IT Consulting ● Technology Implementation ● DW/BI ● BPM ● Application Outsourcing ● Software Testing ● Partner Product Services

Gnanasambandham AnbazhaganVirtusa CorporationOctober 2013

Way to Simplify CorporateCommunication

“Service to Simplify Corporate communication. A new mode of communication helps to reach resources when they are not in desk or travelling or they are in client network they can’t access to their Office communicator or Mailbox or even not having access to Internet. This product can serve better to HR, Admin, IT, training and Logistics departments during urgent and emergency situations for any announcements. Even it serves better to reach group of people for any urgent communication in projects “

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Contents

1 Abstract..........................................................................3

2 Problem Statement..........................................................4

3 Proposed Solution...........................................................5

4 Application of Solution.....................................................6

5 Conclusion.......................................................................7

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1 AbstractIn today’s fast paced environment, we need robust communication mechanism to reach larger number of audience as and when required. A messaging service to break communication barriers.

This product serving better, to those who serves the Corporate. It targets on the teams (departments) like HR, Admin, IT, software development and Logistics who needs difficulty in reaching many resources for important communication and on crisis. Even it works better to for meeting notification, interviews scheduling and cancellations, saves lots of time and good for corporate communication.

An efficient way of communication to reach people when they are out of their workplace or out of office network or especially out of internet access. To reach group of people for any important and urgent communications.

“Making communication easier in HR activity, IT support team, Admin, logistics, Training, interview panel and project teams.

This can be served for wide range of sectors not necessarily to IT. An efficient way to coordinate with people and for immediate communication“

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2 Problem StatementAlways there is a requirement for communication in urgent and emergency situations in day to day life. Especially when we are in a position to co-ordinate multiple people and get it done in a short period of time. We hear lots of noise, and, pressure from people in many departments, when people in coordination need to convey message to lots of people in a short period of time without fail, else they might end up in paying fine in terms of spending more time and money to rectify that.

We live with VDI, VPN and VMWARE people in project team may not look into the messages or they delete it or forget. Let HR and Admin inform them through Mobile messages.

Problems we are facing in Today’s Communication for different departments.

Admin Department facing problems to inform during Natural disaster like (Earth quake and tsunami) for Holiday, Fire, about Bomb, about traffic, Rain, Client visit, parking issues and other communication.

HR Department facing difficulty in inform group of people like informing freshers about their joining date, cancellation of scheduled interview, filling timesheet, office events etc.., “IT support” team members have to go and look for their tickets and work on it every time. Also if they are working in different place and they should be informed about any important recovery situations. Even Compliance team facing difficulty in implementing security practices (Ex: “system not locked”) should be addressed.

Admin team, logistics facing difficulty in co-ordinating multiple people in urgent situations. Project teams facing problems to inform about production tickets if we don’t have our colleagues phone number. Not like outlook we can’t reach multiple peopleat the same time for official communication end up paying (in terms of time and money) more to recover the situation.

“Communication Gaps are the most important thing to address in today’s fast paced world”.

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3 Proposed SolutionA robust communication mechanism to resolve communication issues. To reach people for any important announcements mechanism using mobile devices and web to reach resources when they are not in desk or travelling or they are in client network they can’t access to their Office communicator or Mailbox or even not having access to Internet.

An Internal or external web portal which can access outlook contacts and groups, where the contacts are associated with their mobile numbers for communication.

For any important communication the respective team can access the website and send message to the contacts in whole group.

A mobile app as part of the solution, through which we can access the outlook contact,Provided the user have to login through windows and app specific credentials for security. The user can search any outlook contacts using their first name and last name and message them for any important communication. For project teams to

reach any resource to inform about critical production issues to resolve.

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4 Application of Solution

Through mobile messaging service, we can fulfil lots of gaps we are having in today’s communication coordination. Software for in-house use of an organization for efficient coordination to accomplish our task and to reach people in unreachable situations through mail.

This can be utilized in any sector for better communication. Let us see few examples in todays IT where this solution can be applied.

Admin Department

To inform during Natural disaster like (Earth quake and tsunami) for Holiday, on Fire, about even Bomb, about traffic, Rain.

To inform about Client visit at 9 am in morning, come early with proper dress code. (before employees reach Office)

To inform Lost and found, parking issues etc.

HR Department To fresher’s informing, “VIRTUSA - Please Check your mail for your joining

date and formalities”. About cancellation of scheduled Interview. They might invite 50 to 100 people

for interview. Even to say Happy New Year, Birthday wishes, Work Anniversary and more. Informing to submit your bills- Last Date, and to collect your Sodexo About any events, like please gather for Town Hall meeting, PAR, RAVE etc.., Reminder to fill Timesheet, app to fill timesheet from Mobile and Salary

deposited.

IT Team To assign tickets to IT team members through message when they are working

in other tickets; they just get a ticket, and issue details in a short form. Work as Recovery situations on server or something happened they can get

message (in urgent and emergency situations.

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Compliance Can be used for system security, your system not locked

Do you want to lock - Yes, system will lock automatically To inform about Auditing on next day at 9 am in morning, please make sure we

are following compliance.

Admin Cab requests can stored in Queue, once cab arrives the security

Member can just click and inform the employee. Message delivered to employee.

Logistics Can be used during Travel Arrangement for Logistics Team

EX: Please come and collect your passport and other documents

Project Team & General Use: I need to speak urgently to my sub-ordinate I don’t have their phone number

Send request with first name and last name, you will get their number or choose their name and send message; it will be delivered to their mobile number.

Employees can feed a reminder; it will be messaged to them at specified time. Even we can message about we are in Training room "3", discussing on today’s

production issue. Make it as a product integrated with Outlook and sell to other companies.

Important Outlook alerts about client meetings. Can be used as a Reminder mechanism for managers and employees

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5 ConclusionEven though IT companies now a days offering Mobile based solutions for lots of business problems, but why can’t they resolve their own communication problems through this mobile messaging service. Once we are getting out of a shop they are just reaching us through Bluetooth or through phone number and sending advertisement messages. Why can’t we have a solution in hand which serves our purpose?

The benefits of moving email to the mobile messaging are clear; we get increased agility, simpler management, and

higher-quality service in a wider range of purpose. Messaging service Online and Mobile apps meets these expectations by delivering a wide-range of features and capabilities that support anywhere access, protection and simplified administration.

Even though substantial cost involved with implementing this solution, the benefit we are getting are,

A quality product for robust communication in hand.

Cost of implementing this solution is less than the cost of loss due to lack of communication.

It can be implemented in a cost effective way and utilized for basic communication at times.