WHAT PARTICIPANTS SHOULD KNOW

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1 Purpose of the Proof of Concept Jabber is a productivity tool that will be offered as part of the next generation telephone service. PoC participants will be helping to develop use cases, determine the value of the tool as well as understanding the potential for Jabber to replace the desk phone. In addition, the UC team will be evaluating back end processes and procedures for deployment and on going operations. Who should participate? The Jabber client is a productivity tool that will facilitate collaboration and communication. The client provides collaboration functionality such as IM/Chat, desktop video and the capability to make and receive phone calls from your laptop and other mobile devices. The criteria for participation in this PoC is as follows: Your work at Harvard requires you to be away from your desk often, work from home or another remote location You are called on your Harvard number but are not at your desk/in your office and often miss important calls You participate in or run meetings with colleagues around or off campus You are willing to try new ways of collaborating including: o Participating in meetings via video or running a video meeting o Testing and using the Cisco WebEx video conferencing tool o Not using your physical desk phone during the course of the PoC and only using your Jabber/WebEx client for all communications/collaboration Participant Expectations Participants will be asked to use the Jabber client to try various features aimed at improving productivity. We would like to be able to answer the question Can the Jabber client replace your desk phone? At the conclusion of the PoC, participants will be asked to respond to a survey and answer questions related to the overall experience using the client. Participant Requirements During the proof of concept, participants will be asked to Not use your desk phone for the duration of the PoC Use the Jabber client for all communication and collaboration activities Sign in to Jabber using special credentials for the purposed of this PoC Download the client on multiple devices Use a variety of devices (laptop, tablet, smartphone) to communicate and collaborate

2 Use WebEx to run meetings and participate in meetings using video Complete the survey at the conclusion of the PoC Duration of PoC The Jabber client portion of the PoC will conclude on November 21, At that time all licenses for the Jabber client disabled by UC operations. You will be reminded to return your phone to normal settings in advance of the end date. You will continue to have access to the WebEx client until March 31, At that time all WebEx licenses will be disabled by UC operations. Any WebEx meetings scheduled beyond March 31 st will need to be rescheduled to use a different conference service. You will be reminded of the WebEx end date in advance and you will be requested to update any meetings that fall outside of the service dates. Available devices Jabber is compatible with PCs, Macs, iphones, ipads and Androids. See the Getting Started Guide for additional compatibility information. Service and Support: Please open a ticket with the HUIT Service Desk at x57777 or ITHelp@harvard.edu with issues or questions regarding the Jabber, WebEx or Video applications used during the PoC. A member of the UC Operations team will get back to you. Support is available M- F 8am- 5pm Features to test Use of Jabber as a replacement for Centrex service desk phone Pick up and make calls from your laptop, cell phone and other mobile devices Use click to call to speak with someone Add contacts to the client and connect with them Work from a remote location and use your Jabber tools to stay connected Use the chat feature to start a conversation with someone, add a voice call, add screen share Share your screen with someone while speaking with him or her to collaborate on a document Make a person- to- person video call, and then add someone else in Join a meeting via video using the WebEx enabled TelePresence feature Run a meeting using WebEx

3 Test plan and survey requirements At the conclusion of the PoC all participants will be asked to complete a survey to capture information about your experience using Jabber. You will receive an with a survey link shortly after the conclusion of the Jabber portion of the PoC. In preparation for the survey, please use the attached table to track your experiences and takes notes. Try to answer as many questions as you can that are relevant to the way you work. Getting Started and General Feedback Notes Is this feature/function useful/relevant? (Y/N) Getting Started Were you able to successfully call forward your phone to the Jabber client and download the necessary clients? Were the getting started guides and other documents provided from the PoC and Cisco websites useful? Jabber for Windows / Jabber for Mac Application Client If you used the Jabber client on an Apple or Windows machine, please answer the following questions: Did you use the Jabber client for all your phone needs? Did you pick up and make calls from your laptop, cell phone and other mobile devices? Were you able to click to call someone? Note: only PoC participants are on your contact lists. To contact someone not on the PoC, add your contact. Did you add someone to your contact list and were you able to call them using click to call? Were you able to work effectively from a remote location using only your Jabber and WebEx clients? Did you use the chat feature to start a conversation with someone, add a voice call, add screen share? Were you able to make a person- to- person video call, and then add someone else in?

