorderEUR 3500 n Video projector, standardEUR 6000 n Slide scanner (slow)EUR 1000

14. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY14

15. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY15

16. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY16

17. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY17 4.1.3Reservation System n ESnet operates a worldwide room and MCU reservation system (DCS) which is available to the HEP community n H.323 breaks the room concept, since participants need MCU space to connect, but could connect from anywhere in the Internet n Changing to a multitude of systems valid only for the rooms in one institute would be a major step back n Discussions are under way in the Remote Conferences Working Group of ESnet where DESY is participating.

18. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY18 4.2Gateways / External Access 4.2.1Security Considerations CISCO Firewall Feature 4.2.2Performance Considerations Needs watching 4.2.3H.323 Numbering Plan Legacy problem of ITU vs. IETF, i/f LDAP 4.2.4ISDN Considerations Not an issue

19. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY19 4.3LAN Upgrade Requirements 4.3.1Security Considerations CISCO Firewall Feature between LANs 4.3.2Performance Considerations Only recommended on new LAN infrastructure: buildings 1, 2, 6, 10b, 11, 25, 25b-ff, 34, 35, 47b, and 49

20. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY20 4.4Desktop Equipment 4.4.1Video Output Min 600*400 pixels, streaming > 133 MHz 4.4.2Video Capture S-Video camera and cardEUR 200 USB cameras (Windows 2000)EUR 45 4.4.3 Audio Output (Soundblaster standard 11.00) Speakers or headset EUR 10...40 4.4.4 Audio Input, Echo Cancellation Head set w/mike preferred

21. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY21 4.5 Streaming: Capture n For equipment prices see section 4.1.1. Support requires 0.4 FTE permanently plus 3 hours of work (preparation, execution, and postprocessing) for every one hour of recording. n Best effort, can be performed by amateurs with portable equipment.

22. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY22 4.5 Streaming: Storage n By definition, streams are stored, even for live transmission. All permanent recordings should be processed to improve quality. Participants have to be made aware of the fact of recording in progress. n Equipment and licenses for streaming storage have been purchased

23. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY23 4.5 Streaming: Distribution n Management of access rights over long periods of time requires further manpower. Could be considered a library issue. n Responsibility for access rights to the recording remains with the person responsible for the recorded event. Regulation of access right over the web requires SSL. The actual data sets of the recordings need protection.

24. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY24 4.5 Streaming: Legal Aspects n Coordination with the Works Council u Betriebsverfassunggesetz § 87 Mitbestimmungsrechte u (1) Der Betriebsrat hat, soweit eine gesetzliche oder tarifliche Regelung nicht besteht, in folgenden Angelegenheiten mitzubestimmen: F 6. Einführung und Anwendung von technischen Einrichtungen, die dazu bestimmt sind, das Verhalten oder die Leistung der Arbeitnehmer zu überwachen;

25. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY25 4.6 Multipoint Control Units (MCUs) n The existing Tandberg Codecs have been upgraded to support multipoint conferences with three partners n An MCU (e.g. Accord) with several tens of ports would cost in the range of EUR 100k to EUR 250k and requires one FTE to maintain and manage it. This is a consequence of the poor management software commercially available.

26. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY26 4.7 Centralized Support n Self-service should be made available wherever possible, especially for preparation, execution, and post-processing of recordings by the interested group. n Nevertheless, expert knowledge has to be available and maintained, requiring 0.4 FTEs. For large events, external help can be hired at around EUR 700 per day and head.

27. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY27 5. DELIVERABLES The deliverable of this project is the facilitation of the scenarios defined in section 2 (Objectives).

28. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY28 6. RESOURCES n How many standard seminar rooms do we need, what can be covered with portable equipment? u At minimum, the PUBLIC rooms @ EUR 12000 n The MCU question needs to be coordinated HEP- wide and DFN-wide; point-to-point H.320 and H.323 of course works without it. n Some support manpower is needed on a permanent basis, but every effort needs to made to enable self-service.

29. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY29 7. IMPLEMENTATION n The project was recommended by the DESY Computing Review Board (CRB) on 04.04.01. Referee was Christian Helft (IN2P3) n Beamers (1024*768) for 21 seminar rooms have been delivered. Installation is under way. n Experience has been gained both with events requiring professional camera teams (e.g. TESLA colloquium) and self-service events such as collaboration meetings.

30. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY30 7. IMPLEMENTATION cont’d n A solution for the support mechanism is being implemented. n DESY is concentrated on Streaming and H.320 as the workhorses with H.323 gaining importance. n There is very limited experience with VRCS, Mbone, and local use of multicasting. n VoIP is a non-issue so far. The current cost of long distance has resulted in voice over contract.

31. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY31 8. HTASC-Video n HEP wide coordination is handled by the Remote Conferencing Working Group (RCWG) which holds weekly video conferences (H.320 and H.323) on Mondays at 19:00 CET. n European participation in the RCWG is scarce at best. n As evidenced by C. Helft’s referee presentation, the other labs face the same issues as DESY.

32. 08.10.01HTASC-19 Electronic Support for Meetings H. Frese, DESY32 8. HTASC-Video cont’d n HEP-CCC has proposed to form a working group in the HTASC context. n HTASC members are requested to nominate their HTASC-Video participants. n The DESY CRB-Video PAP can serve as a basis for an action plan by paring it down to the common issues. n Most of the HTASC-Video work can be done using video conferencing.