Benefits of using raum]für[raum for Videoconference/TelePresence projects

Transcription

1 Benefits of using raum]für[raum for Videoconference/TelePresence projects The professional videoconference/telepresence booking tool raum]für[raum mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 1

2 Today, videoconference and TelePresence belong to the most important topics in many companies. There are many good solutions available for the hardware sector, which present corresponding solution approaches regarding architecture and system platforms. But when it comes to booking tools there are two major problems: 1) Solutions are often not considered during the planning phase. 2) The consequences for user and operator are often underestimated. In this document we present a short summary of the benefits which can be generated using the booking tool raum]für[raum for videoconference/telepresence projects: Problem statement: Expenditure of time For normal customers, the process-parallelism of the bookings is one of the greatest challenges in videoconference and TelePresence projects. In the daily routine this means, that the user 1. has to contact the department Videoconference to book a video- / TelePresence conference. 2. has to contact other departments in order to book the corresponding rooms at the different locations. 3. possibly has to contact other departments / contact persons to order required technology (e.g. additional computer) or catering. Request videoconference Inform colleagues Enquiry / Control Communication: Webforms / s / phone Request rooms Inform colleagues Enquiry / Control Communication: s / phone Technology / catering for a room Enquiry / Control Communication: s / phone Evidently, the booker has to go through separated processes, which are not interlocked. Furthermore the tools which generate the orders are often of different nature: here a webform, there an or an internally developed tool for technology and catering. In the everyday routine this means that the user has to spend a lot of time to generate the booking initially. At the same time s/he has to be careful that the videoconference fits to the booked rooms and harmonises with the other orders. The process becomes even more complicated when the conference has to be modified. The parallel processes have to be carried out every time (!) just because there is not synchronisation. Consequently, there is no time for savings or optimisations. The user has to expect these enormous expenses of time whenever the conference needs to be modified. mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 2

3 At the same time the time expenses of the service providers (departments) are equally high, because the requirements and bookings have to be carried out in many manual work steps. Problem statement: Utilisation degree of resources (rooms & equipment) The problem of the high time expenditure leads in many companies to the fact that the booking of videoconference rooms is limited to 2 bookings a day. This way, natural buffers are created to avoid irresolvable chaos in the various departments. Paradoxical situation So, a high expenditure of time for users AND departments leads to a limitation in the utilisation of resources (rooms & equipment) - this is a completely paradoxical situation. Both for the users - and the customer, who provides systems, rooms and experts for a lot of money. Summary: Problem statement the individual user has to spend a lot of time to book a single conference the individual user has to spend a lot of time to modify a conference high expenditure of time for the respective departments many error sources because processes are not interlocked long lead times for the conference up to 2-3 work days (bookings in real-time are not possible due to many manual processes) low degrees of utilisation for systems and rooms Solution concept with raum]für[raum The utilisation of raum]für[raum as abooking tool, enables the customer to centralise all relevant processes in one tool. Hence, the user has a homogeneous and logical interface which displays workflows and feedbacks comprehensibly. This means, that the user can save a lot of time for the initial booking of the conference AND each modification or postponement of a conference can be carried out with a few clicks. The departments have to spend much less time in the provision of services as well because the processes are interconnected. Apart from the enormous savings of time for users and departments, it is most important for the customer that there are no more limitations regarding the rooms and resources. The booking tool manages all the connected booking processes and the required work steps. The natural consequence is a very significant increase in the utilisation of the expensive systems and rooms. mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 3

4 Benefits raum]für[raum +++ enormous savings of time for the individual user +++ very significant savings of time for the various departments +++ very short preparation times for conference bookings (almost in real-time) +++ reduction of error sources due to intelligent interlocking of processes +++ increase in utilisation of videoconference systems and rooms +++ improvement of conference quality Problem statement: Individual operator concepts Whether corporate customers or providers: In many videoconference and TelePresence projects different user groups are a matter of course. The user groups can be different affiliated companies or different customers in the provider business. The problems in the daily routine are quite complex: 1. Different operator concepts 2. Different authorisations 3. Different methods and process chains 4. Different calculation models This is just an excerpt of the most essential requirements. An intelligent booking tool like raum]für[raum is without a doubt the ultimate tool to grant the users an easy access to the videoconference / TelePresence platforms. All the more, considering that raum]für[raum allows the operators a flexible handling of different booking concepts. Which users are allowed to see and book which rooms and hardware, are they allowed to book conferences or can they just request them, does the company use "Self Booking or "Central Booking, is there technical supervising or a central HelpDesk? It does not matter because raum]für[raum offers the necessary tools to guarantee maximum flexibility for the customer even for large TelePresence systems. Benefits WITH raum]für[raum +++ multitenant booking tool +++ various operator concepts can be implemented +++ individual concepts for rights and roles +++ individual booking methods can be employed +++ individual & flexible accounting concepts mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 4

