The Convergence of FAX, SMS and Voic on your network. How and why you would invest in it

Transcription

1 The Convergence of FAX, SMS and Voic on your network How and why you would invest in it

2 Communicating at Waverley Two Campuses Large blocks Ten Buildings on Senior Site Four buildings on Junior Site Shared phones Limited access to FAX devices

3 Staged Implementation Voic was added to the Phone system in 2000 Digital Solution was scoped in implemented to be SMTP compliant in 2001 GroupWise was determined to become the core communications application in Voic s were routed via Amanda to individuals accounts in Virtual Extensions were created for members of Staff on the College Laptop Scheme in 2002.

4 With the development of MFD the faxing requirements of the College were evaluated, part of this scope was an ordering system. Digital FAX gateway solution was designed, PABX upgrade to change PSTN lines to Digital ISDN lines. Additional tails between PABX and Comms room. 100 number range secured via Telstra 0800, phones were 0600, Senior, admin, HOD and Year masters given an In dial fax number. Numbers correspond as a rule to phone number e.g was 0810 for fax. In 2005 an application upgrade allowed for the same server to be utilized as an SMS gateway with the addition of hardware.

5 Waverley Information Gateways FAX GATEWAY VOICE GATEWAY GATEWAY Client PROCESSING SYSTEM SMS GATEWAY

6 Why we invested in a Digital Voic System Voic enabled an empowerment of the in dial range to streamline messages It created a more accountable and auditable flow of communication. Purchasing, servicing and replacement of 60 answering machines was staggering. Capacity to forward, and archive voice messages easily. Shared phones, and virtualization of extensions. Easy and reliable remote recovery of Voic from any web enabled PC. Ability to play as a WAV file allows user to scroll though the voice message, e.g. just relisten to the phone number. College is now moving to PDA/Phones allowing users to collect V/M off there phone via remotely.

7 Inbound Voice Mail, using In dial or forwarding Reception forwarding GATEWAY WAV VOICE AMANDA VOIC Server WEB ACCESS VOICE MAIL ACCESS, via PDA/GPRS

8 The functions it offers Our system has 4 incoming voic ports. We have 10 inbound lines. We can report on usage by extension on V/M received, by port, determine expansion requirements. System capacity will allow up to 72 concurrent recording ports. Approx 1,000 hours of V/M recording is possible. Can support and route to two different PABX s Multiple message greetings e.g. away from the Office. Time stamping of messages.

9 Simple Architecture 3com Switch

10 This outlines the port usage Disk space availability Revision Number of calls taken In 4 working days 691 calls were sent to Voic . This accounts for internal and external messages.

11 Control over Greeting length Control over msg length Number of rings before V/M initiates. Pre-record ext no and name. Redirect of V/M from an ext.

12 Number Association

13 What it looks like Users end result No lost phone messages. Collect at leisure Away from desk but contactable. Cultural acceptance of leaving messages Forward messages to other interested parties.

14 Why we invested in a Digital FAX solution Recent Gallup/Pitney Bowes poll of Fortune 500 companies id ed faxing as the No. 1 method for sending and receiving official messages. is more common but until digital signatures and deemed legal faxing will still have a place. Statutory returns, orders and much of the enrollment information is submitted via fax. Applications and acceptances for many PD programs is done via fax. Manual faxing lost time. Collection, Assessment and Distribution Multiple copies made of faxes

15 Lack of Corporate control on use of Covering pages etc. Quality issues on printing and sending. Enabled searchable archive. Anti Fax Spam capacity. Professional composure of faxes in clients with spell check. Attachments from rich applications like Excel or Word. Numbers can be selected from address books in the application. PDA/Phone delivery. Incoming and outgoing queue sorting and priority variables. Easy FAX broadcasts. Success and Failed notification via .

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17 Cost Analysis The time and motion to send an average fax in our office space was 10minitues. This very close to the industry testing on average fax. Assumptions, no paper jams, engaged signals, queues, getting a drink, casual chats, and ocean gazing. Fax locations were inconvenient, e.g. Business Managers Office, Headmaster Sectaries work space etc.

