User Guide
Technology Training Suite
James Grice NEC Group
THE TECHNOLOGY TRAINING SUITE USER GUIDE This manual is designed to provide you with all of the information you need to make use of the facilities provided within the Technology Training Suite. If you have any questions about any of the content then please contact James Grice on x72842 or by email james.grice@necgroup.co.uk
CONTENTS Desktop PC’s ........................................................................................................................................................... 3 Trainers PC .......................................................................................................................................................... 3 Projector ......................................................................................................................................................... 3 SMART Board .................................................................................................................................................. 3 Wireless Presenter Mouse .............................................................................................................................. 4 Delegate PC’s ...................................................................................................................................................... 5 Generic Login ID’s ............................................................................................................................................... 5 Printer and Telephone ............................................................................................................................................ 5 Audio System .......................................................................................................................................................... 6 Troubleshooting the Audio System .................................................................................................................... 7 Flip Chart / Whiteboard .......................................................................................................................................... 8 Flip Chart ............................................................................................................................................................. 8 Magic Whiteboard .............................................................................................................................................. 8 Refreshments ......................................................................................................................................................... 9 Coffee Machine .................................................................................................................................................. 9 Making a drink ................................................................................................................................................ 9 Maintaining the Coffee Machine .................................................................................................................... 9 Water Dispenser ............................................................................................................................................... 10 Stock Levels ...................................................................................................................................................... 10 Lighting ................................................................................................................................................................. 10 Stationary Supplies ............................................................................................................................................... 11 Booking the Technology Training Suite ................................................................................................................ 12 Feedback ............................................................................................................................................................... 15
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THE TECHNOLOGY TRAINING SUITE USER GUIDE
DESKTOP PC’S The Training suite comprises of ten delegate PC’s and one trainer PC. All of the PC’s are located in racks under the desks and come connected with a monitor, keyboard and mouse. All of the PC’s are connected to the corporate network so that anyone with a login ID can use them as they would any other computer. There is also a set of generic login ID’s which can be used should you not wish to use your own or if the delegate does not have an ID.
TRAINERS PC The trainer PC comes with a few added extras. The room itself has a built in Audio system so that if you wished to use video or audio in your presentation or during a training session you can do so. This audio system has a connection to the trainers PC so that any sounds from the computer can be played around the room. (read more in the Audio section of this guide) As well as audio the trainers PC is also connected to the ceiling mounted projector and the SMART board.
PROJECTOR The projector is located on the ceiling in the centre of the desk arrangement. It is controlled from the unit and a remote can be found in the stationary cupboards if needed. The projector simply needs to be powered on to become operational. The projector works in tandem with the SMART Board and must be turned on in order to use the SMART board’s functionality.
SMART BOARD The SMART Board is a fantastic tool when presenting. You can use it as a digital white board. Using the pens from the tray in front of the board you can write on the screen and your movements will appear as if you had used a marker pen. There are four colours and only one pen can be active at any one time. If you pick up more than one pen then only the most recently removed will work on the screen. Once you
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THE TECHNOLOGY TRAINING SUITE USER GUIDE have made you markings on the screen and then wish to delete them simply pick up the eraser and use as if it were a sponge. The second main feature of the SMART Board is its ability to provide a touch screen effect for the trainers PC. So if you wish to click something on screen simply touch the area on the SMART Board with your hand and the SMART Board will treat you touch like a mouse click.
WIRELESS PRESENTER MOUSE The trainer PC has a special mouse which has dual functionality. When in normal use the mouse is simply a wireless mouse and works as any mouse would. However if you click the small button on the top of the mouse and then turn it over it becomes a presenter clicker. While in mouse mode you can use the small silver buttons down either side of the mouse to provide special functionality. One provides an on screen magnifier if you want to make a certain area of the screen more clear for delegates. The other button provides you with a display of all currently open windows. Once you have flipped the mouse over to use a presenter you have some more options again. Now you can use the arrow buttons to move backwards and forwards through presentations. You have a play/pause button for controlling media as well as volume controls. Finally there is also a laser pointer which is located at the tip of the mouse and is controlled by the yellow button on the underside of the mouse. This allows you to point a red laser marker at anything you wish to draw attention to. In order to use the mouse you must switch it on. The button is located on the base of the mouse as indicated. Please make sure you turn the mouse off after use to prevent battery wastage. The mouse is powered by two AAA batteries and spares can be found in the stationary cupboard. Should the mouse not work for any reason there is a standard cabled USB mouse in the stationary cupboard which can be connected to prevent time wasting during a course.
