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1
A Management SystemA Management System
for Online Presentationsfor Online Presentations
at Meetingsat Meetings
Krzysztof Wrona (ZEUS)DESY Hamburg
22 April, 2002
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Motivation
Daily tasks at research institutesPreparing and improving an experiment
Collecting and analysing data
Finding an interesting results
Showing the results
Electronic slides presentation became a standard
What does the standard really mean?
How does it look in our community?
How much time, people resources do we need in order to organize and prepare for a meeting?
Can we do it easier, faster?
Can we do it better?
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What Is the Talk About?
This talk does not cover
Video-streaming in itself
Video-conferencing
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Meeting organizer prepares agenda -> webSpeaker prepares talk (>80% electronically)Speaker prints talkSpeaker carries transparencies to auditorium & gives presentationScientific secretaries collect slides or paper copy
Scan slides or paper copyOr: accept promise of speaker to send electronic version [in case he does not forget]
Meeting organizer stores electronic documents, places links ontoweb page etc
Completion typically several weeks after meeting
Classical Collaboration Meeting Style (E.G. ZEUS)
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Availability of printers has been a last-minute stress factor (though the printer infrastructure at DESY has clearly improved)
Printer working? Paper & toner OK?
Queue length
0.3 EUR per page times rehearsal factor
Classical Meeting Style: Problems
Summary speakers have to approach each individual speaker for material
Much work for the session secretaries (collecting, copying, scanning)
Electronic archive depends on voluntary activity of speaker
But speakers tend to relax after their talk is given
Much work for the meeting manager (editing web pages etc)
Availability of printers has been a last-minute stress factor (though the printer infrastructure at DESY has clearly improved)Printer working? Paper & toner OK?Queue length0.3 EUR per page times rehearsal factor
Poor quality of foil overhead projection by today’s standardsStrong geometrical distortionProblems with dense slides, photographs etc
Availability of printers has been a last-minute stress factor (though the printer infrastructure at DESY has clearly improved)
Printer working? Paper & toner OK?
Queue length
0.3 EUR per page times rehearsal factor
Poor quality of foil overhead projection by today’s standards
Strong geometrical distortion
Problems with dense slides, photographs etc
Video stream quality does not allow to read all details on a slide
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Classical Meeting Style: Problems
Do we like this?
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Variation of Classical Meeting Style: the PreCa
One additional problem is the integration of overhead and beamer projections
The “presentation scanner” (PreCa) might overcome this problem
Also paper/foil presentations go over the beamer
Avoids typical problems of overhead projection
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PreCa
In practice this scheme has earned much criticism in ZEUS
Some speakers keep tugging & pushing at their transparencies out of nervousness all the time, which confuses listeners by continuousrescanning
Alternating paper & foil presentation need appropriate switching from front to back lighting --> can go wrong & will go wrong
Poor rendering of very dense transparencies
No animation possible
The odd speaker who brings his talk in portrait format has a serious problem
No automated archive procedure
No solution for summary speaker
That was a starting point of discussion
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Classical Conference (Notebook-based)
Speaker prepares his talk using notebook
Speaker carries his notebook along to the auditorium
After previous talk, previous speaker’s notebook is unplugged, current speaker’s notebook is plugged to the beamer
Usually there is no network connection
Better quality of displayed slides, animations
Similar problems for summary speaker
Still no automatic archive procedure
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Classical Conference (Notebook-based) -Cont’d
After go-ahead from chairperson, speaker experiments how to Activate his monitor outletAvoid switching off his/her own screen accidentallyAdjust the resolution to that of the beamerDisable the screen saverRecover his/her notebook from energy-saving modeReboot his/her device if neededFind his/her AC adapter when battery runs low
Auditorium appreciates the amusement, admires the icons on the speaker’s desktop, starts discussion about which brand, operating system, presentation software to use instead, everybody is having fun...
Unless the agenda is very busy, which it usually isThe bright side: execs can show off their brand-new mobile P4 notebookThe not-so-bright side: students & young post-docs may not have their own
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Classical Conference (Centrally Managed Documents)
Speaker registers via a web form
Conference organizer assigns speaker an id for his talk (e.G. “A320.5”)
Speaker ftp’s or emails his presentation using his id
1-2 weeks in advance
Conference organizer
Renames the files from “talk.ppt” to something sensible
Copies files to final destination
Prompts those who have forgotten to upload
Prepares orderly agenda layout on a web page & links the talks
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Classical Conference -Cont’d
Problems:Much work for organizing bodies
No last-minute changes
This is usually accepted for a big conference
Less acceptable for a collaboration meeting
Unacceptable for weekly work meetings
�Advantages:� High quality of displayed slides
� Organizers have control over hardware used for presentation
� Access to network
� Easier to create an archive
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General Analysis: Collaborative Meeting
1. Presentationa) Excellent reproduction for hundreds of listeners
b) Access to remote resources in auditorium
c) Simple interface for manager, speaker and meeting participant
2. Remote participationa) People at other labs who cannot attend the meeting in person
b) Coexistence with video-streaming
3. “Cross talk”a) Summary speakers collect material from previous presentations
4. Archivinga) Simple and automatic archiving procedure
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Specific Requirements Details
Permit speaker to show electronic slides:
PowerPoint - ppt
Portable document format - pdf
Postscript - ps
Simplify procedure for collecting documents
Allow online access to materials outside meeting room
Help to create an archive
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Technology For the Solution
System based on web technology
Widely available
Well known components - easy-to-operate
Long experience running web server
Access to external resources via web
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Maybe the information has to be protected
Authentication
Authorization
Tools
Dynamic HTML pagesInterface for a manager and speakerScripting language
Where should the informtion be stored?
