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Discovery Questionnaire

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					General Information
Company Information
What is your organization's revenue?
What is your organization's gross profit margin?

Cost Information
What do you typically pay for hardware maintenance as a percent of hardware cost?
Over how many years does the organization typically depreciate hardware?
What do you typically pay for data center costs for each server (for example, space, power,
cooling)?
What is the average fully burdened salary of IT administrators?
What is the weighted average fully burdened salary of computer users?

Deployment Information
Enter the number of users with access to the solution.
Will you choose an online or on-premises solution?


General Discovery Questions                                                                        Audience
Deployment Discovery

What abilities do you lack today that a unified communications (UC) deployment will enable?        BDM/TDM
What areas of the business do you see benefiting most from UC?                                     BDM
Are there any corporate initiatives you are trying to align with by deploying UC?                  TDM
Are there any new processes you hope to implement as a result of this deployment?                  BDM/TDM
What is the standard for your industry regarding communications? How have your competitors
deployed UC?                                                                                       TDM

Business Discovery
When do you expect to see a return on your investment?                                             BDM

How does your organization train end users on new technology to ensure highest adoption rates?     TDM
Describe your corporate culture with respect to communication styles?                              BDM
How do you currently communicate with partners and customers? In what areas would you like to
see this improve?                                                                                  BDM
Are you experiencing pressure to divest real estate assets and develop a mobile worker
environment? How are you handling this?                                                            BDM
In what areas of your business are you experiencing communications delay?                          BDM/TDM
How are you dealing with downtime and the high costs of travel?                                    BDM/TDM

Technical Discovery
What vendors are you evaluating and why?                                                           TDM
What is the administrative process to add new users to the messaging, telephony, or conferencing
system?                                                                                            TDM
Could you provide a high-level view of your existing communications environment?                   TDM
Could you provide a high-level view of your strategy and roadmap for UC over the next 18
months?                                                                                            TDM
How do your communication systems facilitate extending capabilities to remote users? Any areas
where you see this needs improvement?                                                              TDM
What is the cost to your organization for ongoing specialized training for communications
systems?                                                                                           TDM
How many clients do you support for conferencing, voice, IM? What effect has that had on users
and on the support staff?                                                                          TDM

User Experience Discovery

What quality of experience does your communications system provide your customers?                 BDM/TDM
Explain how different modes of communication (for example, IM, voice mail, e-mail) are used to
exchange messages and documents in your organization. Any areas you see that require
improvement?                                                                                     BDM/TDM
Walk me through the communications you use in your daily workflow.                               BDM/TDM
Do any areas of your business share subject matter experts across regions? How do you reach
and collaborate with them today?                                                                 BDM
Have you polled your end users to understand what the communications challenges are? What do
you see as the major communications challenges facing users today?                               TDM
Could you quantify the financial impact any of these communications challenges are having on
your business today?                                                                             TDM
Inputs   Defaults        ?

           see comment
               20%


                  12%
                   3

              $1,000
             $94,080
             $79,863
                         Y
Year 1   Year 2          e

           On-premises


                         ?
Exchange Inputs
What is the current monthly cost per mailbox for your messaging environment?              Required Input
What is the current e-mail usage profile of employees with mailboxes?
    Light—Average of 5 messages sent and 20 received per day
    Average—Average of 10 messages sent and 40 received per day
    Heavy—Average of 20 messages sent and 80 received per day
    Very Heavy—Average of 30 messages sent and 120 received per day
    Extra Heavy—Average of 40 messages sent and 160 received per day
What percentage of users currently access e-mail remotely through the followings?
    Microsoft ActiveSync mobile device (for example, Windows Mobile)
    Non-ActiveSync mobile device (for example, RIM Blackberry)
Will you deploy Exchange 2007 or Exchange 2010?
What will you use as your primary e-mail client?
What mailbox size (in MB) will you provide?
What type of storage will you use?
How many voice mail systems do you have?                                                  Required Input

Benefit Information: Decreasing Costs
Reduce Messaging Costs
Reduce the cost of messaging administration and support
What is the current annual cost of messaging help desk support?
What is the current annual cost of messaging administration?

