SIP and Session Control Border

If you’re familiar with unified communications (UC) you’re probably well aware of the value of rich, multi-modal, presence-driven collaboration tools in enhancing business productivity and speeding decision making within the enterprise. Typically these tools are delivered over a corporate network to users within an organization. The transport protocol used for the delivery is usually SIP, Session Initiation Protocol. Using SIP has enabled organizations to quickly deploy sophisticated tools that truly contribute to successful collaboration and productivity. The SIP protocol has also allowed for services to be deployed to corporations and even end user consumers in a very affordable manner. At least that’s what a service provider pitches when trying to sell their services. In many cases that is true, but sometimes they don’t tell the whole story because in many cases they leave an important component out of the equation at worst or gloss over it at the least. An example is with telephony services delivered over the internet. One of the services that can be delivered using SIP is basic dial tone in the form of trunks from the “telephone company”.

When a company installs an IP data network and connects it to the outside world to deliver their services to their clients and associates they expose themselves to hackers intent on either causing data loss, stealing information or causing general mayhem. The IT staff will typically install a data network firewall to prevent unauthorized access to sensitive company information. When implementing SIP voice from an outside carrier, e.g.; AT&T, Verizon and US Signal just to name a few, they will deliver their service using the internet in many cases. It’s a great way to allow for lots of traffic to occur without the need for the entire infrastructure required to get the “lines” to the corporate PBX. The PBX is still in place and serves the needs of the telephone users the same way it always has but the delivery mechanism from the Telco is different. It’s similar to when all of the lines coming into a company were analog circuits delivered on individual cable pairs and then along came T1 circuits that allowed for 24 trunks to be delivered on a single circuit. SIP trunks represent that next generation of service delivery. Actually they aren’t called trunks anymore in the SIP world, although people still refer to them that way sometimes. They are now referred to as sessions which are nothing more than the number of simultaneous calls that can be active at the same time using a given amount of bandwidth. SIP service is very affordable for a SIP Service Provider (SSP) to install since there really isn’t any infrastructure required at the corporate site from the Telco to make it work. The data packets are routed to the PBX’s IP gateway hardware and the PBX processes the calls just like any other call. The well understood risks of malicious attack from the public Internet make the extension of collaboration beyond the corporate firewalls a risky and difficult undertaking. In other words, a data firewall by itself is not sufficient enough to prevent unauthorized access to the SIP sessions. Data centers need a voice firewall as well. Voice firewalls are referred to as Session Border Controllers. What is a Session Border Controller? How does it work? Why do I need one? Stay tuned!  In the next blog we will discuss Session Border Controller and why it is becoming an increasingly important part of your data infrastructure.

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The Commercialization of Your IT infrastructure and the BYOD Culture

 

If it hasn’t happened yet, it soon will. Someone will want to use their own consumer devices for business purposes.  Two years ago the answer was easy, “that is not our policy, you will have to use what we support” and that’s how it was.  Today’s knowledgeable workers are using their smart phones and iPads for more than music and pictures.  These devices are more than ever becoming the preferred business tool of many.  The trend is toward BYOD (bring your own device) to work and it is being supported by CEOs and CIOs because of the exciting applications that these devices bring to the business environment; including mobile corporate e-mail and calendaring applications, corporate CRM functions and all with access to the corporate network.  Everything from the desktop now is now in a convenient, go nearly everywhere device.

So what is the problem?

The first concern for IT is security.  So how is the corporate network safeguarded when there are all these rogue devices out there with access to the network?  What about anti-virus and encryption on these devices?  What happens if a device gets lost or stolen?

The second concern is support.  How does IT support the BYOD culture without being required to train and support a wide and ever changing array of devices?  The CIO’s nightmare of Apple, Google, or Microsoft announcing the availability of a cool new phone and the following day employees lining up in front of the IT department to get immediate access to corporate resources like e-mail and internal applications.

The answer is, to provide some law and order before it becomes the BYOD Wild West.  The first step is to establish a corporate BYOD policy.  This policy should contain an acceptable use statement for mobile device usage.  It should also include what can and cannot be on the device and as importantly what will and won’t be supported by the organization.  The policy may also have provisions requiring that the employee allow installation of remote wiping software if the device is lost/stolen or if the employee leaves the business.  Additionally, the policy could require a digital certificate on each mobile device for authentication purposes that would allow for secure access for the user.  The policy should require employees to read and sign the policy before IT would grant access to the network.

