White Paper UC for Business - Executive Conference

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1 UC for Business - Executive Conference NEC Australia nec.com.au

2 Table of Contents Introduction...3 Overview...3 How does Executive Conference Work?...3 Business Drivers and Benefits...3 Benefits...3 Requirements...3 Why Not Video Conferencing?...4 Executive Conference Functionality...4 Organizing a conference...4 Starting a conference...5 While on a conference...5 Examples...6 Conference Module Service Conditions...11 NEC Australia

3 Introduction NEC s UC for Business (UCB) Executive Conference solution provides advanced Unified Communications that delivers business benefits across the entire enterprise. Audio conferencing technology has been around for a while, but most solutions aren t always easy to use and often involve third-party providers, which adds cost to your telephony bill. With NEC s UC for Business Executive Conference solutions, scheduling a conference is quick and intuitive and becomes a timesaving alternative for endless group trails, travel for meetings or in-person meetings. Collaboration across the enterprise improves and, instead of having deadlines extended and decisions dependent on other meeting modes, your organization will avoid latency and improve efficiency and productivity. With UCB Executive Conference you avoid unnecessary telephony costs and make conferencing straightforward for all parties. Scheduling conferences even instant ones is as easy as sending a calendar appointment. Internal and external participants can join in with a click of the mouse or by dialing a free phone or other familiar number. If a small group wants to split away to have a quick discussion by themselves and then rejoin the others again, that s simply arranged through drag and drop. UCB Executive Conference reduces employee frustration, speeds up business processes and improves communications throughout the enterprise. Overview Audio conferencing is turning into an ever more popular business solution as it enables staff to quickly consult colleagues or customers and into improve the speed of decision making. UCB Executive Conference, a UCB licensed module, provides audioconferencing for up to 64 internal and external parties via your UCB application. How Does Executive Conference Work? Conferences can be set up and viewed inside Console, Agent Desktop, Executive Desktop and Executive Insight. Participants are alerted with conference invitations and reminders. Console operators can organize conferences and transfer the host role to another user. Business Drivers and Benefits Conferencing is the green solution to global consultation eliminate fuel consumption and carbon emissions along with the cost of travel. No more costly conference bridges. No 12-digit phone numbers to lose, forget or misdial. Run from your own office, so you can set up whatever access you need for outside callers, including free phone numbers. Operation is easy there is no reason for anyone to miss a conference call because they don t know the details. They just phone your office and get connected. Administration is straightforward and flexible, meeting your business and security requirements. No more reluctance to seize the moment when a conference call is the fastest solution to any issue. UCB s single point user application means executives and knowledge workers are already confident with all functionality operation and promptly initiate a conference when the need arises. Executive Conference provides great flexibility for participants and organizers. Last minute attendees can be added easily and painlessly as soon as they call in, even from mobile units or from outside the office. Requirements UC for Business Version 5.0 Executive Conference is currently supported on NEC communications servers. CTI Server Requirements. there is potential to run up to 32 ports on a single (high traffic configuration) server; however this is dependent on your site configuration and load. Important: Please contact your NEC Account Representative before proceeding so that your specific PBX requirements can be assessed and calculated for your site. Executive Conference is available on SIP-capable NEC supported telephony platforms and utilizes Aculab SIP voice ports. A single license is required for each concurrent conference participant. NEC Australia