5 Problem statement: TMS is not multitenant Whether enterprise or provider business: Multitenant structures become more and more important in the daily routine of videoconference / TelePresence platforms. Of course, this is also true for technical platforms. A central problem here is that the TMS has no multitenant function. Because of that the solution concept for the described requirements becomes very difficult or even impossible. To solve this problem raum]für[raum as central booking tool offers all customers an essential advantage: All the operative functions are available to the operator as client system just like the required technical and structural settings for hardware and system. Whether booking method, access to rooms and system, accounting methods or authorisations, raum]für[raum is able to reproduce the client structure desired by the customer. The conference data can be written on the TMS safely and in real-time via the BookingAPI, so that the TMS does not have to be multitenant itself. Benefit raum]für[raum +++ Multitenant booking tool: The processes are transferred from the TMS to the booking tool. This compensates the disadvantage that the TMS is not multitenant. Problem statement: Different accounting models & connection to SAP (or other finance systems) High variability and flexibility are very important for the subjects of "Accounting or "Billing. That the TMS has no multitenant functions becomes problematic here as well and makes solutions difficult. raum]für[raum offers for all customers a variety of accounting and billing methods which can be configured and selected individually. Exports to various SAP modules are as possible as individual accounting and billing concepts (e.g. CDR creation involving TMS and TMSAE data). Benefits raum]für[raum +++ costs can be assigned to all objects within raum]für[raum +++ costs can be configured flexibly (per object) +++ individual reports can be configured +++ standard modules of raum]für[raum include different SAP modules +++ individual adjustment to SAP connection for customer mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 5

6 Benefits of raum]für[raum at a glance Multitenant booking software Support of current booking concepts also in mixed forms The software can be handled easily and intuitively by the user Booking of rooms and videoconference hardware is always interlocked there are no parallel processes anymore The existing automatic process chains in the company can be used optimally Higher utilisation degrees of systems and rooms is possible Short-term bookings of conferences are possible for users and/or departments The conference data on the TMS / CTX (videoconference management tools) are always up-to-date The videoconferences can be started automatically by the management software; no manual processes have to be started in the booked conference rooms No valuable time is lost at the beginning of the conference the conferences can start without delay Reduced stress for user HelpDesk or technicians because of automated dial-in processes and transparent information channels Flexible and purposeful accounting and billing models Exports to different SAP modules possible Individualised accounting and billing concepts possible if desired by the customer Precise utilisation and efficiency reports available and thus exact controlling of all objects Connection to customer LDAP-AD possible Registration methods for users to log in to "Self-Service structures allow easy access to the tool and facilitates the user integration for administrators (and operators) Connection of EXCHANGE-SERVER (and DOMINO SERVER) to raum]für[raum so that colleagues can be invited to conferences via Exchange (NOTES) Invitation of colleagues to conferences can be carried out (if desired by the operator) via Outlook-conform (Notes-conform) invitations (including entry to calendar) Fair licence models based on "con-current user licensing raum]für[raum is a standard software with a basis of more than 150 installations mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 6

7 A practical example: Booking of a videoconference at three locations Booking of the videoconference A form is used which comprises the necessary data for the respective department. Booking of rooms In order to reserve the rooms at the three locations, three mails are sent to the different departments at the respective locations. Booking of technology & catering At location A the business management is involved. An additional laptop as well as catering is booked in the department TECHNOLOGY and CATERING via telephone. Checking of processes All departments have to be called in order to verify, that the bookings / requests are executed correctly. Sum of all work raum]für[raum allows the booking of videoconference systems, rooms and resources (such as technology & catering) in one homogenous process. Savings of time due to raum]für[raum 4-5 minutes 5-6 minutes 2-3 minutes 6-8 minutes minutes 2-3 minutes min. 15 minutes Modification of a videoconference If the conference has to be modified in the conventional way, all the single steps described above have to be repeated. The user has to spend exactly the same amount of time again. raum]für[raum on the contrary allows radical savings of time, because the modifications can be carried out with a few clicks. Savings of time due to raum]für[raum minutes min. 15 minutes 2-3 minutes Sum booking & modifications (conventional) Sum bookings & modifications raum]für[raum Savings of time due to raum]für[raum min. 30 minutes minutes 4-6 minutes mediadialog GmbH Version: Benefits of using raum]für[raum As of: 22. August 2014 Page: 7