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Planning a DevCoP Event

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Ahmad edited this page Sep 15, 2020 · 3 revisions

Purpose

This user guide is to give general information on how to plan, organize and host a learning session for a large number of participants, and also to record the training session to share with those who are interested.

This is useful information we can provide to employees of IITB who need to schedule the following types of meetings:

  • Dev CoP session
  • Training Session
  • Webcast

Before the Training Session

Pick your topic

  • Choose a topic to present as a training session collaboratively, based on interest or a need by employee.
  • Choose a presenter that is willing and available to present, either within IITB or from another department

Reserve a boardroom

Reserve Technical Support in advance

Request technical support for either boardroom 7C001/C002 or 9B012 for set-up and any issues during the session: NA-SSC-SPC-VIDEOCONFERENCE-SERVICES-GD
tech_support_request

In case we need technical support during the session, please call: 819-934-9397

Plan the Training Session

  • Schedule a dry-run presentation with the presenter, approx. 2-3 weeks before
  • Reserve boardroom for the dry-run
  • Request PowerPoint slides from the presenter
  • Make the PowerPoint presentation available for participants to view beforehand (ie through SharePoint, GCconnex)
  • You need to be a contributor of our GCconnex group to update the event calendar
  • 1 week before, send an invitation to your guests, through our GCconnex group's event calendar and from our GD account Outlook calendar [DGIIT Services de conception des solutions / Solution Design Services IITB (EDSC/ESDC)] (mailto:DGIIT Services de conception des solutions / Solution Design Services IITB (EDSC/ESDC))
  • You can only send to our distribution lists when logged in from our GD account. Make sure you add our GD account to your Outlook profile: [Outlook GD Multiple Profiles] (http://iservice.prv/eng/imit/catalogue/software_application_service.shtml#outlook_gd_mult_profiles)
    devCopOutlookInvite2
  • Setup the invitation to send a reminder 2hrs before the meeting
  • Schedule a new WebEx meeting by following instructions in the WebEx Meeting Center User Guide (WBS30) : Help Central: WebEx Meeting Center
  • Make sure to setup the call-me feature so we can connect the audio & video as one user
    • **WebEx Meetings-->Preferences-->Audio-->**enter the telephone number for 7C001, then check Call Me

Charge the microphones batteries the day before

  • make sure the mic batteries are charged or charging the day before the Dev CoP (room 7C001)

Day of the Training Session

What to Bring to the Boardroom

  • your laptop (including a power cable, mouse, webcam)
  • the webcam stand (this is located with the projector in Jaclin's cabinet - ask Jaclin to borrow the projector, and web-cam stand)
  • print these instructions!!
  • print the Dev CoP invitation
  • print your speaking notes, to introduce the presenter(s), and to give out instructions to audience regarding Audio and teleconference

Set-up the Tables and Chairs in the Boardroom

  • first 3 rows of tables and chairs to face the front of the room, to view the 2 screens at the front of the room
  • back 3 rows of tables and chairs to face the screen at the back of the boardroom (right-hand side of the boardroom)

Set-up the Table Microphones

  • place the batteries in and turn them on
  • place one mike per table
  • ask the tech support to setup and test the lapel microphones to make sure they are in working order

Dial-in to the Teleconference as the moderator

Due to recent issues with the WebEx recording features, ensure you connect to the teleconference BEFORE connecting to the WebEx session

  • 613-960-7510
  • 1 for English
  • 421 4942# as the Conference ID (touch screen is finicky, you need to make sure each number is pressed)
  • * to Identify yourself as the moderator
  • #### for PIN (on a touch screen, you may have to re-enter several times, 3-times and your connection is lost..)
  • # # to mute all the telephone lines
  • *3, then 2, then 3*, to mute beep sounds for incoming calls/hang-ups
  • before the start of the session, ask one of the online attendees to verify they can hear the presenter, and can see the presentation slides

Set-up the WebEx Coordinator's pc and web camera

  • From the Whiteboard pc in 7C001, login to your WebEx account through Internet Explorer (at the front of the room): https://gts-ee.webex.com/mw3100/mywebex/default.do?siteurl=gts-ee
  • start the scheduled Dev CoP meeting
  • ensure you remain logged-in as host
  • once the presenter has connected to the WebEx Dev CoP session, pass the presenter rights to the presenter
  • open the chat window. As the meeting coordinator, you will be checking periodically for any questions, comments, issues brought up by the online attendees
  • coordinate with the presenter on how best to communicate with them if ever there are technical issues (ie, hand signal, interrupt, etc...)
  • connect the webcam to the whiteboard
  • start the video-feed
  • click lock to specific user, make sure to select for everyone (left-click the push-pin on the bottom left-hand video window, select the host video-feed)
  • this will lock the webcam feed to the presenter for everyone