4 Why not Video Conferencing? Executive Conference is the cost effective and practical alternative to video conferencing. People use video conferencing because they need some control over what is happening. With its easy to use graphical interface, Executive Conference provides almost all the functionality of video without the head shots or the hassle of camera equipment at each location. Functionality Who is present? Who was invited? Who just arrived/left? Who is talking? Where are they? Body Language Additional equipment not required Video Conference Executive Conference Executive Conference Functionality Executive Conference is designed to solve the well-known pain points of audio conferencing: 1. How do I start a conference? 2. Can I turn this phone call into a conference? 3. There s a conference now, how do I get on it? 4. Who is present on the line right now? 5. Who was actually invited to attend? 6. Who was that who just arrived/left? 7. Who is that talking? 8. Who else is in the conference room? 9. Can I turn that person up/down/off? 10. I need to invite another person. 11. Here s someone ringing me now, how do I bring them into the conference? 12. I need to consult privately with another person. 13. I do not think this person is a legitimate participant. 14. Can I continue talking to a subset of the conference after the main call breaks up? 15. I want to get all those people back for another discussion. The main features of UCB s Executive Conference address include: Organizing a conference Participants can be any mix of internal or external using IP or other lines. Each participant uses a port, so if you have 30 ports at your site, you could have three simultaneous conferences of 10 parties each, two conferences of 15 parties or one conference of 30 parties. Scheduled and Recurring conferences are available as well as ad hoc. Booked or scheduled conferences automatically reserve resources for that time, so they are available when required. Anyone else attempting to initiate a conference at that time is advised they are unable to do so (unless sufficient licenses are available). Easy wizard conference setup. Use the Desktop Search Bar to simply drag Phonebook entries directly into your active or scheduled conference. Create Conference Rooms in the system that can display all the participants who joined the conference from the same phone. Define PIN access for any conference. Super-users can have their own PIN to initiate conferences via the phone. Create a calendar meeting event that can be ed to participants 1. Organizers are automatically the host at initiation, but can transfer the host role to any participant. The organizer or host is the only participant able to drop other people out of the conference or end the conference for everybody. 1 This feature is currently available for Microsoft Outlook only NEC Australia

5 Starting a conference If you are ready to start your conference and not everyone has arrived, send a reminder to all parties and they can just click to join. Convert your current call to a conference so you can add more parties. Actively introduce any person (e.g., someone who is slow to dial in) to the conference. Introductions to the conference are private. You can still hear the conference in the background, but your conversation with the newcomer remains private until they accept the invitation and join the conference. Conference participants inside the office get toaster screen pops alerting them they have been invited to a conference. Each participant can choose to snooze, decline or join immediately. Executive conference displays the name of each participant as they arrive AND leave the conference. Internal participants are automatically recognized and the system will have their names recorded; external participants are asked to record their own names to be played to the conference. Regular external participants can be added to the Phonebook so that their er Line ID (CLI) is recognized and their names automatically played on entry. Any participant of an active conference, calling from a recognized er Line ID (CLI), will be invited to join the relevant conference as soon as they are answered by the system. For example, a user expected in a conference just calls their own, or any voice mailbox on the system; they will hear You are scheduled to participate in a conference, <Weekly Management Meeting>. To join, press 6. If you are an internal user who can t remember the PIN, just log into your own mailbox, using your mailbox PIN and your identity is confirmed; you are then prompted to press 6 to join the conference. Console operators provide a central facility for lost conference participants; when a booked participant calls the main office number, their CLI is recognized and a Transfer to Conference button displays on Console. Send an invitation either when creating a conference or any time before it begins to book your attendees. While on a conference See from each button who is attending the conference. See the people who were invited, but declined the invitation to attend. In the Conference Room buttons, you can see all the participants in the room, including those who were invited but didn t attend. Each Desktop participant can adjust the volume of the entire conference as they hear it. The input for each user can be adjusted for the entire conference, including muting out noise of any participants; for example, if someone puts the conference on hold, all get hold music. At the end of the conference or any time during you can split your conference into groups based on predefined regions. Drag participants into any region you wish and then select split to break up the conference. You can also re-merge the regions at any time. Look who s talking! the current speaker s button lights up to help you identify unknown voices 2. A meter indicator on this button and on any other participants buttons also identifies other contributors at the same time so you can see clearly, not only who the loudest participant is at that time, but also which others might be trying to make their point. Hold a private conversation with someone else in the conference or split the group in two for discussions. Conferences can be recorded3 either ad hoc at any time during a conference (based on permissions) or as part of the wizard-based setup. Recordings are then available via the Conference History list for all internal participants and can also be exported as required for circulation to external participants. 2 Available in 5.0 SP3 3 Available in 5.0 SP3 NEC Australia

6 Examples Figure 1. Drag callers from the Phonebook Search bar directly into a Conference. Figure 2. This conference is scheduled to recur every Tuesday at 3 p.m. NEC Australia

