8/11/2019 Success through an Inclusive Approach: Unified Communications at the George Washington University (242318037)

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Success Through an InclusiveApproach: Unified

Communications at the George

Washington University

Dr. Charles ManceMichael Briggs

Marcy Day

David Donoho

Ed Martin

8/11/2019 Success through an Inclusive Approach: Unified Communications at the George Washington University (242318037)

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!  Introductions

! 

GW Background

!  Why we are here

! 

Q &A

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Introductions

Dr. Charles Mance, Director Communications Engineering

Services

Michael Briggs. Director, Technology, GW School of Law

Marcy Day, Project ManagerDavid Donoho, Sr UC Architect

Ed Martin, Deputy CIO

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The George Washington University

Founded in 1821 via Act of Congress

Largest University in the District ofColumbia

Three connected campuses in theWashington, D.C. metropolitan area

Foggy Bottom

Mount Vernon Ashburn, Virginia

Over 100 degree and professionalprograms offered

14,000 full-time and 5,000 part-timestudents

Students come from all 50 states, theDistrict of Columbia, Puerto Rico and 43foreign countries

6,500 full- and part-time staff and facultymembers

Central IT, with a loosely coordinatedDecentralized IT model

8/11/2019 Success through an Inclusive Approach: Unified Communications at the George Washington University (242318037)

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Problem Statement

 Avaya System installed in 1986, near EOL

Expensive Monthly Recurring Charge Model

Point to Point Video TeleConferencing,

Directories, Enterprise Chat, Email,Voicemail, Fax, and WebConferencing

services that were all not integrated.

User-driven adoption of consumer

technologies (Skype, etc ..)

Desire for more distance learning, hybrid

learning, and teleworking

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Project OnsetIn 2011, we decided to embark on a requirements and source

selection initiative for a Unified Communications investment.

We knew:

• 

It was important to leverage broad participation.

• 

It was going to be transformative

• 

That there would be acquisition costs way above normal life

cycle.

• 

That we really didn’t know where and how to start.

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Project Goals

Develop a unified communications roadmap and procurement

strategy that will:

• 

Integrate with existing GW infrastructure (Google Apps,

Video systems, telephony platform, IdM/Directory)

• 

Provide unified communications capabilities to GW user

community

• 

Support anticipated growth•

 

Enable support for a variety of work models

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Stakeholder Mix

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Source Selection Process

Mar 2012 ……………… Hired consultant/research firm to assist

with requirements gathering, RFP creation and vendorselection.

Mar – Jun 2012 ……... Gathered requirements from over 130

key university stakeholders, including staff, faculty, and student

representation, via interview sessions and surveys.

Jul – Sep 2012 ……… RFP creation.

Oct 3, 2012 ………….. Submitted RFP to 11 vendors.

Nov 28, 2012 ………... Received proposals from 7 vendors: 3

hosted, 3 on-premise,1 hybrid.

Dec 2012 – Feb 2013...Technical evaluation performed by 17

UC project team members (10 DIT, 6 non-DIT

stakeholders, consultant).

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Source Selection

Mar 2013 ……………… Presentations and demonstrations by

top 4 vendors attended by 115 University stakeholders - 85score sheets submitted.

Apr – May 2013……… Financial evaluation and reference

checks of top 2 vendors performed by 8 UC project teammembers (5 DIT, 2 non-DIT, consultant).

May 2013…………….. Recommendation for award presented

to UC Project Review Board:

July 2013 ……………..Notice of intent to award.

Oct 2013 ……………… Limited Notice to Proceed

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Project Execution

Oct – Dec 2013………...Project initiation and planning

Feb – Apr 2014………….Design

 Apr – Jun 2014………….Build

Jun – Jul 2014…………..Security Scan and pilot user setup

 Aug – Sept……………….60 day Pilot

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Pilot Participant Mix

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Survey Results

Should we keep Unified Communications and roll it out to the rest

of the University?

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Panel Discussion

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