Nortel Integrated Conference Bridge manual

Nor tel Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Title page[...]

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Revision history 3 Revision histor y July 2004 S tanda rd 1.00. This document is issued to sup port Nortel Networks Integrated Confere nce Bridge Release 4.0.[...]

Revision history 4[...]

Contents 5 Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 User levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Integrat ed Confe rence Brid ge interfac es . . . . . . . . . . . . . . . . . 9 Browser User Interface . . . . . . . . . . . . . . . . . . . . [...]

Contents 6 Microsoft Outlook User Interface . . . . . . . . . . . . . . . . . . . . 48 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Microsoft Outlook settings . . . . . . . . . . . . . . . . . . . . . . . . 48 ICB form . .[...]

Contents 7 Using the participant TUI commands . . . . . . . . . . . . . . . . 75 Adjusting audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Recording a conference-specific greeting . . . . . . . . . . . . . . . 77 Creating an “ad hoc” conference . . . . . . . . . . . . . . . . . . . . . . 77 TUI command summary . . . . [...]

Contents 8[...]

Introduction 9 Intr oduction Nortel Networks Integ rated Conference Bridge allows users to schedule and administer m ultiple, simultaneous con ferences using a web , telephone, or Microso ft® Outlook® user interface. User levels Nortel Networks Integ rated Conference Bridge (ICB) supports th e following four user levels: • Administrator — An [...]

Introduction 10 Browser User Interface The ICB Br owser Us er Interfac e (BUI) offers on e set of configura tion options fo r adminis trators a nd a seco nd set fo r other users. • For information about BUI options for adm inistrators, refer to Nortel Networks Integrated Conf erence Bridge Administrator Gu ide. • For information about BUI optio[...]

Browser User Interface 11 Br owser User Inter face Accessing the BUI This section contains instructions on accessing the BUI and changing the user pas sword. General information The ICB BUI supports open access from an ywhere on the Internet, including gateways and firewalls. The ICB web server is accessed over an Ethernet conn ection. The system d[...]

Browser User Interface 12 Note: By default, the IC B Login window has a generic image. Administrators can remove or repl ace this image. Figure 1: ICB Login window 2. Bookma rk this UR L for future use. 3. Click LOGIN . The Network Pa ssword window opens. See Figure 2 on page 13 . 553-AAA1292[...]

Browser User Interface 13 Figure 2: Network Password window 4. Enter you r user name in the User Name field. • To log in as chairperson, ente r the chairperson acce ss number (this is the same n umber the chairperso n dials when joining th e conferen ce from a telepho ne). • To lo g in for any othe r reason (such as to sche dule a conferen ce),[...]

Browser User Interface 14 Figure 3: Change Password window 3. Enter the current password in the Enter current pa ssword field. 4. Enter the new pa ssword in the New password field. 5. Reenter the new password in the Conf irm new password fie ld. 6. Click Submit . Conference List window The home window for the ICB BUI is the Conference Lis t window [...]

Browser User Interface 15 Figure 4: Confer ence List wind ow The controls and fields in this window are described in Table 1. T able 1: Components of Confer ence List window (Part 1 of 2) Component Description New Conferen ce Click to set up a new IC B conference. Change password Click to change a pass word. Conferen ce title Subject text of the co[...]

Browser User Interface 16 Duration Conferen ce durati on. This field is empty for permanent co nferences. Dialing access Conf erence access nu mber (D N). Chairper son access Chairperso n access number (DN). Owner Name of the perso n who ow ns the conferen ce. This column appears only for super users, as they can view all conferences. When a su per[...]

Browser User Interface 17 Title frame The title frame sits at the top of the Conference L ist window and all ICB windows (see Figure 5). It contains the following buttons: • Print — Sends the current window to the pr inter. • Logout — Terminates th e session and re turns the user to the ICB Login window (see Figure 1 on page 12 ). • Help [...]

Browser User Interface 18 Figure 6: Schedule a N ew Conference window 3. Configure th e parameters in the General se ction: a. In the Subject field, enter up to 20 characters of text that describes the purpose of the conf erence (op tional). By default, this field is empty. b. In the Number of participants field, enter the nu mber of por ts reserve[...]