7 Figure 3. The organizer can choose to participants a conference invitation that will automatically create an appointment in their calendar with all the conference details. NEC Australia

8 Figure 4. The organizer or host can remove any party from the Conference, transfer Hosting rights to another participant and adjust the Mute option. Users can adjust their own or use keys on their phone. Figure 5. Regions allow for a conference to be split into two separate regions, allowing a private conversation within each region. To move a user, drag their participant button between the regions. To rejoin all participants, right click and select Merge Conversations. NEC Australia

9 Figure 6. Look Who s Talking! the button of the participant currently speaking is highlighted with a meter showing their volume relative to the second loudest participant at that time. In this image, Cecily is loudest with Barbara making a quieter contribution. Figure 7. Conferences can be recorded either ad hoc at any time during a conference (based on permissions) or as part of the wizard setup. Recordings are available via the Conference History list for all internal participants and can also be exported for circulation to external participants. NEC Australia

10 Figure 8. Each participant (within the office) will receive a toaster pop at the appropriate time inviting them to join the conference. Information shown includes the organizer, other participants and participants e invited still inactive. NEC Australia

11 Conference Module Service Conditions TN ect all TN ect all Platform UCB CONFERENCE MODULE SERVICE CONDITIONS SUMMARY Method Type Participant using UCB Desktop Access via MG-PRI ser for Inbamd DTMF (SIP Mode) Access via CCIS (*Terminal Type Limitations) Access Via PAD (*PAD Type Limitations) PN-8IPLA with Compression (8 ports) SIP TRUNK INTEGRATION METHOD PAD CARDS TERMINALS continued from above Access via ITR UCB Method CONFERENCE PAD Participant CARDS Access via MG-PRI Access via CCIS Access Via PAD 32IPDB 32IPLB Access via ITN Access via ITL MODULE Access SERVICE via PRI CONDITIONS TDM TERMINALS SUMMARY 32IPLB With 32IPDA with PAD CARDS (Dterm IP) Platform using UCB ser for Inbamd (*Terminal Type (*PAD Type without Without (NEC SIP) Direct (DT700) Direct Available Trunk Subboard compression Direct STA/CCIS 32IPDB 32IPLB Participant Desktop 32IPLB Access via MG-PRI ser DTMF Access ITR (SIP via Mode) CCIS Limitations) Access Via PAD Limitations) PN-8IPLA with compression Subboard PN-32IPLA/A STA/CCIS 32IPDB 32IPLB PZ-128IPLA Platform without UCB Method Without CONFERENCE Type using With MODULE 32IPDA UCB for SERVICE with Inbamd CONDITIONS ITN DTMF (*Terminal (Dterm SUMMARY ITL Type (*PAD Type Compression (8 PZ-24IPLA no PN-16VCTA/A PZ-32IPLA PAD PZ-64IPLA CARDS PZ-128IPLA without Without SV8100 NO - compression - (NEC SIP) - (DT700) compression Subboard Subboard Participant Desktop Access (SIP via Mode) MG-PRI ser Access Limitations) IP) via CCIS Access Limitations) Via PAD PN-8IPLA ports) with compression PN-32IPLA/A compression 32IPDB Subboard 32IPLB SV8300 NA NA NA NA NA NA Platform SV8100 IPS NA Method SIP station NAType using NA UCB for NAInbamd DTMF NO (*Terminal SIP NA STATION Type SIP (*PAD STATION Type Compression NA (8 PZ-24IPLA NA NA NA NA no PN-16VCTA/A NA NA NA PZ-32IPLA NA PZ-64IPLA PZ-128IPLA without NA Without NA SV7000 SV8300 NA SIP NO NA Trunk Desktop NA - NA(SIP -NA Mode) NO Limitations) SIP -TRUNK Limitations) SIP -TRUNK -ports) NA - NA compression - NA - NA compression - NA Subboard NA NA IPS SV8500 SV8100 (R14) NA SIP station NA Trunk NA NA NA NO SIP SIP STATION TRUNK SIP STATION TRUNK 1 1 NO NO NA NA NA NA NA NA SV7000 IPX (R24) SIP Station NO NO NA SIP NA STATION SIP STATION 1 1 NA NA NA NA NA NA SV8300 SIP Trunk NA SIP NA NA NA SV8500 (R24) SIP Station 1 SIP TRUNK 1 NA NA NA NO NA NO NA NA NA IPS (R14) SIP Trunk NO NO NA NO SIP TRUNK NA NA NA NA NA NA NA SV8500 (R25) SIP Trunk NO NO NO NOYes See specific SIP TRUNK 1 terminal types supported for each platform NA NA NA NA NA SV7000 (R24) SIP Station SIP STATION NA NA NA IPX (R20) NO NO NO NO SIP STATION NA NA NA NA NA NA NA SV8500 (R24) SIP Station 1 1 NA NA NA NA IPX (R25) NO NO NO NO NA NA NA NA NA NA NA SV8500 (R25) SIP Trunk SIP STATION