Reduce the cost of third-party products
What is the annual cost of third-party products that can be retired?
   Mobile e-mail hardware and software
   Archiving
   High Availability/Clustering
   Anti-virus/Anti-SPAM
   Backup
   Reporting and Monitoring
   Compliance
   Other

Reduce the cost of backups
Current annual cost of backups?
% of backups that can be reduced?

Reduce Cost for Voice Mail
Is your voice mail system consolidated or distributed?
What is the current annual cost for voice mail management?
Is voice mail management outsourced? If so, in how many years does the contract expire?
What is cost of annual voice mail maintenance?
If you have maintenance contract, in how many years does it expire?

Benefit Information: Improving Business Outcomes
Increase Personal Productivity
How many minutes per day can you save:
Improving the efficiency of messaging?
Managing e-mails with a larger inbox?
Turning downtime into uptime through mobile access?
What percentage of time savings can be used for other productive activities?

Reduce the cost of e-mail downtime
What is your current availability for e-mail?
What is your expected availability after deploying Exchange Server?
How much does e-mail downtime cost your organization per hour?
What percentage of downtime results in lost productivity or revenues?
Input   Default          ?
                  n/a

               0%
              100%
               0%
               0%
               0%

               0%
               0%
         Exchange 2010       FALSE
          Outlook 2010
            1000 MB
              DAS
               n/a

Input   Default          ?


            $17/user
          see comment




          $128.16/user
          $106.68/user
               n/a
           $35.88/user
               n/a
               n/a
               n/a
               n/a


           $3/GB/Day
              50%


           Distributed
            $25/user
               n/a
            $25/user
               n/a

Input   Default          ?


           5 minutes
          3.25 minutes
            1 minute
              10%


            99.00%
            99.50%
          see comment
              10%
Office Communications Server Inputs
What is the current monthly cost per user for your IM/Presence environment?                               Required Input

Benefit Information: Decreasing Costs
Reduce Travel Cost for Meetings and Training
What percentage of your employees travel for meetings?
On average, how many trips per year do your employees take?
What is the average cost per trip?
What are your total annual travel costs?
What percentage of trips could be avoided with a UC Conferencing solution?

Cut Audio/Video/Web Conferencing Costs
Reduce Audio Conferencing Cost
How many audio conferencing minutes do you pay for annually?
What is the cost per minute paid to your service provider?
What is the current total annual cost for audio conferencing services (including service provider
costs)?
What percentage of audio conferencing can be replaced with OCS VoIP or the OCS conferencing
bridge?
What rate will you pay for PSTN toll free access numbers?

Reduce Video Conferencing Cost
What is the current total annual cost for video conferencing services (including service provider
costs)?
What percentage of video conferences can be replaced with OCS VoIP and OCS Web conferencing
or Live Meeting?

Reduce Web conferencing costs

What is the current total annual cost for web conferencing services (including service provider costs)?
What percentage of Web conferences can be replaced with OCS VoIP and OCS Web conferencing or
Live Meeting?

Benefit Information: Improving Business Outcomes
Increase Personal Productivity
How many minutes per day can you save:
Using UC solutions to find people or information?
How many hours per month can you save:
Avoiding travel to meetings or to other work locations?
What percentage of time savings can be used for other productive activities?

Faster Project Completion
How many projects does your organization complete annually?
How much revenue is typically associated with each project?
What is the reduction in project time due to improved collaboration?
What % of the time savings could be applied to new projects?

Shorten Sales Cycle Times
How long is the average sales cycle in days?
How much revenue does a typical sale generate?
What is the average close rate (percentage of successful proposals)?
How many proposals are completed each year?
How much time can be saved through more effective communications?

Retain and Attract Employees
What is your average annual employee turnover?
What is the average cost to replace an employee (including recruiting and training)?
How much could a more flexible work environment reduce turnover?
Faster Resolution of Customer Issues
How many contact center calls are received annually?
What is the cost per contact center call?
What percentage of issues are solved on the first call?
What percentage of issues could be solved on the first call with UC?

