Introduction

To enhance distance learning opportunities among members of the MidContinental Region, the NN/LM MidContinental Region purchased ten Polycom ViaVideo II videoconferencing units for loan to member libraries. The library also collaborates with the Utah TeleHealth Network, which has the hardware to enable multipoint, interactive videoconferences with up to 24 sites with a small amount of preliminary planning and configuration.

The Polycom can be used in two ways:

• Point-to-point (communication between two sites only)
• Multi-point (multiple sites). The multi-point set-up requires use of the Utah Telehealth Network Bridge and will be used in most distance education settings.

It is recommended that you test your camera with a Point-to-Point set-up before testing the bridge (see below for details).

Setting up the ViaVideo II: Preliminary Steps

• Review the recommended specs to be sure that your hardware is compatible with the Polycom software.
• Review your environment:
  • The ViaVideo should be installed on a workstation where your speaking and the instructor's speaking will not disturb others.
  • The workstation is in a quiet space so that outside noise picked up by your microphone does not disturb others participating in the workshop.
  • The workstation is a well-lighted area so that others can see you.

Installing the ViaVideo II: Software

After receiving your ViaVideo and reviewing the preliminary steps, follow these instructions to install the software:

1. Download and install DirectX 9.0b Run time End User (This will force a reboot)
   http://www.microsoft.com/downloads/details.aspx?FamilyID=141d5f9e-07c1-462a-baef-5eab5c851cf5&DisplayLang=en
2. Update Windows Media Player for your operating system (This will force a reboot)
   http://www.microsoft.com/downloads/search.aspx?displaylang=en&categoryid=4
3. Download and Install Polycom ViaVideo Software (You may have to first register with the Polycom web site)
   http://www.polycom.com/resource_center/software/video/ViaVideo_5_1_1.exe

Testing the ViaVideo II

1. Contact Sharon Dennis at sdennis@lib.med.utah.edu (801-585-3928) to set up a time for a point-to-point test to ensure that your unit is working properly. She will provide you with the IP number to call at that time.
2. If the point-to-point test is successful, contact Sharon Dennis to set up a time for testing on the telehealth bridge.

How to Connect to the Bridge

1. Each participant will start the Polycom software at their workstation.
   Note: Participants should be sure they have submitted a profile for the workstation they will be using.
2. Click "Place Call" under the video window
3. Enter the IP address of the TeleHealth Bridge:
4. • 155.100.9.17 - This is the IP used by default for all meetings with fewer than 12 participants
   • 155.100.9.18 - This is the IP used by for participants exceeding 12.
     Note: If you call in to a meeting on the 17 IP and receive a busy message, try calling the 18 IP. If both IPs reject you, call Pat Bryner for help: 801-585-2426.
   • You should see that you are connected!
     

Polycom Meeting Etiquette

1. Instructor will acknowledge each participant by a role call to start
2. Mute your unit when you are not talking
3. Use patience - wait to talk
4. When you are ready to speak:
   • Unmute your system
   • State your name and site
   • Wait 2 seconds
   • Make your contribution
   • Mute your system when you are finished
5. Remember that you are on camera and all participants can see you when you are speaking
   • Look into the camera when talking

Relevant Documents and Links:

Polycom Via Video Web site

Staff Contact

Your comments and suggestions are welcome. Please forward them to: sdennis@lib.med.utah.edu

Appendix: PolyCom ViaVideo II - Recommended Specifications

The quality of the videoconferencing using Via Video is highly dependent on two things:

1. The PC: the better the PC, the better the video
2. The network:
3. • works better in a network instead of across the Internet;
   • minimum bandwidth of 128-384 kbps inbound and outbound;
   • network configuration set to enhance quality of service

PC System Minimum Requirements:

• USB Port
• Windows 98 or 2000
• 350Mhz processor or better
• Pentium class with:
• • MMX,
  • 128MB RAM,
  • 4MB video memory,
  • 120MB available hard drive space
• NIC (Network interface card) that can run at 100 MBPS full duplex
• SVGA monitor (800x600), 16 color bit or higher
• For Laptop PCs: internal speakers required
• For desktop PCs: external speakers required

Once installed:
PC should have a static IP address. If operating in a DHCP environment, PC should be set up to "reserve an address", the functional equivalent of a static IP address.

PC's NIC should be set and running at 100mbps full duplex

Firewall ports:
The following ports need to be open:

*** The ViaVideo system doesn't work with Macintoshes. ***