Browser User Interface 19 Figure 7: Schedule a N ew Conference — Free Ports V iew d. Select Dual meeting . This link appears on ly on the pr imary ICB card in a dual-car d set. I t is not sh own in Figure 6 on page 18 . If selected, a Dual Meeting window opens. Users can select up to 60 or 62 ports, depending on the value of the full cha irperson[...]

Browser User Interface 20 Figure 8: Select Date window f. In the Owner ID field, enter the User ID of the person scheduling the conference and who ha s permission to edit or delete the conferen ce. The field defaults to th e User ID of t he user logge d in to the BUI. When the BUI displays the User Name field to a regular user, it cannot be edited.[...]

Browser User Interface 21 Figure 9: Search for a owner ID window g. In the Chairperson field, enter th e name of the chairper son for the user’s reference. The d efault value is the User Name corresponding to the User ID in the Owner ID field, but you can edit it as r equired. You can enter up to 20 char acters. 4. Configure th e parameters in th[...]

Browser User Interface 22 5. Configure the access numbers in the Acc ess Numbers section. Select one of the fo llowing options: a. Select Aut omatically as signed . The system automatic ally selects the DN pair. This is the default option. b. Select Choose a number , and select a numb er pair from the drop-down list. The list contains nu mber pairs[...]

Browser User Interface 23 Figure 10: Schedul e a New Conference — Op tions a. In the Password section, create a password for conference participants and the chairp erson (optional). i. To create a pass word that pa rticipants use to join the conferen ce, select on e of the follow ing options fr om the User Password field: • No password 553-AAA1[...]

Browser User Interface 24 • Automatically assig ned password — The system automatically generates th e password. The length of the password is configured by the administra tor and can be from 4 to 8 digits. • Choose a password — En ter a 4- to 8-digit password in this field. The password is di splayed in the window as it is entered . The sy[...]

Browser User Interface 25 conferen ce ID and password. Otherw ise, the sys tem uses t he default language. iii. Select Add ports if needed to have the system reserve additional ports to accommodate unanticipated participants. The system adds ports only if ava ilable (that is, if they are not reserved for another confe rence). iv. Select Keep one po[...]

Browser User Interface 26 Figure 11: Conference Detail s window for a one-time conference 8. Do one of the following : • Click OK to return to the Conference List window. • Click Edit Conference to make any changes to th e conference (see “Editing a confer ence (one-tim e or recurring)” on page 31). Scheduling a one-time conf erence by copy[...]

Browser User Interface 27 2. Click the Copy icon (pages) for the confer ence you are copying in the Conference List window (s ee Figure 4 on pag e 15). The Schedule a New Conference wind ow ope ns (see Figure 6 on page 18 ), with all the parameters of the se lected conference. 3. Configure th e parameters as appr opriate for the new conferen ce. Re[...]

Browser User Interface 28 Scheduling a new re curring conference 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Select New Conference in the Conference List window (See Figure 4 on page 15) . The Schedule a New Conference window opens. See Figure 6 on page 18 . 3. Enter s tandard conference details as outlined in “Schedulin g a [...]

Browser User Interface 29 Figure 12: Conference Dates wi ndow 5. Click Return to return t o the Schedule a New Conference window , and adjust the r ecurrence parameter s if necessary. 6. Click Set C onferen ce . After the conference details a re saved, the Conference Details window opens (see Figure 13 o n page 30 ). This window displays conference[...]

Browser User Interface 30 Figure 13: Conference Deta ils window for a recurr ing conference 7. Click OK . Scheduling a recurring conf erence by copying and reconfiguring a conference Follow the steps below to sche dule a new recurring conference by copying an existing conference an d reconfiguring its param eters as appropria te. 1. Log in to the B[...]

Browser User Interface 31 3. Configure the standar d conference para meters as appropr iate for the new conferen ce. See steps 3 to 6 of “Sc heduling a new one- time conference” on pa ge 17 for instruction s on configuring th e paramete rs. Note: In the Access Numbers section, select Choose a Number and select a DN pair , if not already selecte[...]

