Cooloffice

Abstract

In the CoolCampus of the future it will be very easy for students, academics and administrative staff to communicate, collaborate and share resources with other individuals and/or groups located anywhere in the CoolCampus. Many spaces such as staff offices, meeting rooms, lecture theatres, tutorial rooms and other learning spaces will have location transparent information services to support collaborative work with other individuals and/or groups. These services will allow individuals and/or groups to view and work on many types of passive and dynamic documents, support conversion of documents to and from paper, and undertake hands free teleconferencing and/or video-conferencing with other individuals and/or groups. It will be easy to use handheld and/or desktop devices to support the information needs of individuals and white board or larger sized devices to support the information needs of groups. It will be very easy for any individual and/or group to actively participate in any seminar, discussion, meeting, lecture or tutorial held on anywhere on the CoolCampus.

This project aims to establish a demonstration Coolcampus office. The office will support computer controlled voice telephony software allowing telephone calls to be made from the contact list held within the computer. External microphone and speakers will support hands free telephone calls from anywhere in the office – at desk or at the meeting table. The office will contain one or more cameras allowing video-conferencing from the desk or the meeting table. The office will contain a Mimio white board allowing white board graphics to be easily converted to web documents and an inbuilt data projector that will project onto the office white board allowing it to act as a touch screen for computer input. The keyboard and mouse will be wireless allowing documents projected onto the white board to be edited from the desk or the meeting table. The office will also contain a multi-function device that will allow paper documents to be scanned for computer input, copied or printed. The office will support the receipt and transmission of faxes from either hard copy or computer stored documents.

Investigators: Prof. Phillip Steele, A/Prof. Arkady Zaslavsky, Mr. Paul Hii, Mr. Husnain Malik

Summer 2004-05

Table Of Contents

1 – Introduction

2 – Architecture

2.1 – Interactive White Board

2.2 – Web-Fax

2.2.1 – Email to Fax

2.2.2 – Fax to Email

2.2.3 – Fax Document Management

2.2.4 – Fax Broadcasting

2.3 – IP Phone

2.3.1 – Cisco IP Phones

2.3.2 – Cisco Call Manager

2.3.3 – Cisco IP Softphones

2.4 – Voice Activated Phone Dialing

2.5 – Video Conferencing

2.5.1 – Joint Solution for IP Video Telephony by Avaya and Polycom

2.6 – Update Network Settings

2.7 – Multi-Purpose Scanner/Printer/Fax/Copier

2.8 – Wireless Synchronization

2.9 – Voice Activated Presentation

2.10 – Control Desk

3 – Conclusion

References

1 – Introduction

Cooloffice would be an administrative component where data, information are based and distributed via some form of communication mechanism. Such flexibility can be the ability to quickly set up a remote office for a short-term project and then disassemble it once the work is finished. This document provides a survey on different kinds of technology which can be used in-order to provide an office with ubiquitous and mobile working environment.

2 – Architecture

There could be several examples of the use of technology to enhance the effectiveness of the office. A brief architecture of a proposed automated office is shown in the figure below.

Figure 1: Office Architecture

The components involved in this office are.

2.1 – Interactive White Board

Interactive white board is achieved with the help of a product known as Mimio. It uses a high-resolution ultrasonic position capture system consisting of a capture bar, colour- coded marker sleeves and an electronic eraser. The capture bar connects to a personal computer through either a serial or USB interface cable [3].

The Mimio system captures each move of a marker or stylus on the whiteboard as digital data that expresses vector strokes over time and these movements are concurrently displayed on the computer which is running a Mimio application.

2.2 – Web-Fax

One of the problems faced by individuals moving within a number of locations is the problem of receiving/sending fax. If some fax is received at one location there is no way to dispatch that fax to another location.

Web-Fax is one of the possible solutions to this problem. The services which Web-Fax provides are given below.

2.2.1 – Email to Fax

In this scenario an email message is sent to <number>@fax.serviceprovider.net. It will get converted into a fax and sent to the number specified. Attachments supported are Microsoft Office documents, images, html e.t.c. [2].

2.2.2 – Fax to Email

After signing up with a service provider, that service provider gives out a fax number. Anyone can send a fax to this number. It will be converted to an email and sent. There's no need to rent a phone line, no need for a fax machine, and no paper.

2.2.3 – Fax Document Management

A unique fax coversheet system can streamline the document management. By having a coversheet faxed with each document, you can individually track, store and file every document faxed to you. [2]

Details on all the faxes sent and received through this service can be viewed on the web site.