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DELEGATE PC’S There are ten delegate machines all of exactly the same specification and functionality. As previously mentioned they are all connected to the corporate network and can be used the same as any other machine. ne. the same as any other machi Should you have any issues with the use of these PCs then please report problems to the IT Service Desk on x72513 or via the Service Portal.
GENERIC LOGIN ID’S If you do not want to login to any of the machines with your own login ID then you can use the below generic ID’s Login ID Trainer
Password Contact the Service Desk
Delegate
Contact the Service Desk
Please note the above login ID’s and passwords are case sensitive.
PRINTER AND TELEPHONE The training suite has a LaserJet black and white printer in it should you need to print or have delegates print anything off. This can be installed in the same way other printer across the group are now done using the web pages provided for NEC venue. Spare paper is kept in the stationary cupboard. There is also a standard IP Touch 4018 Telephone. The number for this is x73307. If you have any troubles with any of this equipment please contact the IT Service Desk on x72513 or log a call through the IT Service Portal.
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Use This ID is for use on the trainer PC by the trainer only. This ID can be used on all of the delegate PCs
THE TECHNOLOGY TRAINING SUITE USER GUIDE
AUDIO SYSTEM The training suite has a built in audio system which you can use to play music or for delivering sound from a presentation or video. There are currently two connection types available to you. The first is the connection to the trainer PC. This will play any sound the computer makes from presentations to video content to the clicking of the mouse. The second is a separate cable which connects to any audio headphone jack. This will allow you to play almost anything that has a headphone connection. Examples might be an IPOD (or other music player), In car DVD players, CD and Cassette players, portable games consoles and much more. The image to the left is the control unit for the audio. This allows you to change volume levels and select the input device. If you want to us the PC sound then the source must be set to “DVD/AUX” if you wish to use the audio jack cable on an external device then you must set the source to “CD” To do this turn the knob pictured until the red LED is lit in the appropriate source. To adjust the volume then use the larger dial situated in the middle of the device. The speakers in the room are located in the ceiling and there are two in total. One at either end of the desk arrangement. Although it may appear their are more than this in the ceiling, the other visible speakers are for the PA system. 6 | P a g e
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TROUBLESHOOTING THE AUDIO SYSTEM Should you experience any difficulties using the audio then there are some basic checks you should do before contacting IT. Firstly check that the correct source is selected (as above), then check the volume is up on both the audio controls and the device playing the sound (PC or external). If you are satisfied that these connections are fine then you can check the cabling on the wall. Firstly as pictured check that these three cables are firmly in the connection panel (panel is located on the wall behind the trainers desk). Then check that the cables in the back of the audio system are all firmly pushed in. If all of the above have been done and this still does not fix your problem please contact James Grice on x72842 or by email. If you are unable to contact James then please log a call with the IT Service Desk.
APPLICATION AVAILABILITY Before using the training suite you should have requested any additional application installs to be performed on the PC’s. If for some reason your request has not been fulfilled or should you require more applications than initially requested please contact the Service Desk on x72513 or via the Service Portal. Please note that additional application requests above those made at the initial booking stage may not be satisfied due to the procedures implemented within IT which may prevent immediate resolution. When making a request please ensure you have details of the Asset numbers for the machines in question. These can be found later in this guide in the floor plan section.
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FLIP CHART / WHITEBOARD The training suite is equipped with various ways with which you can illustrate or make notes. Other than the digital method of using the SMART Board there are also a couple of other choices available.
FLIP CHART The flip chart stand is a multi purpose stand which provides clips for standard paper pads and flip chart pens as well as a magnetic surface which doubles as a white board. If you wish to use standard paper pads then these can be found in the stationary cupboard along with a set of pens. The magnets are attached to the board should you need them. If you would prefer to use the white board then simply remove the flip pad and using the white board markers (in the stationary cupboard), write away to your hearts content. Please make sure when using the pens that you use the correct type. DO NOT use the flip chart pens on the white board as this will ruin the surface.
MAGIC WHITEBOARD As an alternative to the above we also have Magic Whiteboard (as featured on Dragons Den) which is a roll of plastic sheets you can apply to any wall. These can then be written on as if they were a whiteboard. This is more useful if you are breaking the group into teams and they need their own canvas to work from. They will stick to any wall in the room and work with standard white board markers. Again please do not use normal flip pad pens as they will ruin the magic whiteboard. The surfaces can be wiped and re used so please do not use countless pages unnecessarily as it not a cheap product. Once you have finished with your whiteboard sheet just drop it in the rubbish bin. 8 | P a g e
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REFRESHMENTS As we appreciate the training suite is a bit of a walk from Centre Core we have provided a coffee machine and water dispenser for delegates use during occupation. To compliment this there are two coffee tables for use either during a course or during breaks.
