Guide to Desktop Videoconferencing at Sandia National Laboratories

Introduction

The following description is designed to serve as information for selection and use of desktop videoconferencing hardware and software to augment collaboration at Sandia National Laboratories. Since desktop videoconferencing is not part of the Common Operation Environment (COE),  all requests for new installations, support and troubleshooting will require a project and task at a charge of $162 an hour. Because desktop videoconferencing competes with existing data traffic on the network, it is a best effort service.  This guide has been written predominately for the ViaVideo user.

Sandia staff within departments 8945 and 8947 have researched various desktop videoconferencing solutions and can provide advice based on our experience. The primary recommendation is that you stick to standards-compliant audio and video protocols. The most common standard for video conferencing is H.323 and encompasses location server registration, call setup and termination, and security and authentication. The primary standard for audio is G-711 (G-723.1 and G-728 are also commonly supported). For video, H.263 is the most commonly supported standard.

Various software programs implement these protocols. We have tested the following applications.  Please review the Interoperability Matrix for additional information:

1. Polycom PVX/ViaVideo is a hardware and software package that is available for most Microsoft Windows operating systems. ViaVideo combines a Polycom USB-based camera with Polycom video conferencing software.
2. Windows Messenger is a business quality collaborative messaging software.  Messenger combines their instant messaging application with a web-based tool for application sharing, electronic whiteboard, and video/audio support using a standard USB-based camera and microphone. Call a CSU for installation help.
3. Microsoft NetMeeting is available for all Microsoft Windows operating systems and works with most standard video and audio hardware supported by those operating systems.  Note: NetMeeting has reached it's "end of life" and will no longer be supported by Microsoft in the future.

8947 Videoconferencing and Collaborative Technologies is recommending Polycom's PVX/ViaVideo for several reasons:

• It is the only product of the above three that is compatible with Sandia's Corporate Videoconference systems.
• PVX/ViaVideo is an integrated hardware and software solution. The PVX/ViaVideo camera has a sophisticated chip which supports hardware data compression and has upgradeable firmware.
• PVX/ViaVideo's video and audio quality is higher than that of other products we tested. PVX/ViaVideo has excellent echo cancellation which does not require use of a headset with a microphone - it's enough to use the standard speaker built into most desktop computers along with the camera's built-in microphone.

Interoperability Matrix

• Note:  At this time none of these solutions are able to videoconference between two PCs where one is on the SRN and the other is on the SON.

Polycom ViaVideo Guides* and FAQs

*These guides are in Acrobat PDF formt.

1. How do I order a Polycom PVX/ViaVideo?

2. Will someone install it for me?

3. What are the security requirements?

4. Is Desktop Videoconferencing allowed inside tech areas?

5. Is there anyone else that I should talk to before proceeding?

6. What are the capabilities for customers using ViaVideo on the SRN?

7. What are the capabilities for customers using ViaVideo on the SON?

8. What can't I do with desktop videoconferencing?

9. Who do I call for help?

10. Can I have a desktop videoconferencing with more than one other person?

11. Can I use my SRN desktop system to have a videoconference with a conference room system?

1. How do I order a Polycom ViaVideo? 
   1. CA Customers: Contact Just in Time contractor - TIG at 830-8281 (NM) or 800-856-8199 (CA) to place an order. The cost is $424.
   2. NM Customers: Call CCHD 845-2243.
      
      
2. Will someone install it for me?  Call CCHD 845-2243 with a project and task to set up installation.
   
   
3. What are the security requirements?  All desktop videoconferencing systems (cameras and software that is installed on a corporate PC) must be registered in the corporate security database and security requirements must be agreed to and followed at http://www.sandia.gov/coco/security/desktop.html.  The security requirements for desktop are basically the same as having an uncleared visitor in your area and the area must be secured in the same manner as you would if an uncleared visitor walked in.
   
   
4. Is Desktop Videoconferencing allowed inside tech areas? There are security requirements that must be agreed to and followed when using desktop videoconferencing within the limited area, that include a security registration and signage. See an example of what we give customers to update their department security plans.
   
5. Is there anyone else that I should talk to before proceeding?  You just need to notify your manager and department that desktop videoconferencing has been installed in your area. If your office is located in area where classified work is performed, the department security plan will need to be updated.
   
6. What are the capabilities for customers using PVX/ViaVideo on the SRN?  SRN desktop videoconferencing customers can videoconference with anyone else who has a PVX/ViaVideo on the SRN -- point-to-point and multipoint.   In addition, they can share applications, chat, and brainstorm on an electronic whiteboard that is part of the ViaVideo application. They can videoconference with the Sandia Corporate videoconference systems in a limited capacity (see specific question below).
   
7. What are the capabilities for customers using PVX/ViaVideo on the SON?  SON desktop videoconferencing customers can videoconference with another desktop system on the SON, or with a conference room system (if the system is on the SON), or with someone offsite, with caveats.  The caveats are whether or not the remote location is behind a firewall and the understanding that each customer is at the mercy of the public Internet for this type of videoconference. All desktop conferences on the SON are point-to-point unless arrangements have been made with videoconferencing.
   
8. What can't I do with desktop videoconferencing? 
   • You cannot have a desktop videoconference from your SRN PC to someone with a ViaVideo on the SON.
   • You cannot have a desktop videoconference from your SRN PC to someone outside of Sandia via the network. 
   • You cannot have desktop videoconference from your SRN PC to an ISDN system outside of Sandia that is not on the approved list.
     
9. Who do I call for help?  Call CCHD 845-2243 with a project and task.
   
10. Can I have a desktop videoconference with more than one other person?  Ad-hoc multipoint videoconferencing is available (3 or more parties) -- this is limited to 15 simultaneous users.  It will be on a first come, first served basis.
    
11. Can I use my SRN desktop videoconference unit to have a videoconference with a conference room system?  You will be able to call an ISDN-based conference room system at Sandia or another DOE site that has a system on the approved list. Most of the DOE national labs and production plants are on the approved list. Since capacity is very limited for this service, it is an ad-hoc, first come, first served capability. At this time we can only support 3 simultaneous videoconferences to a conference room at a time.
    

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