Benefit Information: Environmental Sustainability
Reduce Carbon Footprint
How many miles/kilometers will each user avoid driving per day:
What percentage of users will use UC solutions to avoid driving each day?
How many miles/kilometers per month will be avoided per person?
How many miles/kilometers of air travel per month can you save:
What percentage of users will use UC solutions to avoid flying each month?
How many miles/kilometers per month will be avoided per person?
Cost per ton/tonne of CO2 of carbon offsets
Input          Default               ?
                         n/a

Input          Default               ?

                         30%
                                 5
                     $1,500
                   $2,250/user
                      40%




                 1 hour/ user/week
                   $.061/minute
                   $175.68/user

                         50%

                   $0.2/minute




                    $200/user

                      100%




                    $100/user
                      100%


Input          Default               ?

Time saved per day per user
                     5 minutes

                    6.25 hours
                       10%


                   see comment
                   see comment
                       10%
                       10%


                        30
                   see comment
                       30%
                   see comment
                        5%


                      10%
                     $40,000
                      20%
        10,000
         $25
         50%
         80%

Input   Default        ?


         10%
                  30

         10%
        1,000
          10
Office Communications Server Inputs
What is the current monthly cost per user for your IM/Presence environment?                         Required Input
How many central or headquarters locations does your organization have?
How many branch office locations does you organization have?
What percent of total users are at branch office locations?
What percent of total users are teleworkers?
How many locations have a PBX or key system (branch office PBX)?                                    Required Input
Will you deploy OCS using SIP Trunking?
What phone options will you provide to users?
    IP-enabled phones (for example, Tanjay)
    USB handset (for example, Catalina)
    USB Headset (for example, GN Netcom)

Benefit Information: Decreasing Costs
Cut Telephony Costs
Reduce PBX Management costs
What is the current annual cost for PBX management?
Is PBX Management outsourced? If so, in how many years does the contract expire?
What is cost of annual PBX maintenance?
If have maintenance contract, in how many years does it expire?

Reduce telephony service provider costs
What is total annual cost for long distance, toll charges, and trunking charges (for example, T1,
PRI)?
Percent reduction in office telephone costs (toll charges and trunking costs)
What is the total annual cost of telephony charges for mobile employees (for example, calling
card, mobile phone, hotel phone charges)?
Percentage of mobile calls that can be replaced using Microsoft soft client

Savings from office moves
What was the cost per move prior to implementing solution?
How many people move offices annually?
What is the cost per move with Office Communications Server VoIP

Lower Real-Estate Costs
Reduce office space through remote working
What is your current sq. ft per employee?
What % of employees could go mobile with alternative work strategies (i.e. hot-desking or
telework)
Average annual facilities cost per sq. ft. (sq. m.)

Benefit Information: Improving Business Outcomes
Increase Personal Productivity
How many minutes per day can you save:
Using UC solutions to find people or information?
Turning downtime into uptime through mobile access?
What percentage of time savings can be used for other productive activities?

Faster Project Completion
How many projects does your organization complete annually?
How much revenue is typically associated with each project?
What is the reduction in project time due to improved collaboration?
What percentage of the time savings could be applied to new projects?

Shorten Sales Cycle Times
How long is the average sales cycle in days?
How much revenue does a typical sale generate?
What is the average close rate (percentage of successful proposals)?
How many proposals are completed each year?
How much time can be saved through more effective communications?

Retain and Attract Employees
What is your average annual employee turnover?
What is the average cost to replace an employee? (recruiting, training)?
How much could a more flexible work environment reduce turnover?

Faster Resolution of Customer Issues
How many contact center calls are received annually?
What is the cost per contact center call?
What percentage of issues are solved on the first call?
What percentage of issues could be solved on the first call with UC?
Input         Default              ?
                     n/a
                      1
                      4
                    50%
                    10%
                     n/a
                    Yes

                    35%
                    50%
                    15%

Input         Default              ?


                  $20/user
                    n/a
                  $15/user
                    n/a


                 $100/user

                   90%
                 $100/user

                    25%


                              80
                    25%
                               8




                             250
                               0

                  20000%

Input         Default              ?