This trend is going to be a fact of life in corporate America.  Each organization’s policy will be unique to its own infrastructure and requirements.  But, it is time to start your planning and policy development.

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First Contact Resolution: Your Customer’s Perception is Reality

Understanding and measuring how many of your customer’s issues are resolved on the first point of contact seems like something easy to measure and track. However we find that many companies struggle with not only with measuring their first contact resolution abilities, but also simply defining what first contact resolution is.

Contact centers often struggle to quantify FCR, and many times estimate the percentage or use other internal measures to quantify their success at FCR. However, this approach omits the customer perception, one of the most important aspects of truly understanding how successful an organization’s FCR strategy really is. Your customer’s perception of issue resolution is your reality, and there are costs associated with flawed FCR processes that don’t take the customer aspect into account.

A repeat customer call/contact has a direct cost associated with it, and also leads to degradation in customer satisfaction. This is why improving your FCR strategy, and ability to measure true FCR, are so important – it improves effectiveness and efficiency. The constant struggle of reducing cost directly correlating to sacrificing quality, and vice versa, is no longer relevant. By improving FCR, you lower costs, increase customer satisfaction, and improve quality, all at the same time.

Measuring FCR is the first step in improving it. By implementing solutions that allow you to measure whether your customers believe their issues have been resolved, and comparing/contrasting that with whether or not you believe your customer’s issues were resolved, help paint a clearer picture of true first contact resolution.

Looking at providing avenues for your customers to voice their satisfaction with issue resolution is a good first step in understanding the customer’s perception. Internally measuring repeat calls and implementing QA tools will help you further understand the true picture of your success with first contact resolution.

Check out our webinar “Getting it Right the First Time: First Contact Resolution” for more information.

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That’s Worth Repeating

Are there questions you are frequently asked by your customers? Is there information you share on a repeated basis during your work day or work week? If you use Interaction Client by Interactive Intelligence, then the Response Management feature is one that can save you time and effort. With this feature you use your Interaction Client application to create a library of pre-defined responses to frequently asked questions and information that you share repeatedly. Your library can include items such as URLs, files, and regularly-used phrases. When communicating with others you can easily refer to your Response Management library in your Interaction Client and can click and drag the items into a chat window or email, for instance.

Some examples:

If there are web sites that can provide helpful information to your customers, go to the web site (and even the specific page on that site) and copy the URL into your Response Management library. Then you can easily click and drag the URL into an email and send it to someone when they ask for that web address.

If you have files with information that you share with others on a regular basis, you can add those files to your Response Management library, so you can easily click and drag them into an email.

If you frequently enter the same text for a greeting, closing, or other phrases in your emails or chat windows, or if you need a “script” to refer to when responding to various questions, for instance, you can enter them into your library, and easily refer to them or drag them into an email or chat window.

Here is a sample screen shot of a small Response Management Library: To create your own, in your Interaction Client, at the top click on the View drop-down menu. Then select Response Management. Then click on the “New” icon and add a URL, file, or item name and text to accompany the item. This library is easy to manage. You can also add the Response Management button to your call control tool bar. If you don’t see the button in your list of available toolbar buttons, ask your IC System Manager for assistance.

So, think of some questions that you get asked during your work day and information you share with others on a repeated basis. Then begin to build a Response Management library in your Interaction Client! The more you use this feature, the more quickly and consistently you will be able to respond to others and the more time you will save!

Now that’s worth repeating! Try this feature out for yourself and then share it with others!

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When and Why is Telco Coordination Important?

A very crucial part of any voice implementation, and in some cases data implementations, is the telco coordination.
First, what is telco coordination? Telco stands for “telephone company” which in your case that could be AT&T, Verizon, Comcast, One Communications, (just to name a few) or any of the other provider options available in your area. You may have more than one vendor servicing your current phone/data system today.

Coordination, in this case, refers to the communications, scheduling, and oversight of any new circuits for voice or data traffic your new or current telco provider may be installing based on your orders with them as part of the new system(s) implementation. If you aren’t installing new circuits and you are just reusing the existing ones then coordination also encompasses the communication required to the telco provider you currently use to let them know you will be implementing one or more new systems. They need to be notified of the date when the cutover is scheduled so they are aware and hopefully they won’t turn off your service due to errors they may receive during the cutover when the circuits are being moved to the new equipment. It is very important to have a contact name and number at a minimum from your telco provider for cutover night just in case your service is turned off so that person can get the service restored.