INTEGRATION METHOD PAD CARDS NA NA TERMINALS 1 1 NA NA NA NA NA NA NA IPX (R20) SIP Station Participant 1 1 Access via MG-PRI Access via CCIS Access Via NAPAD 1 - See 32IPDB specific NA terminal 32IPLB NA types supported NA for each platform NA Access via NA Access via ITR ITN NA Access via ITL IPX Method Access via PRI TDM 32IPLB With 32IPDA with Platform (R25) SIP Trunk using UCB 1 1 (Dterm IP) ser for Inbamd (*Terminal Type (*PAD Type NA without NA Without NA NA NA (NEC SIP) Direct NA NA (DT700) Direct Available Trunk Subboard compression Direct STA/CCIS TERMINALS Desktop SIP TRUNK INTEGRATION DTMF METHOD (SIP Mode) Limitations) Limitations) 1 compression - See specific terminal Subboard PAD types CARDS supported for each platform TERMINALS Access via ITR SV8100 NA NA NA NA NA NA Access via ITR Access via ITL Participant Access via MG-PRI Access via CCIS Access Via PAD 32IPDB 32IPLB Access via ITN Access via ITL (Dterm IP) SV8300 Method NO - SIP TRUNK Access INTEGRATION via - PRI TDM METHOD PAD CARDS 32IPLB - With 32IPDA - with - TERMINALS (Dterm - IP) - Platform (DT700) Direct using UCB ser for Inbamd (*Terminal Type (*PAD Type without Without (NEC SIP) Direct (DT700) Direct Direct STA/CCIS IPS Available NO - Trunk Subboard - compression - - Direct - STA/CCIS - Desktop DTMF (SIP Mode) Limitations) Limitations) compression Subboard SV Access via ITR Participant Access via MG-PRI Access via CCIS Access Via PAD 32IPDB 32IPLB NO NO Access NO via ITN NO Access via ITL Method Access via PRI TDM SV IPLB NO With 32IPDA NO with NO NO (Dterm IP) Platform using UCB ser for Inbamd (*Terminal Type (*PAD Type without Without (NEC SIP) Direct (DT700) Direct - SV NO IPX Available Trunk 1 1 NO Subboard compression NO NO Direct NO STA/CCIS Desktop DTMF (SIP Mode) Limitations) Limitations) compression SV8300 NA Subboard NA NA NA STA/CCIS NA IPS NAYes 1 SV8100 NO See specific - terminal types - supported for NA - each platformna - NA - NA - NA SV7000 SV NO - - NA SV NA NA NA NA NA IPS NA NO NO IPX 1 1 NA NA NA NA NA SV7000 NO NO - NO SV8500 Yes 1 - See specific 1 terminal types 1 supported for each platform NO NO IPX 1 1 NO NO TERMINALS SIP STATION INTEGRATION METHOD Yes 1 - See specific terminal types supported for each platform PAD CARDS TERMINALS Access via ITR Access via ITR Access via ITL Participant Access via MG-PRI Access via CCIS Access Via PAD 32IPDB 32IPLB Access via ITN Access via ITL (Dterm IP) Method SIP STATION Access INTEGRATION via PRI TDM METHOD PAD CARDS 32IPLB With 32IPDA with TERMINALS (Dterm IP) Platform (DT700) Direct using UCB ser for Inbamd (*Terminal Type (*PAD Type without Without (NEC SIP) Direct (DT700) Direct Direct STA/CCIS Available Trunk Subboard compression Direct STA/CCIS Desktop DTMF (SIP Mode) Limitations) Limitations) compression Subboard Access via ITR Participant Access via MG-PRI Access via CCIS Access Via PAD 32IPDB 32IPLB Access via ITN Access via ITL Method Access via PRI TDM 32IPLB With 32IPDA with (Dterm IP) Platform SV8100 using UCB ser for NA Inbamd (*Terminal Type (*PAD Type without NA Without NA NA NA (NEC SIP) NA Direct (DT700) Direct Available Trunk Subboard compression Direct STA/CCIS - SV NO Desktop - - DTMF (SIP - Mode) Limitations) - Limitations) - compression - Subboard STA/CCIS - - STA/CCIS - - SV8100 IPS - NO - - NA NO SV NA NA NA NA NA SV8300 NO NO NO NO NO NO SV IPS NO NO NO NO NO NO IPX SV NO NO NO NO NO NO NO NO SV8500 Yes 1 - See specific 1 terminal types 1 supported for each platform NO NO NO NO IPX 1 1 NO NO NO NO PZ-24IPLA PN-32IPLA/A no compression PAD CARDS PN-16VCTA/A PZ-32IPLA PZ-64IPLA PZ-128IPLA 32IPDB without compression SV8100 SIP station NA SIP STATION SIP STATION NA NA NA NA NA NA N SV8300 SIP Trunk NA SIP TRUNK SIP TRUNK NA NA NA NA NA NA N IPS (R14) SIP Trunk NA SIP TRUNK SIP TRUNK NA NA NA NA NA N SV7000 (R24) SIP Station SIP STATION SIP STATION NA NA NA NA NA NA NA N SV8500 (R24) SIP Station 1 1 NA NA NA NA NA NA NA N SV8500 (R25) SIP Trunk 1 1 NA NA NA NA NA NA NA N IPX (R20) SIP Station 1 1 NA NA NA NA NA NA NA N IPX (R25) SIP Trunk 1 1 NA NA NA NA NA NA NA N 1 - See specific terminal types supported for each platform Yes 1 - See specific terminal types supported for each platform PAD CARDS 32IPLB Without Subboard 32 W Subb NEC Australia

