University of Massachusetts Boston: Extron Products Take Control With Communications and Support

Social scientist Shoshana Zuboff once said that technology makes the world a new place. It has certainly made the University of Massachusetts Boston, otherwise known as UMass Boston, a new place. Just a year ago, each professor was required to go to one of the media labs before the semester began to obtain a blanket reservation for equipment needed for the entire semester. Then, each day before class, the professor would go to the media lab, pick up the equipment, and wheel it to the classroom and set it up.

"That was the mindset on this campus for more than 20 years," said Jeff Wade, UMass Boston AV Technical Coordinator. "However, within the past year, we took the professors from that process to technologically up-to-date classrooms with the equipment built in. Our goal for this project was to make classroom AV and control very simple and intuitive, and the beauty of it is that, with the new Extron equipment, it is just that."

The university is a long-time user of Extron products, so when bond money became available for classroom technology integration, Extron came to mind. "We use a wide variety of Extron products throughout the campus, because the technical support from Extron is phenomenal, and the equipment works," Wade said.

In 2000, 10 classrooms at UMass Boston were equipped with Extron's System 5cr Plus switchers that provided an all-in-one inexpensive solution for centralized AV switching and room control. "We love them, and they're still running today. However, we were interested in the benefits of an intercom with help desk system, which the System 5cr Plus did not support," Wade said. "Extron's outstanding Education Team directed us towards the MLC 226 IP MediaLink Controller combined with the IP Intercom modules and free IP Intercom HelpDesk Software. These products provided the comprehensive package we'd been seeking for the university's 52 classrooms slated for technology upgrades."

Key Features: IP Intercom® HelpDesk™ Software

• Allows the user to set up, access, manage, and monitor audio for MediaLink Intercom IP devices. Enables room-to-room and room-to-help desk communication.
• Enables the creation of calling groups for simultaneous broadcast messages.
• Stores and transmits pre-recorded voice announcements to one or more rooms. Default messages are provided with the software or the user can create the messages.
• Allows viewing of detailed information from multiple intercom stations at the same time. Provides grouping, connection status, IP address, and current activity for all MediaLink Controller + IP Intercom module combinations connected and managed by the console.
• Enables the user to make announcements to one or several IP Intercom stations. Console operators can select an individual station, a group of stations, or all stations powered on and connected to the network.
• Includes an unattended console announcement to inform incoming calls when the HelpDesk is unavailable.
• Provides Administrator level password to prevent console operators from making changes to the system and intercom module configuration, HelpDesk software preferences, and advanced audio settings. This also prevents console operators from unauthorized monitoring of classrooms.
• Available for free from www.extron.com

The MediaLink System

Extron's MediaLink family of easy-to-install and easy-to-use products work together to connect, control, and switch AV presentation devices in small classrooms and conference rooms. The MLC 226 IP enhanced MediaLink Controller, the cornerstone of the MediaLink family, provides simplified system management and monitoring by centralizing all of the control elements of a complete AV system. By consolidating functionality and control of all connected AV and room devices into one intuitive standardized control point in the classrooms at UMass Boston, the professors feel at ease using the equipment. There are no complicated remote controls to lose or worry about, no batteries to wear out, and no confusing menus to memorize. In facilities where brands and types of projectors, DVD players, and VCRs may vary from room to room, controlling the AV system with a MediaLink Controller is always the same, regardless of where it is installed. The UMass Boston professors, some with little or no training, are able to walk into any multimedia classroom and operate the now-intuitive AV system without uncertainty or delay.

Enhanced Technical Support

"The main reason for selecting MediaLink is that we wanted a system built around the intercom product, and the IP-based intercom system was mainly for tech support," Wade said. "For example, many professors know how to connect the laptop to the system, but they forget to activate the VGA port on the laptop. This was a major issue. We do have professors who love all of the new technology. However, some professors are technophobes, and their technology is a piece of chalk. We have a broad range of professors, with varying degrees of technical savvy, and our job is to accommodate them all." Formal training is offered to the professors one week prior to the start of classes, but Wade pointed out that because the Extron equipment is so intuitive, most professors figure it out on their own.

"The real beauty of the system is that the professors can be supported from a remote desk across campus," Wade said. "They don't have to wait for someone to come from the other side of campus to help."

Global Viewer™

With Extron's free GlobalViewer Web-based software, the MediaLink Controllers, attached projectors, and other AV devices can be controlled, monitored, and accessed from any computer on a network. This means a number of AV resource management and technical support tasks, such as turning displays on and off and reporting lamp hours, can be achieved using the software. Altogether, IP Link and GlobalViewer provide a cost-effective means of centralizing AV system management and monitoring, thus enabling a higher level of AV system support to reduce demands on technical support personnel.

Also, because GlobalViewer provides the real-time status of connected devices, technicians can troubleshoot systems remotely. Information such as connection status, power state, and video input selection is displayed, and technicians can toggle the power of connected devices on or off, switch sources, and control volume from remote locations.

