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Lafayette has implemented a new classroom management system that uses local area networks (LAN) to aid in the support, planning, security, and budgeting of smart classroom systems.
The Instructional Technology department is responsible for installation, design, support, and maintenance of 62 smart classroom systems campus wide. As the number of systems grew on campus, Lafayette sought a way to manage several issues:
The initial classroom installations on campus were difficult to operate, and did not use touch panels for control or systems switchers. Rather, they used document cameras and consumer stereo equipment to facilitate audio and video switching, with an average of four or five device remotes. In an effort to make the systems more reliable and user-friendly, Instructional Technology decided to embark on an aggressive three-year program for equipment replacement and renewal. It sought to develop a new classroom standard, which would include a touch panel with an intuitive interface in every classroom.
During the product search, Instructional Technology became interested in two solutions from AMX Corporation of Richardson, Tex. The company’s NetLinx system was different from older control system technology in that it leveraged the power of the LAN, connecting non-networked devices to the network. NetLinx allows Instructional Technology to control classroom equipment, monitor equipment maintenance, and send data to system administrators. With NetLinx, emails are automatically sent to indicate that projector lamps are dying, equipment is being stolen, systems are offline, and other basic information about system status. In addition, it allows creation of web-based versions of classroom touch panels, which facilitates classroom control from any device with a web browser on the LAN.
The next critical part, once the network infrastructure was in place, was an enterprise management system. Although Instructional Technology saw the advantages NetLinx brings to the table, it needed a way to centrally monitor and gather system information, interpret this data, and, finally, create reports. This would give a better understanding of how the equipment is used, and immediate knowledge of when equipment problems occur so they can be promptly corrected. Instructional Technology also wanted system administrators to be notified via an online method when a potential equipment theft was in progress. For these functions, Lafayette purchased MeetingManager, an AMX software application.
With MeetingManager, Instructional Technology can get real-time status of all systems on campus, as well as track device/system usage in a back-end database. This allows Instructional Technology to generate year-end reporting, which helps provide a better understanding of what equipment gets used and how often. System use statistics help in the equipment purchasing process by providing trends, needs, and the knowledge of older technology can be phased out.
Using the thresholds-based monitoring of MeetingManager, Instructional Technology is able to configure device use thresholds for all equipment in the room. For example, an alert indicates that projector lamps are dying so they can be replaced. MeetingManager has prevented classroom interruptions often caused by projector lamp replacements and equipment failures.
Parameters also can be custom-configured to suit specific needs. For example, Instructional Technology thought it would be helpful to know when a system has been left on in order to save on projector lamp life. With the “System Left On” parameter, any threshold can be set to indicate when a system has been left on. When the threshold is passed, the Instructional Technology department receives an email alerting it that the system has been on for four hours. Using MeetingManager’s scheduling feature, staff can cross-reference when the system was turned on with who was in that room. Immediate benefits resulted from using this parameter.
MeetingManager also has a scheduling feature that allows staff to cross reference system use with the faculty who use the equipment. With this feature, staff can determine if certain faculty have expertise in using certain equipment, and then target those faculty members to present to their colleagues new and innovative ways to use technology in the classroom. Another advantage of the scheduling feature is the ability to learn more about how teaching with technology differs in each discipline. This helps staff understand how they might better support and instruct faculty on the use of technology.
The scheduler also allows Instructional Technology to set up macros for events. For example, if a speaker needs a VCR to show a film at 8 p.m., staff can schedule the room to turn down the lights, lower the screen, turn on the projector, and source the VCR at 8 p.m. The user simply has to put the tape in and press “play.” This helps with events that are scheduled after support staff have left for the day.
Another benefit is that staff can respond to emergencies in the classroom with new help screens on a touch panel. When pressed, the help buttons both send and email a text message to the Instructional Technology department’s pager with the problem type and location. With no phones in the classrooms, these help screens provide a level of service and support never before possible.
In sum, MeetingManager allows Lafayette to plan new technology-enhanced classrooms, phase out older technology, and receive early warnings for equipment failures, while increasing equipment reliability and up-time. It has helped the College address core support and budgeting issues with classroom technology, and has quickly become the most valuable tool in the Instructional Technology department.