Rev Event RunBook Vbrick Guide to Executing Webcast Events Version 1.4.1

Transcription

1 Rev Event RunBk Vbrick Guide t Executing Webcast Events Versin Cpyright 2018 Vbrick Systems, Inc. All rights reserved

2 Cntents Cntents... 1 Intrductin... 2 Targeted Audience... 2 Rles... 2 Lgical Summary... 3 Webcasting Preparatin... 4 Preparing fr Large-Scale Webcast Events... 4 Appendix A: Rev Clud Event Checklist... 5 Live Event Checklist... 5 Appendix B: On-Premise Rev Checklist... 8 Live Bradcast... 8 Appendix C: DME Zne Table Appendix D: Client Issue Tracking Table Cpyright 2017 Vbrick Systems, Inc. All rights reserved 1

3 Intrductin The Vbrick Webcasting platfrm cnsists f three primary cmpnents, the Rev prtal, the Distributed Media Engines (DME) and the vide surce devices (Cisc TCS, Cisc CMS, Rich Media Studi, VB9000 encder, r ther 3rd party encders). All vides are stred and/r streamed frm the DME s lcated in the custmer netwrk, r frm the Rev Clud Service. Vides are nt stred r streamed frm the Rev prtal servers. Use Appendix C t track the Znes and DME lcatins. Targeted Audience This guide is targeted t Webcast Administratrs, Event Administratrs, and Webcast Cnsultants that plan and execute webcasts within the Vbrick Rev n-premise and/r Rev Clud envirnments Rles This guide is targeted t Webcast Administratrs, Event Administratrs, and Webcast Cnsultants that plan and execute webcasts within the Vbrick Rev n-premise and/r Rev Clud envirnments. VBRICK ROLES Executive Representative (Large-Scale Clud Events Only) Executive team member wh is designated with versight f the event. This executive may be n the call, r may be available fr cntact. If the executive representative is n hand, they may make a call n a cntingency plan, therwise all calls are made in cmpliance with the published plan by the Event Crdinatr. Principal Engineer (Large-Scale Clud Events Only) The Operatins staff member designated t lead technical supprt activities fr the event. Will have the ability t mnitr all indicatrs and discver issues. The Engineer will enact the technical prvisins f the plan, and will assist any supprting engineers with plan executin if that is necessary. Custmer Liaisn (Clud Events Only) The Vbrick staff member wh is in cntact with the custmer, and wh have taken n the rle f single pint f cntact with the custmer. If the prject implementatin stage is still active, this will be the Engagement Manager. If the slutin is in prductin, the Custmer Success Manager will be the custmer liaisn. Cpyright 2017 Vbrick Systems, Inc. All rights reserved 2

4 Supprting Engineers (Large-Scale Clud Events Only) Members f the Operatins staff wh are available t assist with the event. CUSTOMER ROLES Site Admin Custmer cntact respnsible fr administering the Vbrick Rev envirnment. Event Admin Custmer cntact assigned t run the live webcast within the Rev Envirnment. Webcast Admin Custmer cntact respnsible fr rganizing webcast. Netwrk Supprt Admin Custmer cntact able t prvide netwrk assistance n the custmer netwrk. Lgical Summary The Vbrick Webcasting platfrm cnsists f 3 primary cmpnents, the Rev prtal, the Distributed Media Engines (DME) and the Vide surce devices (Cisc TCS, Rich Media Studi, VB9000 encder, r ther 3rd party encders). All vides are stred and/r streamed frm the DME s lcated in the custmer netwrk, r frm the Rev Clud Service. Vides are nt stred r streamed frm the Rev prtal servers. Use Appendix C t track the Znes and DME lcatins. Znes are created based n surce IP addresses. Each zne defines the surce IP address ranges and the streaming servers used t supply vide t that zne. There may be ne r many surce servers supprting each zne. In a clud envirnment, the zne architecture als allws a custmer t pint external and VPN users t the Vbrick clud-based service called Rev Clud, which fflads the vide streaming frm the custmer netwrk. Prper cnfiguratin f VPN split tunneling may be required fr this t functin prperly fr VPN users. When a user selects a vide r webcast a vide player is displayed in their brwser. This player cnnects directly with the vide surce as defined within their zne. Only vides stred r streamed frm the surce servers defined in their zne are displayed fr selectin. In additin, users nly see vides that are cmpatible with their device s a user might lg int the site using a Windws PC and see different vides than when they lg in using their ipad. This zning lgic cmbined with the distributed streaming servers allws a custmer t supprt the entire end-user cmmunity withut significantly upgrading the WAN. Cpyright 2017 Vbrick Systems, Inc. All rights reserved 3