18 Cost Suppositions: 10mins to send = $2 per fax in $12/hour Not calculating consumables and call costs Faxes Per Day Daily Cost Weekly Cost Annual Cost 10 $20 $100 $5, $50 $250 $13, $100 $500 $26, $200 $1000 $52,000 The cost equation on time for an average fax via our SMTP gateway is approximately 1/10 of the cost e.g.. 50 faxes per day annualized would cost $2600.

19 Inbound faxes GATEWAY FAX TIF/ PDF FAX Server to Fax gateway

20 Fax Server line Monitor and MTA

21 Simple Architecture

22 Fax Licensing and Number Association

23 Outgoing faxes can send attachments. Application must be on the Server Fax numbers becomes part of the Frequent Contacts list in GroupWise. Multiple recipients. Incoming FAX has the incoming the domain. Fax arrives is a defined format, e.g. tiff or pdf.

24 Ordering System using Fax Gateway

25 Why we invested in an SMS solution. Waverley s internal absentee procedures has for a long time involved a series of checks for student attendance. Home group - rolls students marked with an U for unexplained. All students with a U we Id ed by 11am. 12pm a member of the Ancillary staff would start ringing families. Process could take as long as 3hours, so contact in some instances was made very late in the day. (not then seen as a service) Multiple calls we made, e.g. home, Mum s work, Mum s mobile. Absentees could range from nil to 80 on a given day. Internal architecture enable a single number to be published as Waverley's SMS information server.

26 Outbound SMS Your son Returned SMS go to a common account Your son Jon has been recorded absent if you are aware he is away please call SMS to Groups/Individuals FAX/SMS Server SMS to gateway SMS from GroupWise SMS from Staff information portal.

27 What was required As Waverley had already invested in the Software and server the addition to SMS was minimal. A SIM Modem was purchased. Connects via Rs232. PC connects on one end, Antenna on the other. A suitable plan to send bulk SMS. $79 cap with $500 spend = 2500 SMS per 3cents per SMS. Some SQL queries to perform a procedure of notification.

28 How users can SMS Character issue thought the client, will split and send multiple messages

29 Absences Procedure

30 Both parents are informed to cater to split families. Reports generated for exception e.g. families with no mobiles. This is less than 2% of the family group.

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32 Other applications Our Learning support department runs a peer reading group.they set up Student mobile numbers and SMS a reminder to the boys on the days they we reading and or peer tutoring, this has a dramatic impact on attendance. SMS ing families with enrollment interview times. SMS ing families and students with sport cancellations and fixture issues for Saturday sport. SMS substitute teachers for availability in the mornings. Capacity to poll family body, select 1 for yes or 2 for no. Reminders of early payers date for School fees.

33 Other ways to digitize Faxing MFD, both exhibitors Canon and Xerox now have push/pull technology for MFD, universal send from the device allows sharing around the world at the press of a button. Allows scanning and push to . Address books can be set on the device enabling a user to scan and copy to an SMTP client.

34 After storing a document in a Mailbox, the device sends an (with a URL link) to a pre-determined list of recipients With a standard web browser, the recipient can check the document in the User Inbox Reduces load on mail server and assists with version control, Electronic distribution of paper information.

35 Faxing via a MFD

36 Extended office access to Communications The College is now scoping the implementation of XDA/Phone solutions. At times like this via a phone, land voice, fax, and mobile contact can be achieved to ensure a contact with the College. pushes content to your mobile device full mail & calendar functionality send, write, receive, answer as being in the office Update of personal contacts Searching in global address list of the mail servers Support of attachments in native format

37 Voic Calendar Faxes Pers. Contacts... on the same level as your Pers. Contacts Enterprise application Calendar

38 ASP Models for Digital Communications Messaging in any format You can send in any format (fax, , SMS and voice) and receive in any format. You can choose to send in any format or any combination of formats. You can access and send through the system from any digital device (desktop, PDA, GSM, G3, landline or G4 fax) You can send to any recipient list and include any attachment (word, Excel, PDF, mp3, WAV, gif and Jpeg)

39 System architecture ISDN/ PSTN BILLING SYSTEM ISDN/ PSTN HTTP SMS LINK FAX LINK HTTP SMTP PROCESSING Newsnet Integrated SYSTEM Platform SMTP LINK VOICE LINK GSM WEB LINK GSM

40 Contact Details Jon Byrne Waverley College 131 Birrell Street Waverley Phone: Fax: