Getting Connected:
        UC solution converges communication platforms, provides mobility and collaboration
Glenn quickly recognized the increasing potential of such a failure as brief hiccups in the system began to temporarily pa...
“After gaining a complete understanding of Salve’s needs and day to day operations,” said Jeff, “it was clear they needed ...
·           Cost, productivity, energy and human resources savings on the elimination of a phone network, its support, mai...
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Getting Connected:


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Getting Connected:

  1. 1. Getting Connected: UC solution converges communication platforms, provides mobility and collaboration tools to Salve Regina University BUSINESS NEED: SOLUTIONS AT A GLANCE “We are a top university in a 21st century economy – we need the ability to communicate efficiently and dynamically. And we need a reliable tool to do that job. The Client: Salve Regina University Glenn Clark, Director of Information Technology, Salve Regina University Staff and student base: Approx. 3,500 The history of Salve Regina University’s presence in Newport, RI begins in Campus size: 50+ buildings; 75acres 1947, where it comprised solely of Ochre Court and graduated 58 students. Business Need: Comprehensive, efficient, reliable Today, the University has grown to a sprawling 75 acre campus. Eighteen communications platform. Mobility, convergence administrative and over 30 college buildings welcome and educate over and collaboration features. Growth opportunities. 2,500 students locally and remotely each year. For this reason, it is imperative High resiliency for safety and business continuity. that Salve remain connected to its students, staff, alumni and the public, through fast, effective and reliable means of communication. Globalization Business Problem: Current communications and the onset of a knowledge-based economy additionally attracted Salve platform outdated, no resiliency or integration to the cutting-edge, mobile and flexible benefits of a Unified Communications capabilities. platform. Challenges: Historic integrity and seamless BUSINESS PROBLEM: crossover. Solution: Cisco IPT Unified Communications Glenn: “Our system was a single point of failure. We had no Plan B.” platform. Salve depends on its communications system for all administrative tasks of Benefits/Results: Increased productivity, quality, its nearly 1,000 staff and teaching professionals. This includes enrollment, and satisfaction. Elimination of phone network. placement, scheduling, financial aid administration, activity and event Reduced operational and technical costs, storage, planning, internal and external University communications, emergency energy, equipment and maintenance. contacts and other operational responsibilities. The Technology: Cisco Unified Communications The problem: Salve’s communications platform was over 20 years old. platform: Cisco’s Communications Manager 6.x and Cisco’s Unity Unified Messaging voicemail platform. In general, the system did perform its core function, but it was not flexible, it was not reliable and it was not proactive. It did not allow for future Features: Mobility, convergence, intelligent call development or growth. There were no opportunities to integrate new mobile, routing, enhanced conferencing, enhanced audio voice or video communication features. The system had no resiliency. If one quality using latest wideband codecs, unified part of the communications network failed, all other aspects would cease. messaging. Any failures would not be known until the problem had already affected operations. And, if there was significant damage to the network, it could Benefits: Lower total cost of ownership, single not be fixed. The system was outdated and replacement equipment was no ubiquitous communications platform, increased longer being produced. Salve’s administrative communications platform was productivity though ease of communications. obsolete, and it had become the university’s singular point of failure. ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ © 2008. Atrion Networking Corporation. All Rights Reserved.
  2. 2. Glenn quickly recognized the increasing potential of such a failure as brief hiccups in the system began to temporarily paralyze campus-wide communications more and more frequently. Foresight and security in mind, Glenn knew he could not afford to accept such a risk: “The recent rise in college and university emergency response needs made it especially critical for us to have a wide- spread and reliable communications system.” Not only was the old communications platform a business problem, it was also unsafe. CALLING ATRION IN: “We don’t have a business relationship. We have a partner relationship. We have trust.” Todd Cronin, Executive Partner, Salve Account Manager, Atrion During his assessment of Salve’s communications system, Glenn – having only been working at Salve since 2006 – also knew he did not have a defined, up-to-date outline of all the technologies Salve currently utilized, nor did he know the status of their condition, their capacity or their location. He called Atrion in to identify Salve’s assets and to help construct an updated communications system. “Glenn has been a client and friend of Atrion for 20 years,” says Todd. “He has trusted Atrion with his technology needs even as his own roles and employers have changed. When Glenn explained his situation to me and asked if Atrion could help, there were no doubts in my mind we would create a fantastic solution for Glenn, and also go above and beyond his expectations. He asked us to start from the very beginning – and that’s just what we did.” Over the course of 12 weeks, Atrion engineers walked the length of the Salve campus, inspecting and reporting on every technology asset. When they were finished, they handed Glenn a concise list identifying and detailing each of those assets. This was crucial – how could Glenn protect, monitor, even use technology assets he didn’t even know the University had? Among other information, this report gave Glenn and Atrion in-depth knowledge of what they were working with and where they might be able to take the next steps towards a cutting-edge communications platform. THE SOLUTION: “We focused on Salve’s needs.” Jeff Langdon, Unified Communications Practice Lead, Atrion Atrion sat down with Glenn to discuss all aspects of the University. They asked Glenn to describe Salve’s current communications needs, such as the number of staff the platform must support, use capacity, feature requirements and integration concerns. With many of Salve’s staff working regularly at various campus locations and from home, mobility, video, web and teleconferencing features were a must. Quality was another need. The old system particularly lacked the sound clarity provided in today’s advanced technologies. Looking into the future, seamless integration of new features onto the platform was essential to Salve’s growth and ROI optimization. Implementation of the new system was also a special case with Salve. Because the campus is comprised of many historic buildings, they had to be sure to remain within the guidelines of the Newport Historic Society. Ensuring the safety and operations of the campus, high resiliency of the system was another critical element. Salve’s location – on an island, its business operations and its unique situation required a communications system that would be comprehensive, durable and play a stabilizing role in the University’s disaster recovery and business continuity plans. ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ 2 © 2008. Atrion Networking Corporation. All Rights Reserved.
