FLATLANDS USER INSTRUCTIONS

The Flatlands Disabilities Network is a private data network that connects readily available hardware (PC, camera, microphone, speakers, etc.) using Cisco routers and switches, and Dakota Carrier Network’s fiber to provide broadband connectivity.  This connectivity provides a system with great potential and flexibility.  Not only does it provide audio-video communication, but it provides the capability to include the use of anything that can be used by a PC (i.e., Power-Point, electronic white board, projector, PA system, conference microphones, etc.).  This system permits the use of devices from entry level to high end, depending on the needs of the site.

While this system has great potential and flexibility, it will not magically produce great things.  Users need to have an understanding of how their equipment works and the ability to make adjustments and decisions as to how they use it.  They will also need to become comfortable with using the software.  We suggest that each site delegate at least one person as the technical contact person (the person NDCPD will contact with technical matters, and will instruct and assist users at each site, etc.).

The following are some suggestions we hope you will find helpful:

Basic Etiquette

• When involved in a conference of more than two sites, always begin any commentary by identifying yourself.
• If you’re not talking, mute your microphone. (microphones will pick up breathing, pencil tapping, coughing, the comedian in the back, etc. – multiply that by 5 or 6 sites, and the background noise can be quite a distraction)
• When wearing a headset, adjust the microphone so it is in front of your chin (an inch or two out).  If you put it in front of your nose, guess what everyone gets to listen to?!
• It’s a good idea to begin a “session” by asking if everyone can year you.  If not, there are quick and easy adjustments that can be made on microphones, speakers, computers, and/or the software.

Suggested Use

To determine the best way to use your Flatlands equipment it is important to answer two questions prior to the event: 1) How many sites will be participating? 2) How many people will participating at my site? If  your event consists of your site and one other, the best method of communicating is what is called a “direct dial” or “point-to-point” conference. If your event will consist of several sites communicating at the same time, you will need  to use the “multipoint” format. Each of these formats are described below.  The second question is useful in determining what type of audio setup will be best for your site. If you will be the only person attending the conference at your site or if you are providing or being provided with therapy of some sort, it is often best to use a headset. If there are many people participating at your site it is often best to set up the speakers and conference microphone.

Conducting a “point-to-point” conference

Point-to-point conferences can be conducted by first connecting to the Flatlands network. This is done by double clicking the Flatlands icon on the desktop and then clicking “Connect” in the bottom left corner of the proceeding window. Next double click the pclient or personal client icon and wait about 5 seconds for it to connect.  Now start the Session client by double clicking on its icon. You should now be able to call any site on the Flatlands network by double clicking on their name in the contact list (figure 1). If you do not see a list you can click on “Show Contacts” at the bottom left of the Session window (figure 2).

Contact List

Click here to see your Contact List

Figure 1                                                                                   Figure  2

Conducting a “multipoint” conference

Multipoint conferences can add a layer of difficulty.  Since they are run through a server at NDCPD, they need to be scheduled by someone. We have tried to take some of the pain out of this by setting up two conferences that are always running (conference25@127.0.0.1 and conference50@127.0.0.1). Connecting to a “multipoint” conference is similar to connecting to “point-to-point” conference except instead of clicking on a name from the contact list, you type the address of the conference into the address box (figure 3) at the top of the session window. 

Address Box

Figure 3

All of the sites are free to use either of the above conference addresses at any time, but if additional privacy is desired a site can schedule their own conference by connecting to the Flatlands network and opening Internet Explorer. Once Internet Explorer opens, type in: http://192.168.0.2:8888/login.html in the address bar at the top.

Log in with the appropriate username/password for your site. If you need your site Username/Password email Darren at Darren.Seifert@minotstateu.edu

After logging in you will see four options on the left side under the “Conferences” heading. If you would like to see what is scheduled for any given day click on the “View Schedule” link. If you would like to see any “open bridges”, or events that have no beginning or ending time, click on “View Open Bridges”. If you would like to add a new event that has a specific start and end time, click on “Add Scheduled”. And finally if you would like to add an even that has no specific beginning or ending time, click on “Add Open Bridge”. Please remember to set the private option to No and don’t enter a Group Name, Password, or Confirm Password as these fields don’t work with our version of the software.  

            After clicking the ADD button at the bottom of the screen you will be taken to a screen that will give you the SIP Address of your conference. This is the address that you will put into the address box in Session (figure  3). Please note that all the addresses will say something like conference50@192.168.0.1 on this page, but when you enter the address into the address box in Session.  You will need to change the second half of the address so it will look like conference50@127.0.0.1. This is done to allow the Session software to navigate the networks firewalls. When you are done scheduling conferences click the Logout button on the left side and close Internet Explorer.

Connecting the headset to your Computer

If you will be the only person attending the conference at your site (especially if its being used for therapy) it is often best to use a headset.  Headsets are excellent at reducing audio feedback, and also enable you to hear and be heard better.  They can also provide a level of confidentiality that is hard to reproduce with speakers and a microphone. To connect your headset plug the pink end into the pink jack on the back of the computer and the orange end into the green jack on the back of the computer (fig 4).

fig 4

Connecting the microphone and speakers to your computer

If the event will have several people participating at your site it would probably be best to set up the conference microphone and speakers. The conference microphones are much better at picking up audio from a distance and do a better job of filtering out feedback or “echo canceling” than trying to use speakers with a conventional mic or headset.

             To connect the speakers, first run the cable with the green end to the green jack    on your computer. Then run the cable with the brown end from the second    speaker and run it to the first speaker. The last step is to connect the power        adapter to the first speaker (figure  5).

Figure 5

            Connecting the “ClearMic” microphone is not complicated, but includes a connection to the speakers, because it is an “echo-canceling unit”.  Probably the             only instruction necessary is to turn over the ClearMic base and look on the back.      You will find a handy “Cord Connections” diagram.  You will notice the   microphone base has a cord that splits into four separate cables.  To connect these          cables, we recommend the following procedure:

· Connect the cable from the microphone with the green male end into the green speaker jack of the computer.

· Connect the cable with the blue male end into the blue “line-in” jack of the computer.

· Connect the cable with the green female end with the green male connector of the speakers. Note that this green male connector is different from the one used above.

· Connect the cable with the black female end with the black male connector of the power supply.

(from speakers)

Shown right-side up

Shown up-side down

(demonstrating diagram on back of base)

Figure 6

It is important to note that the “audio” will be entering your computer through the “line-in” jack.  You will need to make sure that your volume and recording control settings are set to use the “line-in” jack, not the “microphone” jack. This process is shown in Figure 7.

To bring up the volume and recording settings                      Click on Options and then

double-click the speaker icon in your system tray.                 Properties

Make sure there is a check in Select in the Line In category.

Figure 7