Browser User Interface 32 An active conference can be edited, but only the followin g fields can be changed: • number of participan ts • duration • addition of por ts as needed ( under the Options section) St eps 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Click the Edit icon (a pencil) for a scheduled conference in the C[...]

Browser User Interface 33 After the conference details a re saved, the Conference Details window opens (see Figure 11 o n page 26 ). This window displays conference details and option s in the same layout as the Schedule a New Conference window . 5. Click OK . Deleting a confe rence You can delete any confer ence that you have scheduled, even if it[...]

Browser User Interface 34 Figure 16: Delete c onfirmation — one-time active c onference • If the conference is a recurring conference, respond to the confirmat ion dial og (see F igure 17) as follo ws: — Click Selected Instance Only to delet e only this occurren ce of the recurring confer ence. — Click Include Following to delete only this [...]

Browser User Interface 35 T able 2: M anaging a c onference — ta sks (Par t 1 of 2) Tasks Chairperso n present Chairpe rson not pr esent Managing th e conference: • Lengthening the conference • Locking or unloc king the conference • Session management — holding a v oting session • Session management — holding a question-and-answer ses[...]

Browser User Interface 36 Dual-card meeting In a dual- card meeting, the co mmands that a ch airperson imp lements from the BUI apply to particip ants in bo th cards . The followin g featur es are availa ble in a d ual-card conferen ce: • Dial-out to a specified numb er — dial-out us es a port on the secondary card, if no port is available on t[...]

Browser User Interface 37 Figure 18: Conference Ca ll Manager — Chairper son present Note: When the Conference Call Manager is accessed from Microsoft Outloo k (see “Editing a conference” on p age 67), the BUI title frame does n ot appear .[...]

Browser User Interface 38 Figure 19: Conference Ca ll Manager — Chairper son not presen t The BUI permits only one active Confere nce Call Mana ger window per conference. The chairperso n’s access number identifies the associated voice port. The time remaining in th e conference is displayed in the Time left field in the upper right-hand corner[...]

Browser User Interface 39 If a chairpers on is not presen t, the Chairp erson section displays Chairperson not present . The Participant List section contains several information field s. The Phone number fiel d shows the CLID or called number. The Call Type field shows regular, dial- out, or expan d. The current speaker is shown by a highlight in [...]

Browser User Interface 40 button text toggles between Lock and Unlock , depending o n the state of the confer ence. Session manageme nt — holding a voting session Only the conference chairp erson can run a voting session. 1. Click Session Management . The window expand s to show a Session Management panel. Se e Figure 20. Figure 20: Conference Ca[...]

Browser User Interface 41 2. Click Start Voting . The button text ch anges to End Voting . 3. Enter the subject of the vo te in the voting subject field. 4. Ask the part icip ants to vote. The participants use thei r telephone ke ypads to register their votes: *81 for Yes, *82 for No, or *83 for Abstai n. The results are displayed in the Voting pan[...]

Browser User Interface 42 •n o ‘ ? ’ icon — no question request To cancel the qu estion reques t, the pa rticipant presses *86. 5. Click the ? icon in the heade r row of the Participant list to so rt the list so that those p articipants who are asking qu estions appear first in the list (optional). 6. Click Unmute in the Participant List or[...]

Browser User Interface 43 1. Click Volume Control . The Volume Control pan el opens (see Fig ure 21 on page 43 ). The two scales in the middle of the Volu me Cont rol pa nel show the increase /decrease level for hear and talk directions. The middle of the scale is zero, which indi cates no volume ch ange. Figure 21: Conference Ca ll Manager — Cha[...]

Browser User Interface 44 Managing the status of all participants This section describes how to perform tasks from the Participants section of the Conference Ca ll Manager window (see Figure 18 on page 37 ). Note: If a cha irperson is not present on the conferen ce, the Dial-ou t activity is not availa ble (see Figu re 19 on pa g e 3 8 ). Counting [...]

Browser User Interface 45 •S e l e c t Add a Group to make a call to a group. Call- out groups are configured by the ad ministrator. •S e l e c t Call Assi stant to use a Call Assistant to make the call. The number of the Ca ll Assistant is configured by the adminis trator. 2. Enter the call param eter, as follows: • If Add a Participant was [...]