Telco coordination can be the customer’s responsibility or it can be added to the project as a task for G3TP to perform for an additional fee. The customer must supply a “letter of authorization” (or “LOA”) naming G3TP as the customer’s representative for all telco coordination for the project. If any additional costs apply from your telco provider they must still get the customer’s sign-off before proceeding even with the “LOA” on file. The important thing to remember is that someone must accept the responsibility for telco coordination and follow through to avoid project delays and missed cutover dates. Our G3TP scope of work states any delays caused by third-party vendors hired by the customer are the customer’s responsibility and any expenses incurred to reschedule and make a return trip to the customer location to complete the implementation are also the customer’s responsibility.

So, in my opinion, the answer to the question “When and why is telco coordination important?” is that it is always important for the simple reason that without the proper telco coordination you can miss your testing and cutover dates which can unexpectedly cost the customer more money. For most of the customers I have been involved with things that cost them more money unexpectedly are never a good thing. That is the reason why all G3TP Project Managers make telco coordination a topic of discussion during our initial external kick-off meeting to start a project.

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“This Conversation May Be Recorded”: What You Should Know

If you have called a contact center recently you have heard a phrase similar to “your call may be recorded for quality assurance purposes”. Although, that is one reason that this statement is being made, the second may be to comply with the legal requirements that differ from state to state. It is true that the majority of the call recording is done in a contact center environment. But many newer systems offer “ad hock recording” that allow individual users to record calls at their own discretion. So, the question is, how do I know what my legal obligations are?

The safest and best method of determining this, is to ask for direction from legal counsel familiar with both federal and state law in this area. However, there are other not for profit associations who can assist you in determining this as well as other issues regarding calling regulations, for example: the ATA (American Teleservices Association).

Below is a brief summary so that you can better understand the general requirements that can provide you with a basis for making decisions.

First, you should know what “one party”, “two party”, and “all party” consent means. One party consent means that one person on the conversation must have knowledge and give consent to recording. “Two party” and “all party” mean that all parties must have knowledge and give consent that the call is being recorded.

Second, Federal Law states that it is illegal to record a phone conversation outside of one party consent. After that then each state has their own laws when it comes to call recording. The list below is a generality. Each individual state has laws regarding call recording.

There are twelve states that require all party consent. They are: California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, New Hampshire, Pennsylvania and Washington. While the remaining 38 states permit one party consent.

The important thing to remember is to consult with legal counsel before you start recording calls. Make sure you are following all regulations and that your company is in compliance with mandatory guidelines.

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Troubleshooting Support Issues

Help Us, Help You

Interactive Intelligence’s Customer Interaction Center is a very powerful telephony software solution for businesses of all sizes.  It provides ACD routing, Recording, Outbound Dialing, IVR, and Call Center Management and many other applications for companies.  Like other software solutions, there are occasions that something doesn’t work quite as expected.  On those occasions, our customers turn to G3’s TAC for support.  The following will provide customers some helpful hints for getting support issues resolved in a timely manner.

Call ID is King

When reporting issues related to calls, call routing, or other interactions in CIC, the number one piece of information about an issue a customer can provide to G3 Support is a Call ID.  A Call ID (not to be confused with Caller ID) is the unique ten digit number assigned to the call by CIC when the call is initiated.  Support can use this ID to search IC’s trace logs to determine what happened during the life of the call.  The Call ID can be found real-time in the My Interactions window of the Interaction Client while the call is still active and for two minutes after it disconnects.  Similarly, it can be found on several pages in Interaction Supervisor.  If the call is no longer being displayed in the Client, customers can often find the Call ID by looking at the user’s Call History tab by right-clicking on the call in question and choosing Properties.  The Call ID is located at the bottom of the Properties window.

The Call ID of this call is 2001181623.  An important thing to remember is that IC”s trace logs are only retained for one week.  Logs from Monday are overwritten the following Monday, etc., so it is important that we act quickly to get the issue reported.



