Transcript UM How we got there and saved money doing it 4 MB, Powerpoint

Unified Communications: How We Got
There and Saved Money Doing It!
Cathy Horvath, Darren Olson, Toofawn Simhai
October 13, 2010
COMMUNICATIONS
ABOUT US…
TRANSFORMING BUSINESS PROCESS WITH
UNIFIED COMMUNICATIONS
Lake Region State College
Located in Devils Lake, ND
Grand Forks
Air Force Base
CHALLENGES
•
Aging analog PBX/telephone
infrastructure
o End-of-life circuit boards and
messaging for voice mail
o High annual maintenance costs
o Prohibitive costs to upgrade PBX
software
• Solutions entering market with
advanced functionality and features
associated with Unified Messaging
(UM) and Voice over Internet Protocol
(VoIP)
OPPORTUNITIES
•
PBX maintenance contract ending
December 2009
• Existing Microsoft-based foundation
o Active Directory (identity
management)
o Microsoft Exchange (email and
calendaring)
• Highly skilled local campus expertise
‘STAY THE COURSE’ COST PROJECTIONS
Avaya PBX S8700
(CM v2)
Projected Upgrade Costs: Avaya Call Manager (CM 4.0) Upgrade
$
($6,600 installation
50,512.55 costs included)
FY07-08 UPPCM (Upgrade Protection Plan)
1/3
17,049.60
67,562.15
FY08-09 UPPCM (Upgrade Protection Plan)
1/3
17,049.60
84,611.75
FY09-10 UPPCM (Upgrade Protection Plan)
1/3
Maintenance (36 months @ $5,200 per
month)
17,049.60
101,661.35
187,200.00
288,861.35
132,767.00 $
421,628.35
Reserve $
238,000.00
Modular Messaging with MS Exchange Rider $
(Install/consultation, MM, UPS, 36 month
support)
Gartner’s ‘Magic Quadrant for
Unified Communications’
OBJECTIVES
COST SAVINGS
•
Downsize dedicated voice system
to reduce capital and operational
costs
• Eliminated all pay phones on
campus (replaced with
courtesy phones in key
locations)
•
Leverage directory services (MS
Active Directory) for centralized
and standardized user
management)
• Cancelled a budgeted PBX
upgrade
•
•
Provide a consistent user interface
and experience across multiple
devices (computer, phone, etc.)
“Unify” voice, email, voicemail,
conferencing (audio/video)
• Discontinued PBX upgrade
protection plan (UPPC)
• Eliminated voice mail and TDM
ports to reduce monthly
maintenance costs
OBJECTIVES
•
Provide timely service to campus users,
in-house installation, training
•
Improve communication services – caller
id, 911 services (locating exact room),
voice mail (was available at the main
campus but not the Grand Forks Air Force
Base office), presence, mobile services
•
Enhance productivity and reachability –
reach someone the first time, conference
in subject area expert
•
“Unify” voice, email, voicemail,
conferencing (audio/video)
COST SAVINGS
•
Eliminate having service technicians travel
200 miles round trip to install a phone or
make a change.
•
Discontinued cell phone service and
replaced with wireless phones for oncampus use
•
Eliminated long distance charges between
the main campus and the offices at the
Grand Forks Air Force Base
Phase I
• Move PBX Voicemail to Microsoft
Exchange Unified Messaging (EUM)
o Storage Array
o VoIP Media Gateway
PBX  AudioCodes
Media Gateway IP
Network Exchange
Unified Messaging
CONFIGURE EXCHANGE UNIFIED MESSAGING
•
Enable the Unified Messaging (UM) server to
process UM calls
•
Create a new UM IP gateway to connect to an IP
gateway or a SIP-enabled IP PBX
•
Create a new UM hunt group to link incoming
calls to a specific UM dial plan
•
Create a new UM dial plan to establish a link
between UM IP gateway, UM hunt group, and
UM server to enable communication between
UM components
•
Enable UM for each existing mail-enabled user
Upgrade Exchange 2007 to 2010
•
Upgrade 2007 server to 2007 SP2
•
Deploy Exchange 2010 servers as follows:
o Client Access
o Hub Transport
o Unified Messaging
o Mailbox
URI Type on Dial Plan
E.164 = +17018584445
Exchange Dial Plans
‘Welcome
to
Exchange
Unified
Messaging’
Exchange Unified Messaging (EUM)
– Microsoft Outlook Client
Exchange Unified Messaging (EUM)
– Microsoft Outlook Web Access
Exchange Unified Messaging (EUM)
– Mobile Outlook
Phase II
•
•
Integrate Exchange Unified Messaging (EUM) and Office
Communications Server (OCS) with Shortel VoIP System for full Unified
Communications (UC)
Prepare for VoIP
o Upgrade core Ethernet switches to support PoE and Qos
o Purchase Shoretel for call management
(Lync)
Office Communicator Mobile
Office Communicator Mobile
Phase III
• Replace analog phones
with Shoretel handsets
OUTCOMES
•
Significant reduction in communication costs (primarily annual
maintenance fees)
•
Central management and support (voice, video, data)
•
Efficient and productive communications network (reduced response
times, familiar interface, no device dependency)
•
Active directory integration (single login and password across all
communications)
•
Opportunity to federate applications across organizations (i.e.,
Exchange, OCS)
•
Standards based (no need for separate voice and data trunks; not
locked into proprietary hardware)
•
Device options (computer only, basic phone, cell phone)
Thank you!
Cathy Horvath, Director of IT ([email protected])
Darren Olson, Sr. Systems Admin ([email protected])
Toofawn Simhai, CIO, Lake Region State College ([email protected])