Intel IT explains how they used all-in-one devices as collaboration tools both in the office as well as lab spaces. By providing efficient collaboration solutions, we help our employees be more productive and have greater job satisfaction.

1. IT@Intel:
Creating Smart Spaces with
All-in-Ones
Omer Ben-Shalom, Uri Cohen, Avishai Goldberg, Omer Livne
May 2014

2. Copyright © 2014, Intel Corporation. All rights reserved.
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This presentation is for informational purposes only. INTEL MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Slides 10 and 12:
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Slide 14:
Intel® vPro™ technology is sophisticated and requires setup and activation. Availability of features and results will depend upon the setup and configuration of your hardware, software, and IT
environments. To learn more visit: www.intel.com/content/www/us/en/architecture-and-technology/vpro/vpro-technology-general.html.
Requires activation and a system with a corporate network connection, an Intel® AMT-enabled chipset, network hardware, and software. For notebooks, Intel AMT may be unavailable or
limited over a host OS-based VPN, when connecting wirelessly, on battery power, sleeping, hibernating, or powered off. Results dependent upon hardware, setup, and configuration. For more
information, visit www.intel.com/technology/vpro/index.htm.
KVM Remote Control (Keyboard, Video, Mouse) is only available with the Intel® Xeon® processor family, Intel® Core™ i5 vPro™ processor, and Intel® Core™ i7 vPro™ processor running activated
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As part of Intel IT’s charter to provide
efficient collaboration solutions, we keep
pushing the envelope for enterprise-wide
solutions to increase the productivity of our
employees.
We are focusing our efforts on providing rich
interpersonal interactions between
individuals and teams by using audio, video,
data sharing, and e-whiteboarding.
Our goal is to make such interactions natural,
intuitive, and immersive.
Background
We believe Smart Spaces will improve team
collaboration and increase employee productivity.

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Our current solution is two-tiered:
Hardware-centric infrastructure solutions focus on “conference room”
group collaboration; these resources are limited and pre-scheduled.
Software-centric solutions running on personal devices are prevalent
and used in both ad hoc and scheduled modes. These solutions are
targeted for individual usage and do not provide the same high-grade
immersive experience for group collaboration.
The challenge with existing solutions is that our high-end tier is not
pervasive, and our low-end tier is not immersive. Furthermore
integration between the two tiers is complex.
Current State

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One common solution we deployed
uses end-point software that
provides audio and instant
messaging, as well as screen and
data sharing. This solution is widely
used by individuals at their desk and
at home.
Existing Software-based Solutions

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Another collaboration solution we
deployed uses a high-end
immersive video capability with
multiple screens.
This appliance-based solution
provides a high-quality, reliable
experience. Due to its high total cost
of ownership, it is physically installed
only in select rooms, and participants
must schedule its use in advance.
Existing Hardware-based Solutions

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Our Goals
We wanted to accomplish the following:
 Seamlessly connect people, places, and content anytime
and anywhere to enable effective teamwork and
strengthen interpersonal relationships between teams
 Use audio, video, content sharing, co-editing, drawing
tools, and other real-time collaboration capabilities
 Avoid being locked into a single supplier's solution and
instead provide a solution that can interact with multiple
suppliers' back-end technology
 Enable our teams to be able to interact with both internal
and external customers regardless of their choice of
supplier
 Enable our employees to focus on creating innovative and
creative ideas, and not have to spend time focusing on or
managing the technology that brought them together
Based on our analysis,
the solutions had to be
 Easy to use, natural,
and intuitive
 Immersive
 Secure
 Stable
 Easy to provision
and manage
 Cost effective

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Requirements for Smart Space
Focus on the user experience
• Natural, intuitive and immersive user
interfaces (e.g., touch, gesture, voice)
• Aware of the user and adapts to their
preferences while keeping their privacy
Secure by design
• Comply with existing regulations for
security and privacy
Modular, extensible framework
• Support a flexible mix of internal
and cloud back-end options
• Re-uses existing client SW and
SDK capabilities when possible
Interact with personal smart devices
• Allow smart spaces and smart devices
to seamlessly interact to create a
unified collaboration experience
Cost effective
• Minimize components and physical
interfaces
• Appliance-like reliability and
security, and remotely supportable
Standards based
• Prefer open platforms and
protocols and standard PC
support channels

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Our Study
Goals, Concepts, Perceptions

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We combined off-the-shelf, business class Intel® architecture platforms
with existing supplier endpoint software making them both pervasive
and immersive.
We created a common look-and-feel using a software framework that
combines various end-point collaboration software.
We use Intel® vPro™ technology1 capabilities and OS features that
enable full remote control and lock down to achieve appliance-like
reliability.
Methodology
We call this merging of hardware and software that provides
collaboration in a physical environment a Smart Space.
1 See slide 2.