COFFEE MACHINE The coffee machine is a quick and simple way to get a warm drink or a blast of caffeine. On the front of the machine are selections of different drinks which can be enjoyed throughout the day.
MAKING A DRINK To create a drink of your choice, simply take one of the paper cups located to the side of the machine and place in the machine. Then select your drink capsule from the choices available. Take your choice and with the angled end facing away from you insert it into the small space above where your cup goes. The machine will then pull the capsule in and vend your drink. Sugar and milk are available under the drink capsules in the stand.
MAINTAINING THE COFFEE MACHINE The machine requires manually filling with water as there are no water sources in the room to be plumbed into. Therefore if you see a message instructing you to refill the machine here is what you do. Open the front of the machine by lifting the front gently and opening out on the hinge. You will then see inside a white tube and a section at the top where you will add the water. Take one of the large bottles of water from inside the stationary cupboard and carefully pour the water into the white tray at the top of the tube. Allow the water to completely disappear down the tube every so often to see how full the machine is. The white tube will show you how full it is and you can keep adding until it reaches the top. Once you have done simply close the door and wait a short time while the machine re heats the water. As soon as the display says ready you can once again enjoy a hot drink. 9 | P a g e
THE TECHNOLOGY TRAINING SUITE USER GUIDE
WATER DISPENSER As well as coffee the suite also has a cold water dispenser. If you wish to use this then as with the coffee please feel free. As with any dispenser simply place a plastic cup under the tap and push down on one of the coloured buttons. One will dispense cold water and one will be chilled. Spare bottles are kept next to the dispenser. If the bottle runs out then pull it firmly upwards away from the unit. Then remove the tab on the spare bottle and carefully place the new bottle onto the dispenser. Warning – Fresh bottles are very heavy. If you are unable to change this on your own please ask a colleague for assistance.
STOCK LEVELS If the water dispenser or coffee machine is low or out of any particular item please report this to James Grice x72842 or via email. Do not contact the IT Service Desk as these machines are not covered by IT.
LIGHTING The training suite has several different lighting options depending on the user’s requirements. There are three banks of lights running down the room and each can be controlled separately. There is also a set of spotlights which can be used for lighting only the delegate’s desks. The switch for these is located by the entrance to the room. Each of the three banks can be dimmed if they are considered to bright. To dim any of these banks push and hold the light switch button associated with the bank and release again when the lights have reached the desired levels. To re brighten repeat the process. The spotlights are controlled by the small button at the right of the panel. If any of the lighting is faulty or not working as expected please report this to James Grice x72842 or via email.
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STATIONARY SUPPLIES In the training suite are two cupboards at the back of the room. All of the stationary supplies are kept in these. The following should be available at all times:‐ Item Flip Chart Pads Flip Chart Pens White Board Markers White Board Cleaner Cloths USB Mouse Magic Whiteboard Coffee Cups Milk, Sugar and Spare Capsules Water Bottles 5ltr White Paper Ballpoint Pens
Quantity X2 X2 Boxes X2 Boxes X1 X1 X1 X1 Box X1 Box X1 Box X2 X1 Ream X1 Box
Other items may also be available in the cupboards but only the above items will be guaranteed to all users. Should you notice stock is low, or if you use the last of something please inform James Grice x72842 or via email.
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THE TECHNOLOGY TRAINING SUITE USER GUIDE
BOOKING THE TECHNOLOGY TRAINING SUITE The technology training suite calendar is located on Talkonline under the Technology Training pages. The process for booking is detailed below but should you require any further information please contact James Grice x72842 or via email. If you would like to book the Technology Training Suite then follow these steps:1.
After you have checked that the date you require is available click "new" as shown below.
2. Now complete the form on screen with the name of your course, your name and department, your PC requirements and the dates you require the room. Ignore the final two fields as indicated on the screen shot below. PLEASE NOTE: Block bookings cannot be made for this room. Please do not book the room if you do not intend to occupy it.
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3. After you have completed the form click "ok". This will then submit your request for approval, you will also receive an email confirming that your request has been sent. 4. Once your request has been reviewed you will receive notification via email to confirm or cancel your request.
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THE TECHNOLOGY TRAINING SUITE USER GUIDE
TECHNOLOGY TRAINING SUITE ROOM PLAN
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FEEDBACK We are always looking for ways to improve the services we offer. If you have any ideas, thoughts or general feedback on the suite or any of its contents please email james.grice@necgroup.co.uk
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