|| Add TelePresence Conductor to Cisco TMS:|
If you have not already done so, add each TelePresence Conductor that you plan to use for scheduling, as a system in Cisco TMS, and associate each system with the appropriate zone. See the Cisco TMS help or the Cisco TMS Administrator Guide (search for "Adding Systems") at the following URL on Cisco.com: http://www.cisco.com/c/en/us/support/conferencing/telepresence-management-suite-tms/products-maintenance-guides-list.html
||If you use clustered TelePresence Conductors, define only one node per cluster to Cisco TMS.|
||Define IP Zone for TelePresence Conductor in Cisco TMS:|
If you have not already done so, in Cisco TMS go to Administrative Tools > Locations > IP Zones and define one IP zone per TelePresence Conductor, or per TelePresence Conductor cluster.
||Configure conference bridge resources in TelePresence Conductor:|
In TelePresence Conductor, configure one or more conference bridge pools and Service Preferences for the conference bridges to be used for scheduled conferences.
Pools and Service Preferences should only contain bridges within the same physical location.
Various configurations are possible depending on the requirements of your organization. In particular, whether you need to allocate dedicated resources just for scheduled conferences or if it is acceptable to share resources with non-scheduled conferences. The latter case has the risk that a scheduled conference may not be able to start if non-scheduled conferences have already used up the available resources.
Configuration examples are given in the Cisco Collaboration Meeting Rooms (CMR) Premises 5.0 Solution Guide, available on Cisco.com: http://www.cisco.com/c/dam/en/us/td/docs/telepresence/infrastructure/solutions/cmrpremises/cmr-premises-solution-guide-r5-0.pdf.
To optionally implement the Scheduling—dedicated bridge case, you must "mark" the relevant conference bridge pool(s) for scheduling use. Do this on the Service Preference page in TelePresence Conductor.
||When configuring conference bridge pools dedicated for scheduling, we recommend the following:|
Give the conference bridge pool a name indicating that it should only be used for scheduled conferences.
Check that the pool is only used in a single Service Preference
Check that the Service Preference is not used in a CMR or ad hoc conference.
||Allocate the TelePresence Conductor location:|
Allocate the appropriate Location to each conference bridge pool defined in the previous task. Scheduled conferences do not need a dedicated Location. Use the same Location that is assigned for rendezvous conferences.
||Configure conference templates in TelePresence Conductor:|
If a suitable conference template does not already exist in TelePresence Conductor, define one or more templates to reflect your scheduled conferencing requirements.
In TelePresence Conductor, go to Conference configuration > Conference templates. Set Scheduled conference to Yes.
||Configure conference aliases in TelePresence Conductor:|
Define one or more TelePresence Conductor aliases to reflect your scheduled conferencing requirements.
In TelePresence Conductor, go to Conference configuration > Conference aliases.
These configuration requirements apply:
Personal CMRs provisioned through Cisco TMSPE cannot be used for scheduled conferences.
A dedicated conference alias is required for scheduled conferences. Do not use a conference alias that is already allocated to non-scheduled conferences.
Set Allow conference to be created to No.
||Configure conference aliases in Cisco TMS:|
In Cisco TMS, go to Systems > Navigator > select the TelePresence Conductor Aliases and select Aliases and select New.
The alias names do not have to match their corresponding conference aliases in TelePresence Conductor, but it may be administratively convenient to use the same names.
Specify the Alias Pattern setting to match the Incoming alias setting for the corresponding conference alias in TelePresence Conductor. (Unlike the TelePresence Conductor, the pattern is not specified as a regular expression.)
Cisco TMS aliases are assigned dynamically by TMS when it creates conferences, and can be manually modified.
||(Optional) Edit Service Preferences in Cisco TMS:|
Unlike conference aliases, Cisco TMS automatically creates its Service Preferences. Values are populated from the Service Preference in TelePresence Conductor that is associated with the relevant alias pattern.
To optionally change Service Preference settings, in Cisco TMS, go to Systems > Navigator > Conductor > Service Preferences and select Edit.
TelePresence Conductor reports the total capacity of a Service Preference to Cisco TMS. Unless you use a single, dedicated bridge for scheduling, you may want to change the Capacity Adjustment setting from its default value of 100% and monitor the effect. This setting specifies what percentage of the total capacity will be available to Cisco TMS for scheduling conferences with this Service Preference.
You might want to set the Capacity Adjustment to greater than 100 if:
You use cascades, and meetings tend not to cascade frequently. This could offset the potential for cascade resources to be reserved, but not actually used.
You use resource optimization for the bridges. Cisco TMS does not take optimization into account for resources that are dedicated just for scheduled conference use. Depending on the mix of endpoints involved, the endpoints may not actually use all of the resources that get allocated to them via the Conductor template settings. Overallocating capacity may offset the potential for resources to be reserved but not actually used, if the capacity initially booked by TMS is greater than the resources actually used after optimization frees up initial resources.
Over-allocating capacity (greater than 100%) clearly increases the risk that resources will be insufficient to support all participants. To minimize that risk you could use a reserve bridge pool that isn't marked for scheduling, which oversubscribed conferences can flow into.
You might want to set the Capacity Adjustment to less than 100 in the following cases:
Generally with shared bridges for scheduled and non-scheduled conferences, since under-allocating capacity can minimize the risk of people being unable to join due to insufficient resources.
If meetings tend to get bigger than predicted (where invites are being forwarded or uninvited participants try to join).
||(Optional) Add conference bridges in Cisco TMS:|
If you want to do so, there are some advantages to optionally configuring TelePresence Conductor-managed conference bridges in Cisco TMS.
||Configure TelePresence Conductor settings in TMS:|
In Cisco TMS, go to Systems > Navigator > select the TelePresence Conductor and go to Settings > Edit Settings.
In TMS Scheduling Settings, select the booking and dialing options for the TelePresence Conductor.
Do not enable H.323 dialing in either direction.
Do enable SIP URI dialing.
Optionally, go to Extended Settings to configure customized conference ID ranges with a specific number range and step value.
||Schedule the Conferences:|
Note This guide describes the Cisco TMS Booking > New Conference method to schedule conferences. Other methods are available, including Smart Scheduler through Cisco TMSPE, Microsoft Outlook through Cisco TMSXE, and the Cisco TMSBA Booking API.
In Cisco TMS go to Booking > New Conference and define appropriate settings for the conference:
Use the Basic Settings to define a conference title, connection method, conference owner, start and end time, Cisco WebEx options, and options for recurrence.
Further options are available in the Advanced Settings area.
Use the Participants tab to add users and endpoints to the conference.
When you save a conference, dial-in numbers for the conference are distributed via email to the organizer and/or participants. Updated numbers are distributed if you subsequently update a conference.