2.2.4 – Fax Broadcasting

The fax can be sent to thousands of clients with just a few clicks. The fax list can be managed on the web site.

2.3 – IP Phone

The problem of managing phone calls while away or travelling can be solved with the help of IP telephones.

IP telephony is software-based technology that uses the voice over Internet Protocol (VoIP) to transmit voice over a data network. Businesses of all sizes are adopting this rapidly emerging technology, which includes features such as call forwarding, conferencing, voice messaging and other applications - to enhance the capability of their communications network and reduce costs.

Figure 2 : Cisco IP Phone Network Components

Figure 2 represents a Cisco IP Phone network. The main components in this network are explained below.

2.3.1 – Cisco IP Phones

The Cisco IP Phones are full-featured, multiline telephones that provide voice communication over an IP network. These phones function as managerial-level office telephones, replacing traditional analog telephones in an IP telephony network.  

The Cisco IP Phone functions much like a traditional analog phone, allows placing and receiving telephone calls [10]. The phone also supports features such as call forwarding and transferring, redialing, speed dialing, conference calling, and voice mail access.

2.3.2 – Cisco Call Manager

In order to send and receive calls, the Cisco IP SoftPhone is registered with a Cisco CallManager system [1]. The Cisco CallManager is an open and industry-standard call processing system, which integrates traditional PBX functionality with the corporate IP network. Cisco CallManager manages the components of the IP telephony system, the phones, access gateways, and the resources necessary for features such as call conferencing.

2.3.3 – Cisco IP Softphones

The Cisco IP SoftPhone is an advanced, state-of-the-art communications application for a laptop or desktop PC. Enabled by Cisco AVVID (Architecture for Voice, Video and Integrated Data), the Cisco IP SoftPhone is a powerful voice-over-IP (VoIP) software application that is fully integrated with the Cisco Systems line of IP telephones [9].  

The Cisco IP SoftPhone takes advantage of the usability of a PC and controls your hardware IP phone. In addition, it functions as a standalone software IP phone. Along with it the Cisco IP SoftPhone integrates with Microsoft's NetMeeting and advanced multimedia collaboration tools.

The Cisco IP SoftPhone takes full advantage of Lightweight Directory Access Protocol (LDAP) services that are part of a Cisco VoIP solution. Calling a user is now as simple as looking up a name in the company directory and dragging and dropping it onto the Cisco IP SoftPhone. Another benefit of the Cisco IP SoftPhone is that by using Virtual Private Network (VPN), person can use any Internet connection while on the road to handle calls as if he/she were in office. IP SoftPhone provides a complete communication tool integrated with a personal computer to deliver VoIP and interoperate with the Public Switched Telephone Network (PSTN) [1, 9]. Softphone also provides the facility of conference calling along with whiteboard, desktop and file sharing 

Figure 3 given below describes how Cisco IP Phones and Softphones provide a flexible solution to a mobile user [9].

Figure 3: IP Phones in a real-time environment

2.4 – Voice Activated Phone Dialing

Voice activated phone dialing means that a person can dial just by saying the name of the person he/she wishes to call. It is simply connected to a phone line and it allows saving up to 60 names and numbers. Packed with the latest, state of the art voice recognition technology, this stand alone dialer is the world's only voice dialer that requires not even one button press in order to dial [8].

2.5 – Video Conferencing

Video conferencing plays a vital role in today’s meetings. Video conferencing is a medium where individuals or groups can meet face-to-face in real time to interact. It requires a computer with video conferencing software, a video camera and an Internet connection. Bringing the world into a single room through the use of this technology is becoming increasingly more popular.

2.5.1 – Joint Solution for IP Video Telephony by Avaya and Polycom

This is an internet protocol based video telephony solution that makes desktop videoconferencing as simple as a phone call. The solution integrates broadcast quality video and office phone functionality into a single, easy-to-use interface, enabling business users to initiate videoconferences on their PC or laptop. This helps organizations to quickly and cost effectively deploy enterprise-class videoconferencing across a business.

This solution provides office and home based employees, as well as remote and mobile workers, to simply log onto the business network and make video calls that can be transferred, muted, or placed on hold just like a phone call [11]. To initiate desktop videoconferences, a user only requires a colleague’s phone number, unlike typical desktop video implementations, which also require knowledge of an IP address or separate video calling number. Videoconferences can be held over broadband or wireless LAN (WLAN) connections.

This includes Avaya IP SoftPhone, Polycom ViaVideo II, Avaya Integrator for Polycom Video and Avaya Video Directory Server.