database
Web server
Encryption
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disk
SSL
WEB SERVER
APACHE
PHP
MySQL
WEB SERVER
Integration of the Components
Web browser
SSL connection is establishedInformation from the HTML form is posted to APACHE web serverPHP script processes the information:
it may read record(s) from databaseit may insert or delete records in databaseit may save a file which is being uploaded and update record.
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System Structure
Authenticates as manager
Establishes a meeting
Adds some general information
Creates, updates, deletes session
chairman, secretary, name, date, time, place
Puts a presentation onto agenda (time,title)
Assigns a speaker
speaker name
speaker id
Manager
Maintainer
Speaker
Meeting participant
Authenticates to the system with his personal password
uploads slides via web
Updates database
Saves file on disk
Authenticates to the system
Displays meeting program
Displays slides in auditorium
Displays slides on desktop PC
Watch an online video stream
Updates video links
Creates archive - static copy
makes a backup
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Security Issues
Managerstrong authenticationfull access to databaseonly few persons using this mode
Speakerstrong authenticationPersonal passwordMany speakersUpdate of selected records in databaseWrite access to a disk
Meeting participantauthenticationcommon passwordcan only display informationfrom disk & database Maintainer
strong authenticationRead/write access to disk/database
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Speaker Level of ProtectionStandard system users registry for collaboration meeting
speaker knows her/his user_id and password
strong protection - SSL
manager does not remember all usernames
software must help manager to find a username
manager type the full speaker’s name
software finds username candidates
usually there is only one
manager confirms the username
still possibility to type username by hand
For external and “opened” conferencesGenerated user id
“quota” like system
Password established by speaker upon the registration
Privileges for the speaker assigned by manager
For small, weekly meetingsSystem registry, generated id or common password
Possible but
not implemented
in present system
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Certificate Infrastructure
Certificate for a web server
DFN, DESY-CA
Browsers do not recognise DESY-CA by default
There is a web page which explain how to make a browser aware of DESY-CA
http://www-ca.desy.de/
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Manager prepares an agenda using comfortable web formsSpeaker prepares her/his talkSpeaker submit slides
Opens a browserAuthenticates to the systemUploads talk (file)Only speaker is involved, can be done at any time before the talkImmediately after uploading the slides are available for other participants
In auditorium speaker shows slidesDocuments accessible through orderly placed links on web pageThe same hardware is used for all presentationsNo need to reconnect notebooksConnection to internetPossibility of using external resources
How Does It Work?
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How Does It Work - cont’d
People on remote sites can view slides
Coexistence with online video
Displaying slides on desktop PC
Better quality of displayed slides over internet
Summary speaker can use all presentations to create her/his talk
Slides available for all participants
Can be downloaded
Selected results or plots can be copied to summary presentation
Manager create an archive
Only some cosmetics modification necessary
All documents in place
Well defined directory structure – automated procedure
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Manager Mode
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Manager View - cont’d
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Main Speaker View
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Upload Form
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Slides Show
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Online Presentation
https://www-zeus.desy.de/meetings/index.php
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Experience: Feb-2002 ZEUS Week
62 talks in sessions covered by ZEMS (plenary + 1 parallel)
All talks except 1 were uploaded to ZEMS server
Formats submitted:
Ppt 25
Pdf 3
Ps 34
No problems worth mentioning
Occasionally portrait format -> reduced magnification or panning
Meeting page on presentation needs “refresh” on last-minute submission
In ps files, orientation is hard to control
Some typical bullet-symbols do not convert well between Staroffice & PowerPoint
one speaker could not submit file with the name: “a name of the file.ppt” - fixed bug
General feedback from meeting participants very positive (speakers, listeners and people on remote sites)
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Size of uploaded documents
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Summary
“Standard way” of organising meeting is not satisfactory
Slow procedure for collecting documents
Much work for organizer
No support for remote participation
Integrated, web based system has been developed
Very good experience on the first challenge
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Outlook
Extensions under consideration:
possibility of having few managers for one meeting - useful for parallel sessions – delegation of privileges
how to ask questions from remote sites?Email
Telephone line
Chat
VC equipment
different profiles for conferences, collaboration and weekly meeting
registration for a meeting
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Some More General Remarks
New beamer in auditorium is a huge improvement
Camera & mike equipment in auditorium are pretty good
Unfortunately, no beamer & lectern PC installation in seminar rooms yet (SR4, SR3, ...)
No VC equipment in seminar rooms
Existing VC rooms are often too small (<= 12 persons)
Should have standard VC equipment in all public seminar rooms
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Why Not...
ZEMS = ZEUS electronic meeting management system
D DESY
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Summary
“Standard way” of organising meeting is not satisfactory
Slow procedure for collecting documents
Much work for organizer
No support for remote participation
Integrated, web based system has been developed
Very good experience on the first challenge