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To meet our goal, we created a variety of
Smart Space environments that integrate
people, devices, and places to foster natural,
intuitive, and immersive collaboration.
 Using an Intel® Core™ processor-based
all-in-one, we first created our Mobile Phone
Booth model, a touch-based device for use in
small conference rooms. This device is a simple
and cost-effective way to extend our video
capabilities and allow connection to existing
immersive video rooms. It also allowed
participants to e-whiteboard using the device’s
touch screen.
 We also created a Mobile All-in-One Lab Cart
for use specifically in labs. The mobile cart can
be moved around the lab as needed.
Creating New Smart Spaces

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We created a set of solutions based on general
purpose compute devices (that is, PCs) that
support high-quality collaboration.
 We selected systems with Intel® vPro™ technology1
to allow appliance-like security, manageability, and
stability as well as high-performance media
processing.
 We focused on reliable, integrated systems (that
is, all-in-one PCs) or units with minimum parts, for
example, Intel® NUC and a touch screen. These
models combine the performance of a full PC with
a sleek, tablet-like touch-centric experience.
We found that this hardware is more cost
effective, flexible, and readily available than
supplier-dedicated audio or video.
Smart Spaces Components
Basic Plan
 Intel® vPro™ technology
 All-in-one PC or one
with minimum parts
 Cost effective
 Flexible
 Readily available
1 See slide 2.

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Setup and Hardware Capabilities
The Mobile Phone Booth Model and the Mobile All-in-One Lab Cart
Capabilities on both devices:
 23-inch all-in-one (AIO) PC running a
locked-down, appliance-type interface. The
CPU could handle high-quality and
high-rate video. The minimum processor we
used was an Intel® Core™ i5 processor with
Intel® vPro™ technology.1
 Integrated UI framework with plug-in
architecture, allowing use of the existing
supplier back-end with existing or altered (for
example, using an API and SDK) supplier
front-end software.
 We provisioned Intel® Active Management
Technology2 with KVM Remote Control3 to
allow remote power control, remote fix, and
remote support.
We simplified our UI by:
 Intentionally eliminating any external part
such as a keyboard or mouse. We wanted our
participants to take advantage of the touch
capabilities that the AIO PC provided.
 Introducing employee badge swiping for
identification and a click-to-join capability.
This feature mines the employee’s calendar for
all relevant meeting information and provides
a click-to-join experience.
This setup allowed us to have
cross-supplier operations and
economies of scale–dramatically
reducing our cost.
1-3 See slide 2

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In addition to our minimum device
capabilities we chose models that
could support high-quality video
and audio for interpersonal video
and a screen surface that feels
natural for touch-based
interaction.
The Mobile Phone Booth Model

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In addition to our minimum device
capabilities we used a high-quality pan-
tilt-zoom camera (PTZ camera) that is
capable of remote directional and zoom
control. We chose a PTZ camera with a
minimum of 10x optical zoom.
The Mobile All-in-One Lab Cart
“I can connect with whomever, whenever, with full
access to the information I need in a manner that
is intuitive and as natural as real life.”

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Participants reported that the network
connection between the two locations
was better than expected, with the video
screen refreshing smoothly and excellent
audio quality.
The survey results reported that the
process felt very user friendly with an
intuitive interface for collaboration, for
both phone and video calls.
What Our Participants Thought
The Mobile Phone Booth Model
“It saves the time
as well as cost
of travel in
some cases.”
–Survey respondent

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Participants conducted debug sessions with
remote teams. The participants were able to
conduct an immersive video conference and
easily see their partner in the remote lab. At
the same time, they received real-time video
feeds of lab equipment through the pan-tilt-
zoom camera. Participants saw the exact
issue being discussed, which streamlined the
process.
Participants liked being able to talk directly
to and see what the operator (tester) was
doing in real-time. They felt the efficiency of
the remote session was greatly improved and
that overall communication, both verbal and
visual, was significantly enhanced.
What Our Participants Thought
The Mobile All-in-One Lab Cart
“I feel like I’m
working right
there on the
test floor.”
–Survey respondent

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Our Deployment Plan
We conducted the
development phase on a
fast-track model.
Development
We started the PoC with
12 phone booths and 7 lab carts
in 6 locations around the world.
Proof of Concept
Feedback from participants was consistently positive.

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Future Revisions
We are finalizing more communal
Smart Space areas, using 55- to
70-inch monitors, which will allow
multiple participant interactions.
We plan to focus on real-time
interactions between multi-
platform/OS personal devices and
Smart Spaces using the Intel®
Common Connectivity Framework.
Using the Intel® Common Connectivity Framework we
enable experiences by connecting users and their devices.

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Thank You
Find out more at www.intel.com/IT