Time saved per day per user
                  5 minutes
                   1 minute
                     10%


                see comment
                see comment
                    10%
                    10%


                     30
                see comment
                    30%
                see comment
  5%


 10%
$40,000
 20%


10,000
 $25
 50%
 80%
Messaging                                                                                             Default values
Will you choose an online, on-premises, or hybrid solution?
What will you use as your primary e-mail client with Exchange 2010?
                                                                                                          Year 1
How many locations/data centers will need mailbox servers?
How many users are supported by each location?                                        Location Name       Year 1
   Exchange On-premises




   Exchange Online
   Exchange Online Deskless Worker

What percentage of users will receive these options?                                                      Year 1
  Compliance Options
  Information Leakage and Protection
  Forefront Security for Exchange
  Personal Archive
  Forefront Online Security for Exchange
  Exchange Hosted Archiving
  Exchange Hosted Continuity
  Exchange Hosted Encryption
                                                                                           Input      Default values
With Exchange Server 2007 which high availability option will you choose?                                  CCR
Do you need a geographically redundant disaster recovery system?                                            No
   How many locations will you use for copies                                                                0
   How many copies will you make of each mailbox server                                                      0
What mailbox size (in MB) are you considering?                                                                 1,000
What percentage of users access e-mail remotely through:
   Outlook Web Access                                                                                      0%
   Outlook Anywhere                                                                                        0%
   ActiveSync mobile device (for example, Windows Mobile)                                                  0%
       Which ActiveSync mobile operating system will you use?                                         Windows Mobile 6.1
       Monthly cost per device for licenses and data plan (excluding phone plan)
                                                                                                           20
    Non-ActiveSync mobile device (for example, RIM Blackberry)                                             0%
Monthly cost per device for licenses and data plan (excluding phone plan)                                  45
Will you require a new tape backup system?                                                                 No
What is the maximum number of e-mail accounts you are willing to put on one mailbox
server?                                                                                                       4,000
What size personal archive will you provide in MB?                                                            2,000
                                                                                                          Year 1
How many Exchange users will receive Unified Messaging?

IM/Presence
Will you choose an online, on-premises, or hybrid solution?
                                                                                                          Year 1
What version of OCS software will you deploy?
How many locations/data centers will need Office Communications Servers?
How many users are supported by each location?                                        Location Name       Year 1
   On-premises
   Online

What percentage of users will receive these options?                                        Year 1
  Logging/Archiving
  Remote and Mobile Access
  Group Chat
  Public IM Access
  Forefront

What percentage of users access IM remotely through:
  Web Access                                                                                10%
  Communicator Mobile 3.0                                                                   0%
  Mobile device                                                                             0%
What type of storage will you use?                                                          DAS

Conferencing
Are you interested in an on-premises Web conferencing or the Live Meeting hosted
service?
                                                                                   Year 1   Year 2
How many users will receive Live Meeting accounts?
How many users will receive Live Meeting Professional accounts?
How many Polycom CX 5000 video conferencing devices will you deploy?

What percentage of IM/Presence users will receive these options?                   Year 1   Year 2
  VOIP Audio/Video Conferencing
  On-premises Web Conferencing
  Logging/Archiving


How will you deploy on-premises conferencing among your office locations?          Year 1   Year 2
  How many central or headquarters locations will receive conferencing?
  What percentage of conferencing users are at central locations?
  How many remote locations will receive conferencing?

Voice
                                                                                   Year 1   Year 2
How will you deploy OCS Enterprise Voice to your OCS on-premises users?
  How many users will receive Enterprise Voice?
  What percentage of voice users will connect through a PBX for voice calls?
  What percentage of voice users will receive Call Data Recording (CDR)?

How will you deploy enterprise voice among your office locations
  How many central or headquarters locations will receive voice?
  What percentage of voice users are at central locations?
  How many remote locations will receive voice?

Number of exit points to the PSTN
Number of standard digital gateways
Number of hybrid digital gateways
Number of analog gateways
Number of Branch Office Appliances
What phone options will you provide to users?
  IP-enabled phones (for example, Tanjay)
  USB handset (for example, Catalina)
  USB Headset (for example, GN Netcom)
                                 ?