5 Webcasting Preparatin The key t a successful webcast revlves arund thrughly planning fr the event. Whether the event is being held in the Rev Clud r thrugh an n-premise deplyment f Rev, testing the event befre the presentatin takes place is imperative fr finding any hles in planning r cverage f the event. Vbrick recmmends running a test event at least a day befre the actual event using the same surce vide, and emulating the prductin event as clse as pssible. Appendices A and B prvide a checklist that can be used as a guide fr running yur test event and prductin event planning. Appendix D allws fr tracking f any client issues during the testing phase f the event planning. While this dcument des nt guarantee a successful webcast, this dcument can be used fr planning and executing webcasts within the Vbrick Rev n-premise and Rev Clud envirnments with a higher degree f success. Event administratrs can use this dcument fr small r large webcasts, being sure t fllw the checklist as a planning tl. Any changes t typical standard webcasts shuld be tested ahead f time t ensure any new techniques are successful. This guide is a general wrkflw recmmendatin and each deplyed Rev envirnment can vary, pssibly changing the imprtance f each f the recmmended checklist items. Preparing fr Large-Scale Webcast Events If a DME lad test has never been perfrmed n yur netwrk, Vbrick ffers a fr pay ptin t d DME lad-testing within yur envirnment t make sure the DMEs supprt the designed lad allwance fr the slutin. Fr large-scale webcast events cnsisting f ver 2,000 cncurrent users, we recmmend sme additinal prvisins t the preparatin f the event. One week befre the event, ntify internal netwrk administratrs f the ptential high netwrk utilizatin fr the event. Als, fr Rev Clud events, cntact Vbrick t ntify them f the upcming event. The day befre the event (preferably mre than 24 hurs), check the health f the DMEs and cycle the pwer n the DMEs as needed. If that step is taken, be sure t ensure that they have prperly restarted. Create a test webcast, making sure t use the same vide surce, encders, and cnfiguratins that will be used fr the actual event. Uplad any PwerPint presentatins that will be used. Once the test event has been created, start the live bradcast surce and start the webcast event in Rev. If yu will be recrding the event, start the recrding, making sure that this ptin is available. Cnfirm all streams audi and vide are wrking crrectly. If yu dn t have test users, make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page. This includes verifying that all the viewer znes and the DMEs are streaming as designed. Once this has been verified, Cpyright 2017 Vbrick Systems, Inc. All rights reserved 4

6 stp the recrding and the webcast and ensure that the recrded vide is available as an ndemand recrding and is playable. The day f the event, start the encder bradcast, ensuring t start the crrect surce encder. Befre starting the webcast make sure that the crrect surce encder is selected. Als, be sure t use the crrect permissins fr the event. Uplad any required PwerPint presentatin befre starting the webcast. It is als recmmended t enter a supprt int the event descriptin s that users experiencing truble knw hw t reach ut fr assistance. Up t 15 minutes befre the event is scheduled t begin, start the Live Webcast. Make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page. Cnfirm all streams audi and vide are wrking crrectly. Have anther user pen up a brwser t view the Live Webcast as a typical user wuld view. The event admin shuld be sure t keep pen the event admin page. Verify that all the viewer znes and the DMEs are streaming as designed. Once yu have verified everything is wrking as designed, start the recrding befre the event begins. Upn cnclusin f the event, stp the recrding and then stp the Live Webcast. Wait fr the recrding t prcess then ensure it recrded prperly by viewing it. Appendix A: Rev Clud Event Checklist Live Event Checklist ONE WEEK BEFORE THE EVENT Fr any event cnsisting f ver 2,000 cncurrent viewers yur Vbrick Custmer Cntact (This will either be the Custmer Success cntact r standard Vbrick Supprt) with webcast details: Cmpany Name and Pint f Cntact Event Name Event Date and Time Expected viewer attendance Ntify internal Netwrk Supprt Admins f ptential high netwrk utilizatin during the event Send cmmunicatin t end users regarding supprted brwsers and ther infrmatin t help reduce supprt calls Cpyright 2017 Vbrick Systems, Inc. All rights reserved 5

7 24 HOURS BEFORE THE EVENT. Rebt DMEs (As needed) Ensure DMEs restart withut issue. Cnfirm needed hardware is peratinal and respnsive Encders DMEs Set Tp Bxes Create a test Event webcast Make sure t use the same vide surce and encder that will be used fr the actual event Uplad a PwerPint Presentatin (any PPT will wrk if the actual presentatin is nt available at this time) Use the same webcast cnfiguratins as the actual event, including event administratr, presentatin prfile, and webcast features (chat, Q&A, plling) Test and cnfirm audi levels fr the event and make sure nt t adjust them between the test and the event Start the Encder / Live Bradcast surce Start the Live Webcast Event in REV Start a Recrding in REV Make sure this ptin is available and that yu can successfully start a recrding Cnfirm all streams audi & vide are wrking crrectly. If yu dn t have test users, make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page All Znes and DMEs Default / Internet Wireless VPN Etc. Stp the recrding and stp the Webcast Cpyright 2017 Vbrick Systems, Inc. All rights reserved 6