I don’t have a Call ID

Sometimes, it’s not so easy to obtain a Call ID for a particular interaction.  This often happens when the call is only in an IVR application and never connects to an agent.  Absent a Call ID, any information regarding the call should be reported to Support.  This includes the approximate time of the call, the calling party’s phone number, the IVR application that was called, etc.  Any information the customer can provide will assist Support in troubleshooting the issue.  Also, often, the issue can be recreated and the Call ID obtained.

 

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Software & Firmware Updates – When Are They Right For You?

I am always an early adaptor to new technology and gadgets but I am leery when new software or firmware updates are introduced.  What “surprises” will I find with applications I depend on?  Will the device work at all after the update or will I spend hours trying to get back where I started.

Manufactures routinely release software and firmware updates/patches to address reported issues with the software or hardware that is in use in your environment for your Enterprise Communication Systems.  Many times, as your support partner, we help you evaluate whether you need to apply these updates/patches.  I thought it would be helpful to understand some of the things we think about when evaluating whether the patch/update should be applied.

  • Does the client or has the client have any reported issues that the software or firmware update/patch will correct?  This is a no brainer; apply the update/patch in efforts to resolve the service issue.
  • How long has the software or firmware update/patch been available?  Many times in an effort to address one issue with software or hardware, other “bugs” are introduced and things that had been working will work differently or not at all.  If the software or firmware update/patch does not apply in the customer’s environment don’t apply the patch/update or wait 30-60 days to see if a subsequent update is released because of issues experienced elsewhere in the field.
  • What customizations are in the client’s environment that may be impacted by the software or firmware update/patch?  Each client environment is unique and customizations may allow the client to work in special or specific ways.  Could the software update or patch “break” that customization?
  • If the software or firmware update/patch is applied, can I revert to the previous release or version?  If the answer is no, what is the level of risk?

These are just a few of the things that we take into consideration prior to making recommendations to you regarding the ongoing care of your Enterprise Communication Systems.  Control the Chaos in your office.

 

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SIP Trunking, What to Consider Part 2 of 2

Do you know what to ask your internet service provider about trunking? You need to be concerned about how it might affect your business and working environment.  Part one of this series covered two important issues that you need to inquire about, Security and Certification.

The answers to your questions are the key to success with SIP trunks.  Our expertise can lead you on the path to success. Here are two more areas you must have considered before SIP trunks are in place.

  • Collaboration – Has the network service provider suggested a meeting with you and your Enterprise Communication System provider to discuss what implementing SIP Trunking entails in your environment?  Unlike when you decide to switch vendors for your T1s or PRIs, there is additional hardware/software that is required to integrate that into your Enterprise Communication System.  Discussions about your environment are important for the successful cutover to the SIP trunks.
  • Reliability – We are all used to T1s and PRIs being up and available for use the majority of the time with very little if any down time.  What is the percentage of up time for the SIP trunks by the network service provider?  If a problem does occur what is the average down time you could experience?  Are there other customers are in your area that are using similar services & can you speak to them regarding the performance of the SIP trunks.

These topics can help you decide if SIP trunks are right in your environment.  For more information, don’t forget to check out Part 1 of this series.  G3 is looking out for you and hoping we can “Control the Chaos”, especially before it starts.

 

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SIP Trunking, What to Consider Part 1 of 2

Have heard the buzz about migrating to SIP trunking from our network service providers? – - SIP trunks are much more cost effective, scalable for peak seasons, and the list goes on.

The flexibility that SIP trunks bring to our clients is exciting, but there are things that need to be considered that you may not hear from your network service provider.  In the first part of this two part series, let’s focus on two important factors to consider with SIP trunking, these are questions you need answered for your business.

  • Security – What is the network service provider doing or speaking to you about in reference to protecting your enterprise from attacks?  SIP trunks are much like a public internet connection and as such perimeter defenses must be enabled.  Have they spoken to you about an edge device that can provide a perimeter defense in order to protect your trusted network from the un-trusted ones?
  • Certification – Has the provider of the SIP trunks been certified or verified in conjunction with the manufacturer of your Enterprise Communication System?  Although SIP is a supposed to be standards based protocol, there are some customizations that may need to be worked out in order to work well within your environment.

When you know the questions to ask, you are laying the groundwork as to what to expect as an outcome with SIP trunking.  The second part of this series will cover two more important topics to consider with SIP trunks.  Come back next week for more tips!

 

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