Advances in communications hardware and software, coupled with improvements in network bandwidth and reliability, have given rise to new unified communications (UC) platforms that offer firms a wealth of new collaborative opportunities.
A survey by Orange Business Services published late last year, which canvassed the opinions of 600 chief information officers (CIOs) from multinational corporations, estimated that 15 per cent were trialling or evaluating a UC system, with six per cent having already implemented a solution.
A separate, ad hoc poll of 100 communications professionals conducted by Siemens Enterprise Communications in 2009 found that just over half – 51 per cent – were already using UC systems in some capacity, with 17 per cent saying they were already using “a full unified communications” system. Fifty one per cent also said they believed that UC systems would be widely adopted among enterprises before 2012.
But despite the technology’s potential to facilitate new, more innovative ways of working, what pushes most organisations to roll out UC platforms tends to be rather mundane: existing telephone systems reaching end of life, or no longer being able to support the number of users required.
“The primary reason for our UC deployment was that our Philips Sofitel system had come to the end of its life, while we were also moving to a new location,” says Stewart Page, assistant director of IT at the Royal Agricultural Society of England (RASE), which last year replaced its nine-year-old digital telephone system with a ShoreTel UC platform.
The system provides IP telephony services to the many exhibitors attending RASE events at its Stoneleigh Park show ground in Warwickshire, and helps the society improve customer service by monitoring calls more efficiently. The deployment covers about 230 IP extensions within the show ground’s exhibition and conference areas, with a smaller number of analogue extensions running into the system as well.
Like many organisations deploying UC for the first time, RASE is taking a gradual approach to harnessing the more advanced Web 2.0 features available on ShoreTel’s UC platform, such as instant messaging (IM), videoconferencing, unified messaging and presence.
“We are aware of those features and will possibly look at them in the future, but it is not something we are doing at the moment,” says Page. “The reason we chose ShoreTel is that we wanted the flexibility of being able to grow the system over time.”
Resilience
Ensuring the underlying data network has the bandwidth and reliability to support IP voice traffic and other UC features is fundamental to any implementation’s success, which is why UC installations often run in parallel with local (LAN) and wide area network (WAN) upgrades.
A simultaneous network upgrade formed part of the UC implementation carried out by the NHS Kensington and Chelsea Primary Care Trust, for example. It will roll out Siemens Enterprise Communications Group’s OpenScape UC platform on an Enterasys LAN later this year, after almost three years of planning and testing.
The network will eventually deliver IP telephony and data communications to staff using PCs and handheld devices at eight locations, as well as partner sites such as GP and dental surgeries, starting with the St Charles Community Hospital.
“It has been built to cater for a host of demands, and not just as a telephony system, but to include things such as call centre handling, voicemail and mobility,” says Ken Pearson, the Trust’s telecommunications manager.
Mobile connectivity
Every one of the 700 users at the St Charles hospital will be given a Siemens OptiPoint VoIP handset, and doctors and nurses travelling offsite for home visits will access the HiPath DAKs digital alarm and conference server.
The DAKS server supports a range of UC features, including messaging, presence, conferencing and text display, and St Charles staff use it to record their movements with a central server that keeps track of their whereabouts and activities via mobile phones.
“Users carry a mobile device that notifies a central database of their movements, logging the destination and raising an alarm if nothing further is heard or that person cannot be contacted,” says Pearson.
Extending UC features to mobile devices while simultaneously building a high-bandwidth LAN/WAN to support high volumes of voice and data traffic was also part of the rationale behind multinational manufacturing company Element Six’s decision to implement a Cisco UC system.
Based in Shannon, Ireland, the company operates from 22 locations worldwide, producing synthetic diamond and other engineering materials for use in the optical, mechanical, thermal, electronic, automotive, telecommunications and medical industries.
With almost 4,000 employees, Element Six was looking to bring down international travel and communication costs running to millions of euros per year by finding new ways to collaborate and share information.
It implemented Cisco’s UC system across a WAN linking its 22 offices. The implementation involved deploying 2,000 IP telephones alongside collaboration tools such as Lotus Notes and Sametime IM to help employees stay in constant touch. It uses Cisco’s Unified Communications Manager IP PBX platform and Unity UM software to route calls to the appropriate extension, voicemail box or email address.
“The onus used to be on callers to decide whether to use email, the landline or a mobile, and determine the person’s location and time zone. Now we just call the extension number and the technology sorts it out,” says Element Six group i nformation manager Patrick Seeber.
The company also installed Cisco dual-mode GSM/Wi-Fi mobile phones over WLANs linked to the same vendors’ unified communications system, allowing employees to make mobile calls using Wi-Fi when in range, saving money on calls that would usually be routed via mobile operator networks.
Videoconferencing
Tayside Fire and Rescue is using UC to deliver streaming video to up to 800 staff desktop computers for training purposes, saving considerable travel time and money.
“With the introduction of Microsoft’s Office Communications Server and Communicator, we had the capability to deliver training remotely. But by upgrading our Nortel voice system to support SIP, the integrated systems can now deliver video to the desktop. Staff can also use headsets at their desk to listen to and communicate with the trainer, meaning I don’t have to invest in lots of webcams or microphones,” says Tayside ICT manager Gary Bellfied.
Return on investment
Cost savings are often, but not always, cited as the prime driver for UC implementations. The Siemens survey found the most likely justifications for implementing UC were increased productivity (24 per cent), reduced cost (19 per cent), improved customer service (15 per cent) and less travel (14 per cent), for example, with seven per cent actively making video calls.
“One of the key issues from our initial discussions about the proposed transition to VoIP was that payback would be fine if it came within two to three years, but on the four sites we have upgraded so far, it has been less than that, around 18 months,” says Pearson at the NHS Kensington and Chelsea Primary Care Trust.
“Cost savings came from being able to integrate telephony covering other departments and offices into one location, which meant we did not need to pay for extra ISDN lines,” says Page at RASE.
Many IT managers also report integration with existing telephony systems and ease of management as a big benefit. A further 12 per cent of participants in the Siemens survey suggested the best thing about UC was the ability to integrate the technology into an existing communications platform.
Tayside Fire and Rescue was able to implement Microsoft’s Office Co mmunications Server and Communicator alongside its existing Nortel IP PBX voice and data platform, which supports non-emergency voice systems, for example, without having to scrap a system that represents a significant legacy investment.
Page reports that RASE can now set up new users and reconfigure existing ones in minutes, and from any computer.
“Having access to the management console via the web interface lets us give individual exhibitors an account code that lets them use the same extension even if there are two or three conferences running at the same time,” he says.
The Orange Business Services survey highlighted that customer service (33 per cent) and sales (28 per cent) departments were the prime beneficiaries of UC deployments, with 45 per cent saying multiple communications channels caused severe delays in colleague response times, which had a direct effect on the organisation’s ability to meet deadlines.
Cisco’s UC system helped Element Six expand its business through a period of growth and acquisition, for example, connecting new offices and employees simply and at minimum cost, and increasing personal and business productivity through more efficient internal communication and information sharing.
Read our case study here on how the University of Sheffield shows a high degree of forward thinking with UC