8 Ensure the vide recrded and that the n-demand versin is playable Create the Event fr the fficial webcast ITEMS TO BE TESTED UP TO 1 HOUR BEFORE THE EVENT START. Verify the previus day checklist was cmpleted Cnfirm the event time is crrect Start the Encder Bradcast Make sure yu start the crrect surce encder Cnfirm audi levels fr event ITEMS TO BE TESTED UP 15 MINUTES BEFORE THE EVENT START TIME AND THINGS TO DO DURING AND AFTER THE EVENT. Befre starting the Live Webcast Make sure the crrect surce encder is selected in the Rev Webcasts Event settings page Make sure the crrect permissins are set (Private, All Users, Public) Make sure any PwerPint presentatins that need t be upladed are dne befre starting the webcast Make sure t include a supprt address is in the event descriptin Start the Live Webcast Event Make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page Cnfirm all streams audi & vide are wrking crrectly. If yu dn t have test users, make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page All Znes and DMEs Default / Internet Wireless VPN Etc. Start the Recrding Make sure t start the recrding befre the event starts Stp the Recrding, stp the Live Webcast Cpyright 2017 Vbrick Systems, Inc. All rights reserved 7

9 Wait fr the recrding t prcess then ensure it recrded prperly by viewing it Appendix B: On-Premise Rev Checklist Live Bradcast ONE WEEK BEFORE THE EVENT Ntify internal Netwrk Supprt Admins f ptential high netwrk utilizatin during the event Send cmmunicatin t end users regarding supprted brwsers and ther infrmatin t help reduce supprt calls 24 HOURS BEFORE THE EVENT. Rebt DME s (As needed) Ensure DMEs restart withut issue Cnfirm needed hardware is peratinal and respnsive Encders DMEs Set Tp Bxes Create a test Event webcast Make sure t use the same vide surce and encder that will be used fr the actual event Uplad a PwerPint Presentatin (any PPT will wrk if the actual presentatin is nt available at this time) Use the same webcast cnfiguratins as the actual event, including event administratr, presentatin prfile, and webcast features (chat, Q&A, plling) Test and cnfirm audi levels fr the event and make sure nt t adjust them between the test and the actual event Start the Encder / Live Bradcast surce Start the Live Webcast Event in Rev Start a Recrding in Rev Make sure this ptin is available and that yu can successfully start a recrding Cpyright 2017 Vbrick Systems, Inc. All rights reserved 8

10 Cnfirm all streams audi and vide are wrking crrectly. If yu dn t have test users, make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page All Znes and DMEs Default / Internet Wireless VPN Etc. Stp the recrding and stp the Webcast Ensure the vide recrded and that the n-demand versin is playable Create Event fr the fficial webcast ITEMS TO BE TESTED UP TO 1 HOUR BEFORE THE EVENT START TIME. Verify that the previus day checklist was cmpleted Cnfirm the event time is crrect Start the Encder Bradcast Make sure yu start the crrect surce encder Cnfirm audi levels fr event ITEMS TO BE TESTED UP TO 15 MINUTES BEFORE THE EVENT START TIME AND THINGS TO DO DURING + AFTER THE EVENT. Befre starting the Live Webcast Make sure the crrect surce encder is selected in the Rev Webcasts Event settings page. Make sure the crrect permissins are set (Private, All Users, Public) Make sure any PwerPint Presentatins that need t be upladed are dne befre starting the webcast. Make sure t include a supprt address is in the event descriptin. Start the Live Webcast Event Make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page. Cpyright 2017 Vbrick Systems, Inc. All rights reserved 9

11 Cnfirm all streams audi and vide are wrking crrectly. If yu dn t have test users, make sure yu pen a new incgnit windw r different brwser t view the Live Webcast as a typical user wuld view, in additin t the event admin page. All Znes and DMEs Default / Internet Wireless VPN Etc. Start the Recrding Make sure t start the recrding befre the event starts. Stp the Recrding, stp the Live Webcast Wait fr the recrding t prcess then ensure it recrded prperly by viewing it. Appendix C: DME Zne Table Cpyright 2017 Vbrick Systems, Inc. All rights reserved 10

12 This table shuld be filled ut by the custmer t reference the Znes and DMEs used within the Webcasting deplyment. Each field can be filled in with their detailed infrmatin, as well as the netwrk cnnectins upstream t aid in trubleshting. Insert mre rws as needed by the amunt f znes/dmes that yu have within yur deplyment. ZONE IP CHECKLIST REGION DME HOST NAME DME TYPE MULTICAST IP ADDRESS RANGE SWITCH PORT INFORMATION What Sw(s) and Prt(s) the DMEs are cnnected t. DME SERVER IP ADDRESSES Appendix D: Client Issue Tracking Table Cpyright 2017 Vbrick Systems, Inc. All rights reserved 11

13 The Client Issue Tracking Table is used during testing and trubleshting t prvide tracking f end-user issues and cncerns. This is a sample f a table that may best be created as a spreadsheet. USER REV USER ID OFFICE LOCATION IP ADDRESS BROWSER & VERSION TIME OF ISSUE DESCRIPTION OF ISSUE STEPS TO REPRODUCE ADDITIONAL INFO Cpyright 2017 Vbrick Systems, Inc. All rights reserved 12