9/12/2006 Margaret Votava 1 WebEx Usage at FNAL CD Conferencing Strategy Meeting September 12, 2006

9/12/2006 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.

9/12/2006 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.

9/12/2006 Margaret Votava 4 Picture of Meeting

9/12/2006 Margaret Votava 5 WebEx vs MeetingPlace Did comparison several months ago – public/DocDB/ShowDocument?docid=281 public/DocDB/ShowDocument?docid=281http://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)

9/12/2006 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.

9/12/2006 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 $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)

9/12/2006 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.

9/12/2006 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

9/12/2006 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?