Compressed Video Network (CVN) Guidelines
5. Schedule Coordination and Bandwidth Management
5.1 UH-CVN Scheduler
Creating a system-wide scheduling function encompassing all events classes using the UH-CVN has become critical. The person filling this position should be aware of the technical issues (i.e. bandwidth, interoperability standards) and coordination needs of the network because they have significant impact on the operations of the network. The scheduler will schedule every class given on the network, and no class can be given without first being scheduled with this individual. The UH-CVN scheduler should be involved early in the process of creating and scheduling a class. The person filling this position should be a member (ex officio as appropriate) of all UH component committees on distance learning as well of those committees setting or maintaining scheduling of distance learning classes. No assumptions can be made by other parties as to network or resource availability.
5.2 Creating and Communicating the Schedule
Class schedule information must be submitted to the CVN Scheduling Office three weeks prior to the first day of class for the upcoming semester.
5.3 Changing the Schedule
When classes are to be canceled or added, they must be removed from-or added to-the schedule and scheduled changes must be communicated to the LSPs and BSP staff as soon as possible.
Changes should be coordinated through the UH-CVN scheduler. The scheduler communicates changes to the operations staff via an email on the UHCVN ListServ as well as through phone calls, when appropriate.
5.4 "Turns" Between Classes
Making connections on this network is not unlike placing a telephone call, with the exception of the amount of time required to "connect." To help ensure that classes will start on time, the following minimum requirements must be followed.
- For all point-to-point classes, there must be a 10 minute turn between classes.
- For multi-point classes, 30 minutes must be the mandatory turn.
5.5 Basic Class Information
For each class, the following minimum information must be provided and placed on the schedule. Any changes to this information should be considered a schedule change and must be coordinated through the UH-CVN scheduler.
- Event start and end time
- Connect and disconnect time
- LSP contact method during call set up, during event, and at call tear down
- Event Location(s)
- Instructor or Event Contact name
- Designated Initiating Site
- MCU or point-to-point
- Dialing string for connection (indicating telephone number, protocols, and number of channels)
- Class Number (if class)
- Class Name (if class)
- Event type (class, testing, meeting, etc.)
5.6 Ad hoc Demand Dialing
At times there may be the need to demand dial another site (either on or off the UH-CVN) to conduct testing, meetings, or a class (or part of a class) via video. To ensure that the network has capacity for the event as well as to ensure that the ad-hoc event will not impact a previously scheduled event, approval must be given by the UH-CVN scheduler. It is advised that processes are put in place at the remote site to minimize last minute ad-hoc demands.
5.7 Class Schedule Simulation Testing
Prior to the beginning of each semester, the CVN will conduct a real-time simulation of the pending semester schedule. This simulation will begin on the first Monday five business days prior to the first day of class. The simulation will compress the entire broadcast week into one eight to ten-hour time frame. All sites, classrooms, BSPs and LSPs will participate in this series of simulations. Any operational training necessary for BSP and LSP should be completed prior to this simulation series. This simulation series is designed to identify connection issues, not serve as an introductory training environment for support staff.
Connection Simulation Test
- Three to five days prior to the simulation test, a class schedule will be distributed to ITAC for review and port assignments. Any necessary changes will be coordinated with ITAC staff and made prior to the simulation day.
- At least one business day prior to the first simulation day, a complete copy of the current class schedule and port assignments will be distributed to all BSPs and LSPs. A modified version of the same will also be distributed reflecting the compressed time frame simulation.
- LSPs should review the schedule and operating procedures for instructions concerning which site is to initiate a point-to-point connection. The LSP is to communicate with the other site LSP and note on the incident log this information.
- Any known equipment problems should be resolved before the simulation period.
Day One: Class Schedule Connection Simulation
Purpose: To test the entire week class connections prior to first day of classes.
Note: All codecs and related equipment should be power cycled (rebooted) with sufficient time to be ready for an ON TIME start of the simulation.
- The class schedule will be represented in ten-minute blocks with ten minutes between connections in order to represent all classes for the week in one business day.
- All sites need to arrange for a telephone in each room for the duration of the testing.
- The simulation will proceed on time regardless of connection issues encountered during the simulation.
- All sites (BSP and LSP) will make a log of difficulties as they occur. It is suggested additional staff be available for monitoring and logging of these issues as the simulation progresses.
- At the mid-day break and end of the day, a copy of all connection incident logs will be forwarded by email or faxed to the Video Analyst for review.
- The Video Analyst will review the incident logs and coordinate resolutions on Day Two.
Day Two: Connection Problem Resolution
Purpose: This day is dedicated to resolving, by the end of the day, all connection issues from "Day One Simulation"
- The Video Analyst will coordinate problem resolutions with the BSPs and LSPs of involved sites.
- At the Video Analyst's discretion, Day Three may be used to continue resolution of the incident logs from Day One. Once the Video Analyst is satisfied all issues have been corrected, connection simulations will resume on Day Three.
Day Three: Problem Resolution/Re-run Simulation
Purpose: Dedicated to re-running the entire class simulation with connection issues resolved. Note: If necessary, the Video Analyst may hold this day for continuing problem resolution.
- Repeat of Day One Simulation.
- This day may be subject to brief interruptions in the connection simulation in order to address any new incidents.
- Interruptions are at the discretion of the Video Analyst.
Day Four: Final Details
Purpose: As needed completion of second simulation.
- Upon completion of second run of the class schedule, a general notice via the UHCVN ListServ will be issued confirming the successful test simulation.
The Video NOC is operational during all scheduled class times.