Browser User Interface 46 Adding det a ils for an individual p articipant Type any text in the Details field for a participant. For exam ple, the text can be a name to unique ly identify the participant. Consulting between chairperson and p articip ant Click Consult to hold a p rivate call with an individual participan t. Only the chairperson can i[...]

Browser User Interface 47 Figure 22: Conference Ca ll Manager — Participant V olume Control 2. Click an arrow to increa se or decrease volume . The colored rec tangle in the scale adva nces one st ep for eac h arrow click. 3. Click Reset Volume to rest ore the origin al volume level for the participant (optional). 4. Click Apply to all to set the[...]

Microsoft Outlook User Interface 48 Micr osoft Outlook User Inter face Over view Nortel Net works In tegrated Conferenc e Bridge ( ICB) integr ates Mi crosoft Outlook Calendar’s Appointment an d Meeting functionality to enable users to sched ule ICB confer en ces with Microsoft Outlook. Note: The Microsoft Outlook Calendar shows only conferences [...]

Microsoft Outlook User Interface 49 4. Right-click in the time scale on the left of the Calendar. 5. Choose 15 Minute s . The time scale now displa ys in 15-minute increme nts. ICB form Audio-conferen ce details are added to a Microsoft Outlook meeting or appointment using th e ICB form. Th is form is the ICB tab in the Appointment or Meeting windo[...]

Microsoft Outlook User Interface 50 • language file s, one or more required for each ICB ap plication: — icbsjc.oft — for the Japan ese and Chinese languag es — icbsk.of t — for th e Korean language — icbs.oft — for all othe r languages Getting star ted To use the I CB form for the fir st time , go to “Publishing the ICB files” be[...]

Microsoft Outlook User Interface 51 Note: Click No if aske d to Enable macros . b. Click OK in the Sele ct Folder window . Note: Do not select a folder fr om the folder list in the Select Folder windo w . The Calendar wi ndow open s. c. Choose Tools > Forms > Publish Form As . The Publish Form As window opens. See Figure 24. Figure 24: Publis[...]

Microsoft Outlook User Interface 52 g. Close th e Calendar window. Do not save the appointment. 4. Publish the ICB form file icbf.oft . a. Go to the folder wh ere the ICB files are located. b. Double-click icbf.oft . Note: Click No if aske d to Enable macros . The Calendar wi ndow open s. c. Choose Tools > Forms > Publish Form As . The Publis[...]

Microsoft Outlook User Interface 53 The Choose Form windo w opens. 6. Select the library in wh ich the files were published: • If you publis hed the forms your self, select Personal Forms Library in the Look In field. • If the ICB administrator published the files, select Organizational Forms Library in the Look In field. 7. Select the form nam[...]

Microsoft Outlook User Interface 54 5. Click Manage . The Forms Manager window opens. 6. Click Set in the left half of the window. The Forms Manager window has two Set buttons . The on e on the right is inac tive. 7. Select Personal Forms in the Forms Libra ry . 8. Click OK . 9. Select the ICB form(s) to be deleted from the list in the panel on the[...]

Microsoft Outlook User Interface 55 Upgrading the ICB form The ICB administrator will notify you if the ICB form ha s been upgraded and published. Follow the steps below to obtai n, publish, and install the upgrade d ICB form as the default Calendar form. St eps 1. Remove the current d efault form. Follow the steps in “Removing ICB files from the[...]

Microsoft Outlook User Interface 56 If no Clear Cache button is availabl e, you must delete the forms cache file manually, following the steps in “Deleting the forms cache file manually” on page 56. 8. Click Close to close the Forms Manager window. 9. Click OK to clos e the Options window. 10. Click OK to close the Advanced Options window. 11. [...]

Microsoft Outlook User Interface 57 • Check that the files were publis hed co rrectly and publish the forms again, if necessary. — If you publis hed the forms you rse lf, refer to “Publishing the ICB files” on page 50. — If the Microsoft Admin istrator published the forms, consult him or her . Logging in to ICB You only have to log in to [...]

