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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

WebEx Usage at FNAL

CD Conferencing Strategy Meeting

September 12, 2006

Margaret Votava

what is webex
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

integrated telephony
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

picture of meeting
Picture of Meeting

Margaret Votava

webex vs meetingplace
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

license models
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

webex usage
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

license renewal
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

i need help
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

working group
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