Telecommunications Infrastructure Improvements

Delivered to Executive Board

July 7, 2014

Prepared byOffice of Information Technology

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Agenda

1

•Overview

2

•Introduction

3

•Opportunity

4

•Benefits and Risk

5

•Recommendations

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State of the art technology is key to achieving strategic goals

The technology failures we experience and lack of functionality prevents us from achieving strategic goals

Identify the technology that prevents us from reaching maximum potential

The benefits and the risk of implementing new technology

Recommendations to move us forward

Overview

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The network infrastructure – the foundation for our communications

Communications systems are vital to our operation

Network Infrastructure

Firewalls

Switches

Servers

Cabling

Internet connections

Wireless networks

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Communications systems are vital to our operation

Phone Systems

Still vital for communicating

Voicemail to email

Integration with email systems

Mobile office

Unified communications

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What is the weak link in our infrastructure?

Our current situation - The infrastructure is only as strong as its weakest link

Network Switches

12 years old

Failure rate increasing

Slow transmission speeds

Bottlenecks

Limits our communications

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Telecommunication systems must provide functionality and features and integrate into other communications technologies

Phone Systems

• 12 years old

• Failure rate increasing

• Part availability

• Limited functionality • Limited integration

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Failure rates are trending upward and cause frustration for both employees and constituents

2009 2010 2011 2012 20130

1

2

3

4

5

6

7

8

Phone & Switch Failures by Year

Failures

Year

Table 1 – Phone and switch failures by year

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There is a high probability of failure and high business impact – We are in the RED

High likelihood of failure due to age High business impact if failure occurs

Phone server – loss of all telephone communications Data Switches – loss of all voice and data

Figure 1- Risk matrixRisk Management. (n.d.) Retrieved from http://www.changefactory.com.au/service/creating-strategy/risk-management

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Success factors – what we want to accomplish

Data Switches

Reduce failure rates and reduce downtime

Increase transmission speeds with faster switches

Allows video and unified communications

Reduce maintenance costs

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Success factors – what we want to accomplish

Phone Systems

Reduce failure rates and decrease downtime

Support for new handsets and headsets

Mobile office support

Integrate with Microsoft Lync for video conferencing

Integration with Outlook and Exchange server

Reduce maintenance costs

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Our alternatives

Switches•10/100•10/100/1000 (gigabit)

Cloud Hosted •Highly scalable•Vendor dependency•Call quality

In-House VoIP•Ownership•Control•Integration•Scalable

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Our strategic choice for the future

Switches

•Fast 10/100/1000

Phones

•In-house VoIP

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Benefits and risks of upgrading

Fast infrastructure

Integrated communications

Video conferencing

Video streaming

Virtual meetings

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Integrated Communications (Unified communications, 2013)

◦ 30% travel cost reduction

◦ 60% reduction in absenteeism

◦ 10-20% increase in productivity

◦ 83% agree teamwork is improved

Benefits and risks of upgrading

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Mobile Office Technology (Hoechst, 2012)

◦ Greater accuracy by eliminating manual data entry

◦ Better outcomes due to direct access to data

◦ Higher productivity

◦ Faster results

Benefits and risks of selected options

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Risks

◦ Implementation – downtime

◦ Resistance to new technology

◦ Fear of losing personal interaction

Benefits and risks of selected options

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Mitigating Risk

Implementation◦ Well planned approach◦ Expert team◦ Advanced testing

Resistance to new technology◦ Start slow and build consensus◦ Proper and adequate training

Fear of losing personal feel◦ Regular face-to-face meetings◦ Technology allows more communication

Benefits and risks of selected options

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Switches◦ Avaya 4850 Series switches◦ $25,800◦ 5 yr maintenance included

Phone systems◦ Avaya IP Office 500 VoIP

◦ $38,500◦ 5 yr maintenance included

Total purchase price of $64,300

Lease or purchase◦ $1450/mo ◦ $1 buyout 5yrs

Recommendations

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It’s all about the people we serve!

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Hoechst, T. (2012). Commentary: Five ways mobile technology can improve your mission. Retrieved from http://www.nextgov.com/mobile/2012/08/commentary-five-ways-mobile-technology-can-benefit-your-mission/57434/

Unified communications and collaboration in the real time economy. (2013).

Retrieved from http://letstalk.globalservices.bt.com/en/collaboration-and-unified-communications/

References