Microsoft Outlook User Interface 58 Figure 25: Enter N etwork Pass word window Changing the ICB password 1. Log in to the ICB form . See “Logging in to ICB” on page 57 . 2. Click Change Password . The window expand s to include a Change Password se ction. See Figure 26. Figure 26: ICB form — Change password 3. In the Change Password section: [...]

Microsoft Outlook User Interface 59 c. Confirm your new password in th e Confirm new password: field. 4. Click Submit . Adding access to a different ICB card 1. Open Microsoft Outlook. 2. Select Calendar from the Folder List . 3. Click New. 4. Select the ICB tab. 5. Enter the URL or DNS Name of the new car d in the ICB Address field. 6. Select ICB [...]

Microsoft Outlook User Interface 60 You can also use this step to veri fy which card you are renaming, by checking t he URL giv en in the Web page address field in this window. Figure 27: Contact window — ICB card 5. Enter the new name for the c ard in the Full Name field. 6. Click Save and Close . Scheduling a conference An ICB conference is set[...]

Microsoft Outlook User Interface 61 Scheduling a new conference 1. Select Calendar in the Folder List in Microsoft Outlook. 2. Click and drag in the Calendar to se lect a timeslot fo r the conference (optiona l). 3. Create a new conference by doing one of the following : • Double-click in the Calend ar. This does not pr eserve any timeslot set in[...]

Microsoft Outlook User Interface 62 If no ICB card is listed in the ICB Address list, type th e IP address or DNS Name of an ICB card (as provided by the ICB administrator) in the ICB Address field. b. Select ICB Conference . c. Log in to ICB. See “Log ging in to ICB” on page 57. d. Edit the name in the Ch airpe rson field (optional). e. Enter [...]

Microsoft Outlook User Interface 63 availability of the number when a for m is submitted. If the numbers are not avail able, the scheduling fa ils. If you are scheduling a recurring conference, yo u must select Choose a Number . h. Select Options to configure a password for the conference chairperso n and other particip ants and for other general c[...]

Microsoft Outlook User Interface 64 i. To create a pass word for part icipants to use to join the conferen ce (optiona l), select o ne of the f ollowing op tions from the User Password section: • No password • Automatically assig ned password — The system automatically generates th e password. The length of the password is configured by the a[...]

Microsoft Outlook User Interface 65 • In the Language field, select the langua ge the system uses for voice pr ompts. The drop-dow n list offers the languages availabl e in the system. The default is the ICB card’s default langu age. When using single- number access, the selec ted langua ge takes effect after the caller enters the confer ence I[...]

Microsoft Outlook User Interface 66 Figure 30: Schedul ing success message and confer ence information If all resources are not available for a one-time conference, a dialog box opens an d the confer ence is not saved. You must re-cre ate the conference with differen t parameters, such as a different ICB card (if more than one is equippe d), fewer [...]

Microsoft Outlook User Interface 67 Follow the steps in “Editing a conference be fore it begins” on page 67 to change the start date and tim e of a past conference, then edit the other parameters to set up the “new” co nference. Editing a conference An ICB conference can be edited before it begins or while it is in progress. Editing a confe[...]

Microsoft Outlook User Interface 68 Figure 31: ICB form — Edit conference 3. Edit the parameter s as required (see “Sched uling a new conference” on page 61): • Edit ICB parameters in the ICB tab. The ICB Address and Owner ID fields cannot be edited. • Edit the normal Microsoft Outloo k conference pa rameters, such as Start: and Duration [...]

Microsoft Outlook User Interface 69 • Click Display to view the audio conference access information (optional). Se e Figure 3 2. If prompted to log in to ICB, follow the s teps in “Logging in to ICB” on page 57. Figure 32: Audio Conferenc e Access Information 5. Click Save and Close to submit the changes. If the modifications are successful, [...]

Microsoft Outlook User Interface 70 Follow the steps in “Editing a conference be fore it begins” on page 67 to edit a conference while it is in progress. Deleting a confe rence 1. Open Microsoft Outlook to the Calendar view. 2. Select the conf erence t o be dele ted. 3. If you are using Microsoft Office 2000 an d the conferen ce has no attende [...]