12 For more information, visit or call Oceania (Australia) NEC Australia Pty Ltd Corporate Headquarters (Japan) NEC Corporation North America (USA) NEC Unified Solutions Inc. Asia NEC Corporation Europe (EMEA) NEC Unified Solutions About NEC Australia Pty Ltd. NEC Australia is a leading supplier and integrator of ICT solutions to carriers, government and businesses. Through a national network of engineering and support staff backed by over 200 partner organisations, we design, develop and deploy advanced IT/Network communication solutions and services using best-of-breed technologies in multi-vendor environments. Our business encompasses Hosted Application and Network Services, Systems Integration, IP Communications Servers, PBX, Broadband Access Systems, Data Centre and Cloud Technology Services along with Digital Signage and Displays. UCB_EC_WP v NEC Australia Pty Ltd reserves the right to change product specifications, functions, or features, at any time, without notice. Please refer to your local NEC representatives for further details. Although all efforts have been made to ensure that the contents are correct, NEC shall not be liable for any direct, indirect, consequential or incidental damages resulting from the use of the equipment, manual or any related materials. The information contained herein is the property of NEC Australia Pty Ltd and shall not be reproduced without prior written approval from NEC Australia Pty Ltd. Copyright 2010 NEC Australia Pty Ltd. All rights reserved. NEC, NEC logo, and UNIVERGE are trademarks or registered trademarks of NEC Corporation that may be registered in Japan and other jurisdictions. All other trademarks are the property of their respective owners. All rights reserved. Printed in Australia. Note: This disclaimer also applies to all related documents previously published.

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