2.6 – Update Network Settings

The need to connect your computer to different networks is growing as new possibilities of mobile working emerge. Wireless networking is the need to connect your computer to different networks.

Plug and Browse is a tool for mobile users who need to have quick access to the Internet or to a LAN from different locations without having to manually reconfigure their Network Settings. Network Settings are configured only once for each specific location. The application stores all the information required to connect to the Internet and to the LAN and restores it with the click of a button [7]. Plug and Browse captures and restores all Network Settings, Internet Explorer Settings, Mapped Network Drives, Computer Name and Domain, Dialing Location, Default Printer and Time Zones.

2.7 – Multi-Purpose Scanner/Printer/Fax/Copier

In order to cater for the office needs, a multipurpose machine which is capable of scanning, printing, fax and copying can be used. A number of solutions are available for this purpose. The products are HP Office Jet 4215 Printer/Scanner/Fax/Copier, Xerox Work-Centre Pro 555 8PPM Laser Fax - Printer - Copier - Scanner w/ 14.4 kbps Modem and Brother MFC9880 Flatbed Copier, Scanner, Printer & Fax. Along with it a number of other products are also present.

2.8 – Wireless Synchronization

Bluetooth technology or any alternative wireless technology can be used to provide synchronization between the PDA and the personal computer for calendars, emails or meeting schedules.

2.9 – Voice Activated Presentation

With this technology user is able to control the PowerPoint presentation by using simple voice commands. Along with controlling the PowerPoint slides this technology also provides support for taking notes during the presentation. It also provides the facility to refer to some website during the slideshow. In order to command the system user should first address it by keyword “computer” before using other control commands.

2.10 – Control Desk

A control desk can be provided which manages all the working of room’s electronic gadgets such as the projector, lights, and sound system e.t.c.

3 – Conclusion 

The way people work has dramatically evolved in the last 10 years - mentalities, the internet, the emergence of tele-working. There is no question the trend towards remote working will continue. Cooloffice focuses on making services more and more ubiquitous, radically simpler and personalized to the users. Cooloffice would be able to provide a location free working environment. By combining state of the art communication software and hardware Cooloffice would be able to offer flexible office solution for the future.

References

[ 1 ] – “Cisco IP Softphone Administrator Guide” Version 1.3, Cisco Press Corporate Headquarters Cisco Systems, Inc.

[ 2 ] – “utbox.net Services” By Unified telecom http:// www.utbox.net/services.html

[ 3 ] – “New Mimio Software from Virtual Ink Exports Whiteboard Data to QuickTime and iMovie Multimedia Applications” , January 2001. http://www.mimio.com/cgi-bin/mimio_pressreleases.cgi

[ 4 ] – “Faxes, VoiceEmails & Conference calls” By J2 Global Communications http:// www.jconnect.com

[ 5 ] – “Ozefax Services” By OzeFax http://www.ozefax.com.au/

[ 6 ] – “Video Conferencing Products” By PolyCom http://www.polycom.com/products_services/0,1443,pw-35,00.html

[ 7 ] – “Plug And Browse” By Interactive Studios http://www.interactive-studios.net/products/plugbrowse.htm

[ 8 ] – “Voice Activated Phone Dialer” By Solutions For Humans http://www.sforh.com/speech/vocally-phone.html

[ 9 ] – “Cisco IP SoftPhone 1.3”,Data Sheet, Cisco Press Corporate Headquarters Cisco Systems, Inc.

[ 10 ] – “Cisco IP Communicator Administrator Guide”, Version 1.1, Cisco Press Corporate Headquarters Cisco Systems, Inc.

[ 11 ] – “ Avaya IP Video Telephony Solution Makes Desktop Videoconferencing as Simple as a Phone Call”, BASKING RIDGE, N.J. – Nov. 1, 2004 – Avaya Inc.

[ 12 ] – “Cisco IP Phones Administration Guide For Cisco Call Manager 3.0 And 3.1, Cisco IP Phones 7960, 7940 and 7910” Copyright © 2000-2001, Cisco Press Corporate Headquarters Cisco Systems, Inc.

[ 13 ] – “Cisco Xerox Work-Centre Pro 555 8PPM Laser Fax, Printer, Copier & Scanner” http://www.buymebuyme.com/retail/catalog/product_44053_Xerox_WorkCentre_Pro_555.html

[ 14 ] –“HP Office-jet 4215 All-in-One Printer/Scanner/Fax/Copier” By Hewlett-Packard.

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