Start the WebEx Recording

  • from Meeting-->Recorder Settings--> uncheck Record Audio from This computer
  • from Meeting--> select Start Recording
  • Check the Record other teleconference then Next
  • enter the Recorder settings as indicated
    WebEx Recorder (Record on Server) Setup
  • the last 2 fields are optional (pause before user PIN, User PIN)
  • start the recording
  • if the recording connection is successful, the ** Session, Video, Telephony** should be connected

Set-up the presenter's laptop

  • Tech support will ensure that the laptop has a stable connection to the network through the appropriate table (tables with network cables are really unstable, make sure the connections always work)
  • connect to the Dev CoP WebEx session using the Outlook meeting invitation link
  • ensure the presenter's pc/laptop remains logged in as presenter
  • Open your presentation materials (ie, PowerPoint slides, web sites, etc..)
  • from WebEx, share your screen
  • logoff Outlook and Link before the session (to avoid pop-up emails and text msgs during the presentation!)

Start the Dev CoP

  • un-pause the WebEx recording
  • introduce the Dev CoP, the presenters
  • inform the audience about the session info:

"The phone lines have been muted. To ask a question, please press *6 to unmute your line. When you are finished, please press *6 to mute it again. For those of us in the room, please use your microphone when asking your question, so that those > online can also hear. Press the button to activate the microphone. The button will be red when it is on. Only one microphone should be "on" at a time, otherwise it could cause static. For those of you on WebEx, you can also send your questions via the WebEx chat. I can ask your questions to the presenter."
« Les lignes téléphonique ont été mises en mode discrétion. Si vous avez une question, faites le *6 pour activer votre ligne et puis *6 pour le remettre en mode discrétion. Pour ceux et celles en salle, utilisez les microphones pour poser vos questions afin de permettre aux gens en ligne de vous entendre. Appuyez le bouton pour activer le microphone. Le bouton serait rouge lorsqu’il est activé. Seulement un micro devrait être activé à la fois, autrement ceci causerait de la statique.
Pour ceux et celles sur WebEx, vous pouvez poser vos questions via le chat. Je peux demander vos questions au présentateur. »

  • As the “Host”, check the chat window in case someone online has a question/comment
  • Take a total count of how many attendees are in-person

End the Dev CoP

  • ask attendees if they have any further questions before we end this session
  • at the end of the session, ask if anyone (online/in-person) has any further questions for the presenter
  • stop the WebEx recording
  • end the WebEx session
  • Press "Exit and Shutdown" on the touch screen, to end the Teleconference session
  • Put the table microphones away, recharge all of the batteries

Backup our recordings to our SharePoint site

  • upload a copy of the recording to our GCPedia page: GCPedia: Dev CoP Sessions
  • backup a copy of the recording to our SDS SharePoint site: SharePoint: Dev CoP Sessions
  • make sure WebEx has enough storage space for our recorded sessions. You may need to delete some of the older recordings to make room for the new ones.

Provide the recording and Presentation Materials to Participants

Once the WebEx video recording is available, provide the link to this recording to all participants who attended:

GCconnexRecordingLink_frSmaller GCconnexRecordingLink_enSmaller

  • Outlook: from meeting invitation, Respond-->Reply All

OutlookRecordingLinkSmaller

Create an Attendance Report for Management

  • Logon to WebEx-->My Reports-->Usage Report
  • click on the Topic Name
  • Export Report to Excel
  • Modify the spreadsheet to look like this: WebExAttendanceReport
  • To get the Last Name values, enter this formula: =LEFT(RIGHT(C5, LEN(C5)-FIND(".", C5)), FIND("@", RIGHT(C5, LEN(C5)-FIND(".", C5)))-1)
  • To get the First Name values, enter this formula: =LEFT(LEFT(C4, FIND(".", C4)-1), FIND("@", C4)-1)
  • Filter your list to ONLY include those who’s Duration was longer than 10min
  • Add your stats and online survey stats to our GCPedia page: Dev CoP Sessions - Session Stats
  • Email the link of our session stats page to the presenter(s), SDS team (our director, manager, team members) to let them know how many people were in attendance at the session (online, in-person)

Translate the PowerPoint slides

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