               Year 2   Year 3

               Year 2   Year 3




               Year 2   Year 3




ndows Mobile 6.1




               Year 2   Year 3


                                 ?

               Year 2   Year 3


               Year 2   Year 3
Year 2   Year 3




                  ?


Year 3




Year 3                Yes




Year 3




                  ?
Year 3
#REF!
#REF!
#REF!
Exchange Cost
Exchange Hardware Cost
The following hardware cost data set is for one server location. If you have multiple server locations, then you will need to enter the hardware
                                                                                            Server Specifications
Servers                                                                                     Processor Cores Processor Speed GHz
   Mailbox Servers
   Hub Transport Servers
   Client Access Servers
   Edge Transport Servers
   Global Catalog Servers

Storage
   Storage Type
   Mailbox Database
   Log Database
   Spindle Speed
   Cost per GB
   Total storage (GB)

Tape Backup
   Number of tape systems
   System cost

Exchange Cost UM
Unified Messaging Hardware
   Gateway Cost
   Unified Messaging Server Cost
   Number of Gateways Required
   Number of Unified Messaging Servers Required

Exchange Software Cost
                                                                                                                    Licenses Required
Software                                                                                          Year 1             Year 2
   Exchange Standard
   Exchange Enterprise
   Exchange Standard CAL
   Exchange Enterprise CAL
   Windows Server Standard
   Windows Server Enterprise
   Windows Server CAL
   Rights Management Services
   Office Outlook
   Office Professional Plus
   Core CAL Suite
   Enterprise CAL Suite
                                                                                                               Cost per year
   Additional Costs or Reductions

Services                                                                                                           Users
   Forefront for Exchange
   Exchange Hosted Filtering
   Exchange Hosted Archiving
   Exchange Hosted Continuity
   Exchange Hosted Encryption
   Other

Exchange Operations Cost
                                                                                                  Year 1             Year 2
Number of messaging administrators (Full-time equivalent)
Annual fully burdened cost per administrator
Administration cost
Help desk cost—internal or externally managed
Data center costs (for example, utilities, space)
Cost of maintaining tape backups
Managed Services or consulting costs

Exchange Migration Cost
How much time will you spend on the following:
Architecture Design, Deployment, and Testing                                                     Year 1             Year 2
   Planning, design, and preparation for deployment?
   Pilot programs and testing?
   Integration and customization?
   Implementing mobile access?
   Deploying the software for each server role?
   Deploying each physical server?
   Deploying new tape backup systems?

User and Data Migration
   Planning and preparation for migration?
   Setting up user accounts?
   Migrating the data in each mailbox (assumes 1GB/hour)?
   Migrating storage and backup systems?
   Estimate any additional costs required for deployment or migration

Unified Messaging
   How much time will you spend on planning for a UM deployment?
   How long does it take to deploy each gateway?
   Estimate any additional costs required for the UM deployment

Training
   End-User Training Cost
   IT Training Cost

Internal Deployment vs. Professional Services
    What percentage of the planning and deployment effort will be handled internally?
    What is your hourly cost for professional services?

Office Communications Server Cost
Office Communications Server Hardware Cost
The following hardware cost data set is for one server location. Please provide the same set of information for other server locations as nece
                                                                                          Selected Architecture
Type of deployment
Type of Edge deployment

Servers                                                                                                       Processor
                                                                                          Server Specifications
                                                                                          Processor Cores Speed GHz
 Standard
 Enterprise Consolidated
 Enterprise Expanded
    Front End
    Web conferencing
    A/V Conferencing
    Other

 SQL Server
 SQL Server Cluster
 Edge
 Edge Consolidated
 Edge Distributed
     Access
     Web conferencing
     A/V Conferencing
 ISA (Reverse Proxy)
 Web Access Server
 IM Archiving
 Director
 Group Chat
 e911
 Monitoring Server (QoE/CDR)
 Load Balancers

Storage
  Cost per GB
  Required Storage                                        GB

