Microsoft – Breakfast Seminar 6 th March 2009

1. Microsoft – Breakfast Seminar 6th March 2009 • John McIntyre • Head of Business Solutions • eircom IT • jmcintyre@eircom.ie

2. Introduction and Agenda

3. Drivers and Context 1500 Dublin Staff moving to 1 Heuston South Quarter • Major change in working environment for Dublin Office Staff • Reduction of available desk and storage spaces • Open plan (no offices) => pressure on available meeting room space • Wireless Network (Wi-Fi) available in new building • Presents a unique and unprecedented opportunity to redefine how we work • Implement the New World of Work Program • Improve productivity by making staff more effective • Gain back working time - use for higher value activities • Use the technologies we sell to our customers (“Drink our own champagne”) • Do what we do, but in a completely new way… Opportunity to exploit Unified Communications? • Benefits not restricted to 1HSQ Staff • All knowledge workers in the company can benefit • Some of the best benefits are for distributed teams

4. What is Unified Communications? Before UC  Gaps

5. New World of Work Program A collection of tools, systems, processes and training materials intended to bring about higher levels of personal and group productivity in eircom Tools and systems are the enablers (e.g. SharePoint, Office Communicator, Office 2007) Processes (or Usage Scenarios) and Training bring the tools into common usage (e.g. Setup a meeting, Place a call from your PC) Trained people bring it all together and use the Tools and Processes to become more productive (e.g. Brown Bag lunch presentations, intranet videos, etc.)

6. Painting the Vision Wireless Access Point Visitors Printing ↨ * * Meet and Greet Employees * Wireless Network Cashless Canteen ↨ Enterprise Search ↨ Portable, Wireless Connected Device Entry / Cashless Canteen / Printing/ Remote Access † Connected Smartphone * IP Telephony ↨ * Instant Conferencing (Web , Video & Voice) * ↨ Informal Meeting Spaces Unified Presence & Communication environment † Remote Working * Completely New ↨ Integrated & Pervasive Collaboration Environment ↨ Enhanced High Quality Meeting Rooms and AV Facilities † Already Available

7. Building the Business Case • We needed to invest money for extra infrastructure • eircom has very strict capital approval requirements • We had to base our Business Case on Productivity Improvements • Productivity cases are notoriously difficult • So, we took the following approach…

8. Building the Business Case – Outline the Infrastructure Desktop Tools (Microsoft Enterprise Agreement) PC Refresh New Laptops/Desktops (Dell) Future LOB Apps on SharePoint (eIT/Partners) Future Intranet Platform (Replace with SharePoint) LAN/WAN Infrastructure (Cisco) Active Directory (Microsoft) Key Enabler for NWOW NWOW Pre-Req Future Reqs. Exchange Mail (Microsoft) IP Telephony (Nortel) Improves NWOW Office Communication Server and SharePoint Infrastructure (Microsoft) File and Print (HP) Funded & In Progress NWOW Pre-Req NWOW Pre-Req NWOW Pre-Req Already In Place Funding Sought NWOW Pre-Req NWOW Pre-Req

9. Building the Business Case – Make the benefit of tools concrete – eircom Trial “OCS 2007 has improved a lot the communication in our team…we used a lot IM and similar systems in my previous company, and now I'm really happy to be able to use it in eircom!” “30-40% Increase in Effective Communication with other Communicator Users” “Less email, Less fixed voicemail, Less sms, Less mobile voicemail, more quick answers to quick questions, makes homeworkingseemless” “..allows you to consult with 3rd parties not directly involved…without leaving the conf call and without tying up too much of their or your time in the process” “The ability to "tag" a contact, ..to be alerted whether he/she is available is particularly useful. I estimate that this function alone saves me 1 hour a week”” “.. instant messaging has allowed me to get quick answers to urgent questions while people were on conference calls. Each successful response saved me..up to 24 hrs waiting on an e-mail response” “..wishing more people were set up…so easy to see if people are available or not” “..Presence functionality..is an invaluable tool..minimises the amount of time wasted through incomplete calls and inefficient voicemail..” “.. higher success rate in contacting people who are indicated as available…estimate that my success rate was > 90% compared with a normal rate of 40%.” “Each [video] conference call has the potential to save me up to 8 hours travel” “estimate...10 - 20% [time savings] 0.5 - 1 day per week.” “.. very pleased with…communicator… offers the chance to conduct business efficiently any time any where” “..using Sharepoint to share documents between departments..we always have access to the documents and also it helps manage the change control and security of important documents/project plans” “.. Per/day on working off the correct version of a document that is shared with a team: 10 mins” This feedback was from our 100 User trial These results are magnified as we roll out

10. Benefits of Tools “Irish workers are wasting approximately 73 mins per week playing phone tag” Damovo Report, January 2008 73 minutes per week for 4,000 eircom knowledge workers is over €6m annually in lost productivity €29 per hour, 44 Working Weeks If we get back 30 minutes per week for just 1,500 of the 4,000 people (HSQ Population), we benefit by approx €950k in productivity gain • Other Benefits • Reduction in need for travel • Improved Internal Comms Capability (Live Broadcast) • Enhanced Intranet Platform (further project required)

11. Business Case look back

12. Implementation • Increased Resilience • Enhanced Storage • Full Backup • External Connectivity • No Resilience • Limited Storage • Manual Backup • No External Connectivity • Inexpensive and quick • Easy to maintain Office Communicator SharePoint 2007 – “Sharenet” Live Meeting – Application and Desktop Sharing

13. Thank You Thank you .... • John McIntyre • Head of Business Solutions • eircom IT • jmcintyre@eircom.ie