Telephone User Interface 71 T elephone User Inter face Over view The Nor tel Networ ks Integr ated C onf erence Bridge pr ovides a Dual Tone Multi-Frequen cy (DTMF), menu-drive n Telephone User Interface (T UI). The TUI enables the chair person and conferees to initiate commands during an active confe rence (for example, to mute a caller). A separa[...]

Telephone User Interface 72 • no name for the name of the conference • no name for the n ame of the chairperson If a second user d ials the TUI DN when the TUI is in use, the ICB plays a voice message announcing that the port is in use. St eps 1. Dial the TUI DN. 2. Log in to TUI: a. Enter y our TUI u ser nam e followed by * . b. Enter your TU [...]

Telephone User Interface 73 5. Do one of the following : • Press 1 to co ntinue ent ering def initions (DNs , passwor d lengths , and lang uage) for the confe rence. • If you are finish ed defining the conference: i. Press 2 . The system plays a list of the conference definitions. ii. Go to step 9. 6. Define the Conferee DN. • To select a DN:[...]

Telephone User Interface 74 9. Do one of the following : • To confirm the r eservation, press 1 . The ICB sends a confirma tion e-mail to you. • To change any of the confer ence definitions: i. Press 2 . The system plays a list of numbers and corre sponding definitions. ii. Enter the number co rresponding to the definition you want to change. ?[...]

Telephone User Interface 75 5. To release chairperson control, enter *52 . Only the chair person uses this command. When activated, the person releas ing chair person control beco mes a regular confer ence participant, a llowing someone else to acquire chairper son control. Using the TUI commands All commands in the TUI are entered using the telep [...]

Telephone User Interface 76 Adjusting audio volume 1. Dial in to the conference as chairperso n or as a regular participan t. 2. Enter the conferen ce ID. 3. Enter the conferen ce password (if configur ed). 4. Enter *7 . The command *7 acce sses the volume c ontrol feature. Figure 33 shows how to oper ate this feature . Figure 33: V olume contr ol [...]

Telephone User Interface 77 Recording a conference-specific greeting The maximum len gth of a conference- specific g reeting is te n second s. The syste m deletes t he voice f ile at the end of th e confer ence, an d it cannot b e used fo r other conferen ces. St eps 1. Dial the TUI Services D N and log in. 2. Select “Record customer gree ting”[...]

Telephone User Interface 78 Use the steps below to crea te an “ad hoc” conference. Only the chairper son can create th e conference . St eps 1. Set up the co nference. The chairp erson must: a. Dial the single access number. b. Enter h is or her TUI logi n as the conferen ce ID. c. Enter his o r her T UI login password as the co nference passwo[...]

Telephone User Interface 79 *4 Lock or u nlock the conferen ce. *10 Mute/unmute all ports (toggle) . *19 Mute/unmute self (toggle). *52 Release chairperson contro l. *60 Count conferees and ann ounce names to all participants. *69 Plays a scrolling list of partic i pants for the chairperson. The chairperson can use this command to access an individ[...]

Telephone User Interface 80 Table 4 lists commands available to end a dial-out call (see the comman d *0<DN># in Table 3 on pa ge 78). While the system announces the list of confer ence participants (the command *69 in Table 3 on pa ge 78), the chairperson can use the commands listed in Table 5 to acce ss an individual pa rticipant. *99 Stop [...]

Telephone User Interface 81 Par ticipant commands Table 6 lists confer ence comman ds t hat a participant can execute on the telephone while the co nference is in progress. 6 Select the next conferee . 9 Disconnect the current conferee. *3 Return to the conference. T able 6: Participant commands for a confe rence in pr ogress (Par t 1 of 2) Command[...]

Telephone User Interface 82 *99 Stop or start the initial co nference music, which is possible only when the conferee is the first person joining the co nference. Th e fi rst entry stops the music, and the second entry starts it. * Cancel curr ent command. ** Start or stop the Help menu. T able 6: Participant commands for a confe rence in pr ogress[...]

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Nor tel Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Copyright © 2004 Nortel Networks All Rights Reserved Information is subj ect to change without notice. Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturin g warrant. This equipment [...]