Real-Life Meetings in the Virtual Domain

Solution Overview

Throughout Germany, municipal IT service provider KIRU is considered a pioneer in the implementation of Cisco Unified Communications technology to Real-life meetings in the virtual domain improve local authority services to the KIRU (Kommunale Informationsverarbeitung Reutlingen-Ulm) community and increase their administrative efficiency. reduces the number of business trips by implementing Cisco video conferencing solutions

Throughout Germany, municipal IT service provider KIRU is considered a pio- “The remarkably clear images neer in the implementation of Cisco Unified Communications technology to and natural-sounding audio improve local authority services to the community and increase administrative efficiency. KIRU has now also entered the age of HD visual communications offered by the Cisco systems within its own company thanks to the installation of two Cisco TelePresence provide a totally realistic meet- System Profile 52-inch Series models at each of its locations in Reutlingen, Ulm ing experience, so much so that and Stuttgart, which have been up and running since March 2011. Not only do these new video conferencing systems enable sustainable reductions in costs you feel you are actually sit- and CO2, they have also improved collaboration across the different sites. ting with the other participants together in the same room”. The southeast region of Baden Württemberg has a long tradition of inter-municipality collaboration in the area of IT. Originally in 1969, a municipal data centre was set up in Erich Burgstaller, Ulm and only three years later, the regional Alb-Schwarzwald data centre was estab- Head of Networks lished in Reutlingen. Over the three decades that followed, these two special-purpose IIRU associations grew to become modern IT service providers. They finally merged in 2002 and have since been known as KIRU (Kommunale Informationsverarbeitung Reutlingen-Ulm). Two years later, KIRU also became more closely involved with the special-purpose association KDRS (Kommunalen Datenverarbeitung Region Stuttgart), resulting in the establishment of a branch office in the regional capital in 2005.

Nowadays, the KIRU special-purpose association is funded/ subsidized by 342 towns and municipalities, a city borough and 13 regional boroughs in the Reutlingen- Stuttgart-Ulm metropolitan triangle. Its members and customers therefore account for around a third of all the municipalities in the region. Throughout Germany, around 500 commercial customers also benefit from the KIRU service via its subsidiary under private law IIRU (Interkommunale Informationsverarbeitung Reutlingen-Ulm).

Potential of IP communication recognised early on Erich Burgstaller, Head of Networks at IIRU: “Thanks to the Cisco HD video conferencing The extensive KIRU portfolio plays a key role in driving administrative modernisation at systems, our employees have been able to a municipal level. KIRU/IIRU is well-known within the Baden-Württemberg region and reduce business trips by 25%”. beyond for its pioneering activities in the area of e-Government and in improving administrative efficiency. While traditional IT, in other words data technology applications, does form part of this, including the prompt implementation of new requirements, a recent example being the split sewerage charges for instance, KIRU was ahead of other public sector IT service providers to recognise the considerable potential of Solution Overview

Background IP-based networks as a means of achieving sustainable cost reductions as well as As a special-purpose association under qualitative improvements in both internal and external administrative communications. public law (Zweckverband – a German legal On the basis of a special Cisco secure borderless network, KIRU customers have form), KIRU provides IT services for more enjoyed innovative, demand-oriented Unified Communications services for a number than a fourth of all of the municipalities of years. Modern communications technology is therefore available to them without within the Baden Württemberg region that any investment risk and at predictable costs for each connection. are also association members. Through its subsidiary IIRU, the association also operates Communications technology is however not only proving to be the key to improving on a national level, providing services to efficiency and community services for the local authorities served, it is also helping hospitals, public utility companies, German to secure the success of the service provider itself. “Our 360 employees have to be Red Cross administration departments and waste management organisations. KIRU/IIRU able to coordinate with one another,” explains Erich Burgstaller, Head of Networks at currently employs around 360 employees IIRU. “Effective cross-site collaboration is vital both in terms of day-to-day service and achieves an annual turnover of around quality and with regard to coordinating the development of new solutions”. EUR 38 million. Full HD video conferences - a visual quantum leap The challenge However, not all matters can be discussed effectively over the telephone, not even a To enable quantitative and qualitative modern IP phone. A more direct form of communication is required; for example, for improvements for video collaboration on the daily morning reviews between site managers or even for the rotational meetings the basis of a Cisco Borderless Network. with cooperation partners within the region. For this reason, back in 2002 KIRU The aim was to avoid business trips and accelerate decision-making processes. installed its first video conferencing systems to great effect. The special purpose association made significant savings in working hours and travel expenses whilst Solution accelerating its operational decision-making processes. This in itself was sufficient Two Cisco TelePresence System Profile grounds to enhance and update the existing video conference platform. In mid- 52-inch models were installed at each of March 2011, therefore, the company's locations in Reutlingen, Ulm and Stuttgart the Reutlingen, Ulm and Stuttgart locations. were each equipped with two Cisco TelePresence System Profile 52-inch full HD Six existing H.323 conferencing solutions displays. Erich Burgstaller describes the improvements in visual communications were integrated into the multi-point platform quality as a real quantum leap. “The remarkably clear images and natural-sounding via the MCU 4505. Thanks to the Cisco audio offered by the systems provide a totally realistic meeting experience, so much TelePresence Movi client, employees can so that you feel you are really sitting with the other participants together in the same also take part in video conferences from room” praises the Head of Networks. their desktop PC or notebook.

