The University of Idaho needed to migrate from traditional phone services to a hosted VoIP solution. A two-phase project was implemented with Ednetics Inc. to deploy the new system across multiple campuses. The new solution provided simplified billing, cost savings of 15-17% annually, and consolidated multiple phone systems onto a single modern platform. Implementation involved information sessions, regular meetings, and a pilot program to ensure a smooth transition.

1. Migrating from
Traditional Phone Service
to Hosted VoIP

2. Welcome!
Brian Cox
University of Idaho
UI Customer Technology Support
bdcox@uidaho.edu
208-885-7301
Jane Cox
University of Idaho
UI Portfolio and Prj Mgmt Ofc
jmcox@uidaho.edu
208-885-7233
Matt Baird
Ednetics Inc.
Director, Ednetics Voice
matthew.baird@ednetics.com
208-262-2065

3. • Welcome
• University Need
• Strategic Alignment
• Benefits of Hosted Solution
• Project Overview
• Sponsor and Ednetics Perspective
• Questions
Agenda

4. Centranet telephone services at Moscow campus
expired 2017
• New contracts
• Rate increases
Current collective telephone systems
• Inability to integrate w/other communication services
• Not supporting customer needs
Multiple disparate telephone systems across the state
Inefficient and costly support models
University Need

5. Multiple strategies were supported with
this project
• Applying emerging technologies
• Financial stewardship
• Quality support systems
UI Strategic Alignment

6. Partnership with industry experts
Leveling out costs Consolidation of service
Support and maintenance Optimize FTE
24x7 monitoring Scalability
Why a hosted solution?

7. • Implement a modern communications platform
• All UI centers statewide
• 2 – phase project approach
• Board Approval – October, 2015
– Ednetics Inc. of Post Falls, Idaho (3yr contract)
• Project Completion – June, 2016
Project Overview

8. Same or lower cost of ownership including simplified billing
Upgrade to a modern communications platform
Completed on or before 6/30/16
Completed within approved budget
Endorsement of deliverables (incl. support, rate, and billing models)
Solution supports 90%+ of high priority requirements
Solution deployed to no less than 2,200 users of the new services
across campuses in at least Boise, Coeur d’Alene, Post Falls,
Idaho Falls, and Moscow
Success Factors

9. IN
• Cloud/hosted service
• Simplified billing models
• Integration w/e-mail
• Replace current telephone systems
incl.:
faxing, long distance, state-wide 5-digit dialing,
mobile worker functionality, e911 services, and
audio conferencing
• Lease and replace handsets
OUT
• Replacement of:
– courtesy, emergency/life safety phone lines
or equipment
– credit card system phone lines or
equipment
– phone service in residences (apartments,
dormitories, Greek houses, etc.)
• Assessment and/or implementation
of softphones
Scope

10. STAGE1
• Request for
Proposal – Signed
Contract
STAGE2
• Implementation of
Purchased System
and Services
Two Stages
Approach

11. Successes Challenges
Preparation • Acquisition & Purchasing (A&P)
• RFP template
• Industry expert
• Prototypes
• Pre-RFP Conference Call
• Acquisition & Purchasing
• Industry expert
• Scope definitions
Planning • Defined Schedule • Staff did not understand
complexity of process
Communication • Road show
• Q & A sessions
• Participation in road show
and prototypes
Roles • Sponsor and PM in place
Implementation • Vendor coordination by A&P
• Top 5 vendor presentations
• Technical support
• Timing
RFP

12. Implementation Plan

13. Information Gathering
Sessions
Multiple Communications
Regular Weekly Meetings
• Scope
• Risk
• Schedule
Implementation Preparation
• Technical
• Physical (incl. devices allowed)
• Pilot
• Cleanup
Key Communications

14. • 2,250 devices initially (currently 2,400)
• Billing portal for UI department financial analysts
• Simplified billing from Ednetics Inc.
• Increased features (incl. long distance at no extra cost)
• Reduction of external vendors by 4 (6 to 2)
• Elimination of usage rates & purchase costs
• Elimination of billing software and labor costs
• Annual savings to University ~15-17%
Outcomes

15. • Modeled Current TCO and Projected TCO
• Compared TCOs - Benefits in Cost Benefit Analysis
• Effecting Factors
• Non-Issues
Total Cost of Ownership

16. • Billing portal w/Ednetics
• X devices @ $/device
• X adjunct devices @ $/device rate
• Plus additional charges and fees
• Now moving to permanent reallocation
Internal Billing Model

17. Standard Service Rate
(includes one UI standard device, Voice Mail and VM to Email, On-phone
Directory, Long Distance, International Calling, Conference Now, Single-
Number-Reach, Mobility and more)
$___/mo
Adjunct Device Rate – Same Person, Second Device
(this applies to a person having a second office or work site, in some rare
instances it might apply to service center areas)
$___/mo
Analog Service on IP
(device not included, limited to when no other solution)
$___/mo
POTS (Plain Old Telephone Service) Line Call for Current Pricing
Call Center Agent Feature Call for Current Pricing
E-faxing (Coming Soon)
Outbound $0.00 (free) Inbound
$___/phone #/mo
Long Distance Rate No Charge
International Calling (approved PIN required) No Charge
Voicemail and Voicemail to Email No Charge
Audio Conferencing (Conference Now) No Charge
New Service Activation Fee No Charge
Data Changes Fee (name, number, budget or others) No Charge
Move Fee No Charge
New Cables (wall to phone or PC, phone to PC) $__/cable**
Handset Cord $__/cord**
Phone Upgrade
Cost of new phone (approximate costs
range from $200 to $500)
Other Features and Services May be Possible Upon Request Call for Availability and Pricing
Rate Model

18. • Vendor Assistance
• Onsite
demonstrations
and training
• Pilot
What worked well?
• Deployment Planning
– Deployment Team Coordinator
• 3 teams of 6 (3 days/wk)
• Reports and equipment each day
– Staging rooms & carts
– Disposal bins
– Facilities delivery and disposal

19. • PM out 4 mos. during implementation start
• Staff understanding project management
processes
• Difficult data collection
– Multiple vendors
– Inaccurate data (people, location, devices, budget, etc.)
– Group reps choosing devices for individuals
Challenges

20. Sponsor and Ednetics Perspectives

21. Questions
Answers

22. Contact Information
Brian Cox
University of Idaho
UI Customer Technology Support
bdcox@uidaho.edu
208-885-7301
Jane Cox
University of Idaho
UI Portfolio and Prj Mgmt Ofc
jmcox@uidaho.edu
208-885-7233
Matt Baird
Ednetics Inc.
Director, Ednetics Voice
matthew.baird@ednetics.com
208-262-2065