Because IP Link-enabled products are always on and routinely poll their attached devices for status information, if any serially controlled device, such as a projector or plasma display, is physically disconnected from the network, the MLC 226 IP monitoring its status will know immediately. In such an event, it can send an e-mail message warning of a possible theft.

John Jessoe, Manager of Distance Learning and Video Production at UMass Boston, said that they especially appreciate the e-mail notification feature in GlobalViewer, which they use to monitor equipment 24 hours a day, 7 days a week. "We've had two projectors stolen in the past year, and in both cases, GlobalViewer sent an instant disconnect notice to our media services staff, who contacted the police. The e-mail notification works, and it works flawlessly."

Making the Choice

There was some concern about having the MLC 226 IP and the intercom riding on the university's network, so Extron's Education Team arranged for a demonstration and test run. "Everyone was sold on the Extron products at that point," Wade said. "The IT guys gave us their blessing, and said, 'Go for it!'"

The decision was made to create 50 Tech 1 classrooms and two Tech 2 classrooms with mostly Extron equipment. Each of the 50 Tech 1 classrooms on campus was equipped with:

• MLC 226 IP L MediaLink Controller with IP Link and Lectern Faceplate
• IPI 104 AAP, Four-Button IP Intercom Module
• MLS 304 SA, Four Input MLS-MediaLink Switcher with Stereo Audio Amplifier
• VGA Extender Wall Mount to allow the signal to reach the projector
• MLM-WB+ Lockable Metal Wall Box with Flip-Down 4U Rack Space
• UCM RAAP Universal Controller Mounting Rack Kit
• AAP Single Blank Plate
• AAP Double Blank Plate and
• Assortment of Extron cables and adapters.

In addition, some rooms have an SCP 226 Secondary Control Panel that provides an additional control point in the room. Other equipment in each classroom includes a projector, a screen, a closed caption decoder, speakers, a laptop connection, aux video, and DVD/VHS combo. Most of the equipment is housed in the Extron MLM-WB+ Wall Box. The Tech 1 classrooms seat 20 to 30 students.

The two Tech 2 classrooms, one in Wheatley Hall and one in McCormack Hall, were designed for larger classes of up to 100 students. The AV equipment in the Tech 2 classrooms, including a document camera, a resident PC, a laptop connection, an auxiliary video input, and a DVD/VHS combo unit, is housed in a teaching console in the front of each room. There is also a PZM microphone mounted on the desk for sound reinforcement.

In addition, the Tech 2 classrooms include:

• MLC 226 IP L MediaLink Controller with IP Link
• IPI 104 AAP, Four Button IP Intercom Module
• MLS 506MA, Six Input MediaLink Switcher with Mono Audio Amplifier
• DVS 304, Four Input Video and RGB Scaler
• RGB 160xi, Universal Mountable Computer-Video Interface with Audio and ADSP™
• IRCM-DV+ Dual-Function DVD/VCR IR Control Module
• MLM 226 7GWP Seven-Gang Wall Mounting Kit for the MLC 226 IP
• SMB Series Gang Surface Mount Box and various Extron cables and adapters.

New Stand-Alone IP Intercom Modules

Our first IP Intercom modules were designed to work in conjunction with the MLC 226 IP MediaLink Controller. However, in some cases, IP Intercom stations are needed where there is no controller installed. To meet this need, we have just introduced the IP 200 series of stand-alone IP Intercom modules. The IPI 201 version has one backlit, configurable Push To Talk button for communicating with one recipient, and the IPI 204 has four backlit buttons that enable communications with four different recipients.

Other features of the IPI 201 and IPI 204:

• Provide two-way, half-duplex voice communications over an IP network
• Stand-alone IP addressable modules
• Mount in a two-gang wall plate
• Integrated speaker and microphone
• Balanced or unbalanced mono audio output on 3.5 mm captive screw connectors
• LED indicator shows when room is being monitored
• Automatically adjust for straight-through or crossover network cable
• Support Power over Ethernet, PoE 802.3af
• Available in black or white
• AAP mountable versions also available

Immediate Feedback

According to Simon Davis, Director of the Boston office of HB Communications, the integrator for the installation, the MediaLink controllers were the best product for UMass Boston because they are cost-efficient, simple to use, consistent from classroom to classroom, and easy to get the faculty to accept.

Wade and Jessoe were very impressed with the IP Intercom from the first time they used it after it was installed. "We were amazed," Wade said. "No noise, no buzz. I was in a classroom, and John was at the help desk in another building, but it sounded as if he was standing right next to me."

Davis was happy with the installation for another reason. "It's good to see a state school, where funds are not as accessible, receiving the technological upgrades they need," he said.

"We've been very happy with the MediaLink Controllers, and we've received a lot of positive response from faculty and staff. The controllers are easy to use. The professors push a button, and they see something happen; there's a click or a light. Educators like that tactile feedback," Wade said. "Even better, the IP Intercom system is technically flawless."

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