  3. 3. “After gaining a complete understanding of Salve’s needs and day to day operations,” said Jeff, “it was clear they needed a comprehensive and very functional communications solution. We were able to customize the solution to meet their important business needs of convergence, security and business continuity planning while at the same time provide practical and user- friendly components featuring a complete suite of collaboration and mobility tools.” Working within Salve’s needs and budget, the new Cisco Unified Communications platform includes extension mobility and soft phone features, allowing users to access and accept calls on their personal line any time and any place on campus or at home. Convergence of voice, video and email messaging also increases flexibility. Faster network connections and clearer sound perception foster more productivity from users and are significantly beneficial to campus activities such as Salve’s telethon call campaigns. Call-forwarding, conference calling, conference-bridging, Cisco’s web-user interface, active directory and caller/phone management are all components allowing for greater and widespread collaboration opportunities. Satisfying Salve’s implementation constraints, Atrion found innovative ways to maintain the integrity of the historic buildings while ensuring the technologies would still run optimally. For safety and maximized uptime, the new communications platform is designed with multiple system replications, pathways, backups and channels running to and from campus. If the new platform looses one or several circuit connections, or even an entire building, the system will still operate without any disruptions until the connections are repaired. Atrion next worked with Glenn to develop an integration plan that would easily transfer staff members from the old system to the new one. They decided to advance one building at a time onto the new UC platform. A live integration approach allowed Salve to cross onto the new technology at the same time it was phasing out the old one. This guaranteed University communications and operations were never interrupted. Additionally, this approach coupled with session trainings, question and answer opportunities and regular check-ins, promoted staff anticipation. Instead of fighting or questioning the communications change, Salve’s staff was eager to receive and use the new technology. Atrion remained on-hand each step of the process to troubleshoot, answer staff questions and ensure a smooth crossover. BENEFITS / RESULTS: Glenn: “UC’s diverse features have improved the performance and efficiency of Salve’s communications, and it has helped to dramatically increase our productivity.” Since May 2008, the new UC system has been in use in every Salve building. Eighteen administrative buildings utilize the system extensively, while 30+ dormitory buildings post a system presence (student communications are provided on a separate service system). Being still new to Salve’s operations, the University has yet to calculate its exact ROI benefits on the UC system. However, with the University consistently, easily and reliably connected, Salve and Glenn are confident in the capabilities and future ROI of their new Unified Communications system. “To date,” Glenn says, “our communications technology has exceeded our expectations and we are looking forward to significant ROI projections.” In just a few short months, Salve is already beginning to benefit in areas such as maintenance, energy, equipment and staffing: · Fast and easy implementation and integration of the system across campus · Increased usage of the system and higher satisfaction reports from staff members. Specifically, Glenn cites the unified messaging, collaboration and conference-bridge components of systems as having the most impact on improved administrative operations. · The consolidation of two entirely separate phone and data networks into one converged data network. ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ 3 © 2008. Atrion Networking Corporation. All Rights Reserved.
  4. 4. · Cost, productivity, energy and human resources savings on the elimination of a phone network, its support, maintenance, storage space requirements and equipment such as batteries and wall jacks. Cabling expenses have been reduced by 50%. · The opportunity to work with their carrier services groups to negotiate and reduce calling rates. Salve has reduced this cost also by 50% with the new data network-based system. · A minimal learning curve for new users. “The capabilities of the new system are demonstratively different from our old phones, but the user interface is still so simple,” notes Glenn. Atrion continues to grow its relationship with Salve through its customized, proprietary Maxtime monitoring services. With Maxtime, the University can trust Atrion to proactively monitor and maintain its solution throughout the entire lifecycle. This is a value Todd has always been passionate about: “Dedication and follow-through is key. Atrion is a friend and a partner long after the initial job is done. – Our clients have come to expect that from us.” TESTIMONIAL: “From consulting to conversion, the process proceeded smoothly.” Glen said. “Atrion is always professional, knowledgeable, willing to listen to our needs and willing to think outside the box to deliver those needs. Their design, implementation, crossover and continued support of Salve’s Unified Communications platform is a compliment to my IT team and a guarantee of the most comprehensive, cutting-edge and customized UC solution on the market today. Salve has already and will continue to benefit from this technology for years to come.” Glenn Clark, Director of Information Technology, Salve Regina University ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ 4 © 2008. Atrion Networking Corporation. All Rights Reserved.