4 Getting Started and General Feedback Notes Is this feature/function useful/relevant? (Y/N) Were you able to join a meeting via video using the WebEx enabled telepresence feature? Did you run a meeting using WebEx? Jabber Mobile (iphone or Android) If you used the Jabber client on an ios or Android device, please answer the following questions: Did you use the Jabber client for all your phone needs? Did you pick up and make calls from your cell phone and other mobile devices? Were you able to click to call someone? Note, only PoC participants are on your contact lists. To contact someone not on the PoC, add your contact. Did you add someone to your contact list and were you able to call them using click to call? Were you able to work effectively from a remote location using only your Jabber and WebEx clients? Did you use the chat feature to start a conversation with someone, add a voice call, add screen share? Were you able to make a person- to- person video call, and then add someone else in? Were you able to join a meeting via video using the WebEx enabled telepresence feature? Did you run a meeting using WebEx?

5 1. After having tested Jabber with WebEx, please provide your opinion on whether or not this tool would allow you to work without a physical desk phone: 2. Please provide the Pros and Cons of using Jabber/WebEx without a desk phone: If you have time and can offer additional commentary, please continue with the survey on the next page.

6 Getting Started and General Feedback Notes Is this feature/function useful/relevant? (Y/N) WebEx Please rank the ease with which you were able to set up or join the following types of network meetings: Add WebEx network meeting through the Productivity tools in Outlook Create meeting through the Web Portal Create meeting through the TelePresence Portal Join WebEx meeting through a calendar invitation Join meeting through an link Session Recording and playback Participate from any network, any device (laptop, mobile, tablet) Local call in numbers Toll free call in numbers Schedule WebEx using VoIP only for participant audio. Please describe how a VoIP only audio experience affected the ability to use WebEx. Were others able to join? How was the call quality when adding participants who are outside the U.S.? Use of Accessories Did you use an accessory with the Jabber client on your mobile device such as; 3.5mm Headset, Bluetooth Headset, 3.5mm Speaker, Bluetooth Speaker. Please select the accessory used during your PoC testing: i. Jabra Headset 3.5mm or Bluetooth ii. Plantronics Headset 3.5mm or Bluetooth iii. Logitech Headset 3.5mm or Bluetooth iv. Sennheiser Headset 3.5mm or Bluetooth v. External Speaker Sennheiser, Jabra, Logitech, Plantronics Would you recommend the accessory you used for the PoC to a colleague? Yes/No

7 Things you should know about the PoC Caveats / Restrictions The PoC uses the Jabber application client on a personal computer or mobile device; IP Telephones will not be provided The UC PoC operates in a non- Production environment. Provisioning and configuration support are available M- F 8am- 5pm. Accessories such as headsets or speakerphones will not be provided; however a list of compatible devices is provided on the website. Users must call forward their Harvard number to a special number for use during the PoC Calls between PoC participants as well as calls outbound to the PSTN can be made by dialing all 10 digits of the telephone number. No charge for services during the PoC. Participants may have up to 5 devices provisioned with the Jabber application including a desktop client, mobile client or a client running on a tablet. Notes All participants must have access to a laptop, cellular device and/or tablet. No devices as part of the PoC For the purposes of the PoC, this service is not to be used to support emergency or after hours applications. Special PoC number is not for use but as a means to connect desk phone to the communications platform. You do not need to remember the number or use it as part of your normal phone/webex activities All 10 digits of the telephone number should be entered omitting dashes, dots, 9 and 1. 5 digit dial is not supported You will continue to be billed for your desk phone. Cellular service must be available PoC users can access services on campus or while remote Use of a smartphone (when not on WiFi) is dependent upon access to the cell carrier network. VPN is not required No longer use the UC Voice Portal Users will be able to enable the same features and functions using the Jabber client. Please note any features that were available on the Voice Portal that were not available on Jabber that were necessary 911 is not supported for any of the PoC initiatives Do not dial 911 using the Jabber client on a tablet or laptop. Use the native dialer, not Jabber client, when dialing from a smartphone The Jabber client does not track your location and calling 911 from the application would present an incorrect address to emergency personnel. The WebEx network conferencing application uses VoIP audio through the computer. Support for dial- in numbers and toll free services are not available for the PoC. All participants in a WebEx meeting will require the capability to use a computer or external microphone to participate in calls.

8 Standard HUIT maintenance windows apply Special login credentials provided for the PoC Local and long distance audio and video calls are supported Message delivery to non- Harvard addresses may not be supported based on provider restrictions Alternate number supports only a single number at a given time You will be advised if services will be interrupted due to scheduled maintenance activities For the purposes of the PoC only all participants will be provided a user name and password to access services. During the PoC, no International calling supported. Includes adding to features such as call forwarding or alternate number No international numbers supported Calls delivered to alternate numbers may incur usage Prefix numbers of 9 and 1 are not required when dialing using the Jabber client or programming alternate numbers Support for Windows PC, Apple PC, ios and Android mobile devices only PoC is not supported on Linux

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