Benefits Video quality plays a much underestimated role in virtual teamwork: We have all Business trips reduced by 25% experienced the scenario where a wink or a small hand gesture can lend a totally different meaning to what is being said. Without this supplementary information, the Ecological sustainability: 24 tonnes less CO2 in one year intended meaning may be lost. “Studies into work psychology have shown that non- verbal messages account for a surprisingly high percentage of human interaction Stronger cooperation across sites – up to 64 percent in fact,” explains Stefan Schneider, KIRU Account Manager at Investment protection included: Cisco. He continues: “Unlike conventional video conferencing systems, the Cisco seamless integration of old systems Profile models transmit each tiny expression and gesture to provide a comprehensive communication experience”.

Integration protects investments At KIRU, the MCU 4505 Multipoint Control Unit supports conferencing with participants based at multiple locations. The compact solution offers 24 high- definition ports and allows different conferencing systems to be connected together, automatically adjusting image resolution to the best display quality. Six older conference systems are also integrated with the MCU at the three KIRU sites, meaning that the introduction of visual HD communication has not rendered earlier investments in video technology redundant.

The new video conferencing systems not only provide sustainable reductions in costs and CO2, they also improve cooperation between people working at the different sites. Solution Overview

Individuals can participate in a multi-point video meeting from a dedicated confer- “Unlike conventional video con- ence room but also from their office desktop or their notebook when out and about. ferencing systems, the Cisco The sole prerequisite is that the computer must run the Cisco TelePresence Movi client. Ideally, the compatible Cisco Precision HD camera should also be connected Profile model transmits each tiny in order for Movi to provide 30 images per second with 720p resolution. expression and gesture to provide a comprehensive communication 24 tonnes less CO2 per year experience”. The Cisco solution was implemented at KIRU/IIRU within only a few days. “The seamless implementation was all thanks to our partner xevIT and its certified solution Stefan Schneider, and technology expertise,” praises Erich Burgstaller. The Ettlingen-based Cisco Responsible Account Manager, partner has supported KIRU/IIRU for years with the on-going development of its Cisco collaboration platform. “Precise planning and intensive dialogue with the customer are the key to creating a customised solution based on the many wide-ranging technical possibilities offered by the Cisco TelePresence Portfolio, and also to avoiding pitfalls during the implementation from the outset,” says Patrick Mangler, Account Manager at xevIT.

The best testament to the project's success, however, is just how well received it has been by the employees. According to his calculations, “the HD video conferencing systems have allowed our employees to cut business trips by 25%”. An average of two meetings take place every day, each lasting two hours, using the new TelePresence systems in Reutlingen, Ulm and Stuttgart with four participants in each case. Additionally, there are weekly conferences with the partner data centres in Freiburg and Karlsruhe, which have the same duration and number of participants. If these meetings were to be held physically instead of virtually using video technology, at least 128 business trips would be required per month, covering a total distance of around 7000 kilometres. Considering current fuel prices, this equates to a four- A qualitative gain for visual communication: figure saving in euros and two tonnes less environmentally damaging CO2 emissions. In mid-March 2011, the Reutlingen, Ulm and Stuttgart sites were each equipped with two These figures are of course theoretical values. “In practice, many video meetings Cisco TelePresence systems with 52-inch full take place that would otherwise not be possible for organisational reasons. This HD displays. has also significantly improved cross-site collaboration,” says Erich Burgstaller. The department head is already planning the next steps for further developing the KIRU collaboration platform; for instance, the launch of the Cisco WebEx web conference solution, which in the future is also to be made available to mobile employees via iPhone or an Android Smartphone.

“Precise planning and intensive dialogue with the customer are the key to creating a customised solution based on the many wide- ranging technical possibilities offered by the Cisco TelePresence Portfolio”. Patrick Mangler, Account Manager, xevIT Solution Overview

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09/2011