Office Communications Server Cost Voice
Cost per standard digital gateway
Cost per hybrid digital gateway
Cost per analog gateway
Cost for each Branch Office Appliance
Cost per mediation server
Cost for each RoundTable device
Average cost per IP-phone
Average cost per USB handset
Average cost per USB headset

Office Communications Server Software Cost
                                                               Licenses Required
Software                                         Year 1         Year 2
   Office Communications Server Standard
   Office Communications Server Enterprise
   Office Communications Server Standard CAL
   Office Communications Server Enterprise CAL
   Windows Server Standard
   Windows Server Enterprise
   Windows Server CAL
   SQL Server Standard
   SQL Server Enterprise
   SQL Server CAL
   ISA Server
   Office Communicator
   Office Professional Plus
   Core CAL Suite
   Enterprise CAL Suite
                                                          Cost per year
   Additional Costs or Reductions

Services                                                     Users
   Live Meeting Professional
   Forefront for Office Communications Server
   Public IM Access
   Other

Office Communications Server Operations Cost
                                                                                             Year 1          Year 2
Number of Office Communications Server administrators (Full-time equivalent)
Annual fully burdened cost per administrator
Administration cost for Office Communications Server
Administration cost for PBX
Help desk cost - internal or externally managed
Data center costs (utilities, space)
Managed Services or consulting costs

Office Communications Server Migration Cost
How much time will you spend on the following:
Architecture Design, Deployment, and Testing                                            Year 1               Year 2
    Planning, design, and preparation for deployment?
    Pilot programs and testing?
    Setting up your PKI infrastructure for Office Communications Server?
    Migrate existing servers?
    Build each new server?
    Install and configure each new physical server?
    Deploying and configuring each load balancer?
    Deploying and configuring each gateway or BOA?
    Upgrading networking?
    Decommission PBXs
    Network hardware improvements

User Migration
   Planning and preparation for migration?
   Setting up user accounts/transition to advanced gateways?
   Estimate any additional costs required for the deployment or migration

Training
   End-User Training Cost
   IT Training Cost

Internal Deployment vs. Professional Services
    What percentage of the planning and deployment effort will be handled internally?
    What is your hourly cost for professional services?

Office Communications Server Networking Cost
Internal Bandwidth                                                                                           Year 1
  Bandwidth per voice channel                                                                         kbps
  Call concentration—percentage of concurrent voice callers
  Percentage of calls to other Office Communications Server Voice users at the same
  site
  Bandwidth per video channel                                                                         kbps
  Video concentration—percentage of concurrent video users
  Bandwidth per audio channel                                                                         kbps
  Audio concentration—percentage of concurrent audio conferencing users
  Bandwidth per Web conference channel                                                                kbps
  Web concentration—percentage of concurrent Web conferencing users
  Percentage of conferences with users at the same site

Total bandwidth required at branches

Total bandwidth required at headquarters
 Average cost per megabits per second (Mbps) per month for branches
 Average cost per Mbps per month for headquarters
need to enter the hardware information into the tool.

cessor Speed GHz             RAM                        Cost Per Server   Servers Required
             GHz                            GB
             GHz                            GB
             GHz                            GB
             GHz                            GB
             GHz                            GB




Licenses Required
                Year 3          SA-only




 per year


Users




                  Year 3
                 Year 3
                             weeks
                             weeks
                             weeks
                             weeks
                             hours
                             hours
                             hours


                             weeks
                             weeks
                             minutes
                             weeks




                             weeks
                             hours




er server locations as necessary.




                             RAM            Cost Per Server   Servers Required
              GHz                      GB
              GHz                      GB

              GHz                      GB
              GHz                      GB
              GHz                      GB
              GHz                      GB

              GHz                      GB
              GHz                      GB
            GHz                    GB

            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB
            GHz                    GB




Licenses Required
                Year 3   SA-only




 per year


Users
Year 3




Year 3
         weeks
         weeks
         weeks
         weeks
         hours per server
         hours per server
         hours per load balancer
         hours per gateway
         weeks
         weeks




         weeks
         weeks




Year 2      Year 3




                       kbps

                       kbps

				
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Description: Microsoft Office Communications Server 2007 R2 Planning Guides - Unified Communications