Optima

Worldwide roll out of Lync-based unified communications

IP Dynamics adds unified communications capabilities to the Schwäbisch Hall machine builders’ Avaya PBX

Every day vast amounts of food, cosmetics, chemicals and medical products are put in containers and packaged – many of them with Op- tima machines. Headquartered in Schwäbisch Hall, the global SME is a leading manufacturer of packaging machines. These machines have earned a reputation for being gentle on products and featuring highly reliable processes. They are custom designed and delivered all over the world to clients including corporate giants such as Procter & Gamble and Johnson & Johnson.

Two thousand employees in over a dozen countries

Numbering roughly 2,000, the Op- tima workforce is spread across three locations in Germany in ad- dition to sites in a further twelve European countries, Asia as well as North and South America. Optima’s technology and specialized machines rank among the best in the world, especially those dedicated to handling piece goods or liquids in the food packaging sector, filling systems for sterile or non-sterile liquid pharmaceuticals and packaging paper hygiene pro- ducts in pouches. Cartoning machines and case packers round out the packaging plant portfolio. The company’s export quota of 80% speaks for itself. An internationally successful company such as Optima also needs an efficient global communications infrastructure and they have long been a pioneer in this area. For years, the company has used the centrally managed, IP telephony based on the Avaya Communication Manager.

Better accessibility and worldwide collaboration

The reality is that new technical possibilities create new demands. Employees who travel, for instance, want to still be available on their usual telephone number regardless of where they are. Instead of ha- ving to toggle between calls in order to have threeway discussions, Optima was keen to set up infrastructure that would allow every em- ployee and team worldwide to conduct conference calls.

Another goal was to save provider costs by switching all the communication between the different locations to IP. Mirko Pecoroni, responsible for the operation of the telephone system, said, „We wanted to expand the existing base and allow our employees to take full advantage of to day‘s technologies – that included introducing collaboration tools such as chat, video communication and screen sharing.“

For this project, Alexander Ebert and Mirko Pecoroni’s team needed an expert with a strong grasp of both Avaya products and Microsoft Lync. Their outdated Microsoft Lync 2010 was a pilot installation, which needed to be replaced by an updated version that could be fully rolled out and implemented.

A Microsoft Gold Partner, IP Dynamics assumed re- sponsibility for Optima’s PBX services in mid-2013. And thanks to their excellent support and smooth project management, they left a very positive im- pression. Since IP Dynamics had by then already su- pervised many Lync installations, in December 2013 Optima tasked the system integrator with installing the new 2013 version of Lync and fully integrating it with the PBX. Project manager Alexan- der Ebert commented: “The tasks included the analysis, migration and dismantling of the existing system, updating Avaya Aura Application Enablement Services (AES) to version 6.1, creating a completely new global Lync environment, integrating AES with Lync as well as linking up the world- wide remote work stations and locations via an Edge Transport server to the 2013 Microsoft Lync server.”

IP Dynamics ticked this whole catalogue of boxes in just three weeks on the project.

It was all smooth sailing

In Alexander Ebert’s words, „It was amazing how work on the project was carried out with such consummate expertise and without a hitch. IP Dynamics did it all in one fell swoop. Every day you could see how much experience the team had with the technology. It was all smooth sailing.”

The end result is that Optima now benefits from a global, comprehensive unified communications (UC) portfolio managed by Ebert and Pecoroni’s team at the Schwaebisch Hall headquarters. Thanks to the common architecture for chat, video, screen sharing, voice mail and telephone, collaboration between employees and different locations has improved since everyone is more accessible. As a welcome side effect, the provider costs have been reduced considerably and it is possible to contact Skype users di- rectly from the unified UC interface. In the Asian region, among others, the business use of Skype is hugely popular.

All goals were achieved

Mirko Pecoroni: „With the introduction of Enterprise Voice based on Lync 2013 and the integration of our Avaya PBX, we achieved all our objectives and ha- ven given our colleagues the opportunity to increase their productivity. We are fully satisfied with the re- sult and can only recommend IP Dynamics, especially in view of the extremely rapid implementation.“