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Once you have made the decision to own an Office Automation, Inc. telephone system, we initiate a detailed implementation plan. As described below, the program is completely planned, including programming, testing, installation, training and acceptance. The primary importance of the plan is the assignment of responsibilities and target dates for completion. With the plan, everyone is aware of what needs to be done, when it needs to be done, and who needs to complete the task.
We have the finest installation technicians and support personnel available to insure the timely installation and smooth cut-over of your new system. Office Automation, Inc. accepts the complete responsibility for the delivery, installation and maintenance of the entire telephone system. We will be responsible for furnishing a compatible system with the telephone companies' network. Our installation shall comply with all applicable Federal, State, County, and Municipal ordinances, laws, rules, regulations and construction and safety codes relating to this project. All materials and equipment furnished shall be equal to, or exceed, the established common carrier standards.
- Teri Monge is our Project Coordinator and Trainer for our telephone system clients.
- An internal meeting is held among the Project Coordinator, Sales Engineer, and Installer/Technician to discuss the system configuration, design, applications and time frame.
- Your organization assigns a project manager to work with us to design/program the system and implement the plan. We can not overstate the importance of your organization assigning a project manager to help make the installation successful!
- Our installation manager will meet with your assigned project manager and survey the premises to evaluate the cabling needs and methods. If cabling is necessary, it will be accomplished with no down time of your existing system, and minimal disturbance to your organization.
- The Project Coordinator contacts your firms assigned project manager to accomplish the following items; Review programming options, develop the system database required for your applications, review the floor plans, assign extension numbers to individuals, establish a training program, and discuss time frames.
- The Project Coordinator will forward the letter of agency to your local telephone company and work with them to order and coordinate all work to be completed. This includes the ordering of lines, establishing the cut-over date, scheduling telephone company services, and ordering any special features required for the installation and long term business needs.
- The technicians will install all circuit cards and program the database into your system, in our workshop. The system will be tested and then will be allowed to "burn-in" to prevent failures in the field. We do this to prevent problems at your site. The final system configuration is reviewed and approved to insure proper system installation, by our installation manager.
- Training of your employees takes place on your new telephone system, or on a demonstration system, by our Project Coordinator and Trainer.
- The cabling for the telephone system and computer system is installed, if necessary.
- The telephone system control equipment is delivered and installed.
- All station equipment is installed at the predetermined locations.
- The entire system, hardware and software are tested again.
- The system is cut-over with the final line configuration activated.
- The Project Coordinator will provide training for employees that were not in attendance at the earlier training sessions.
- System delivery and acceptance are signed by the customer at this time.
- The Project Coordinator and Trainer works with your staff to insure they understand system operation and service call placement procedures.
- Subsequent training sessions are scheduled by the Project Coordinator as needed, free of charge during the first year, and when covered by our labor maintenance contract.
- The Project Coordinator will handle any follow up needs with regards to the first 30-day period. Programming orders may be placed within the first 30 days, free of charge, to accommodate these needs. Subsequent programming changes are available for a fee.
- Your employees, customers and vendors start to realize an improvement in the way they communicate with the new telephone system.
is trained and readily available to handle your on-going telecommunication needs. This includes training for end users and system administrators, interfacing with your local phone companies, and preparing work orders for programming, adds, moves and other changes.
We offer comprehensive training before, during and after cut-over to insure that you receive the maximum benefit of your new system. There is no additional charge for system training at installation, during the warranty period, or for customers covered by a maintenance contract. Our training program includes the following:
Your Project Coordinator and Trainer will establish a training schedule and appropriate procedures after reviewing your existing system, business operations, and proposed equipment and applications.
Prior to system cut-over, the Project Coordinator will provide an overview of the system features, capabilities and benefits. All training materials and user guides for employee reference are furnished by Office Automation at no extra charge. Groups of employees, usually five to fifteen at a time, are trained in a class lasting approximately one hour. The operator or attendant and backup attendants are trained in a class lasting approximately one hour. This training can also be done at our office.
On the day of system cut-over your Project Coordinator and other training personnel will remain on-site to coach employees to insure complete understanding of features and applications. We strive to make certain that all users are familiar and comfortable with the new system.
After the system cut-over, your Project Coordinator will be available to answer questions, observe the processing of calls, and provide further coaching and positive re-enforcement.
Our Project Coordinator will prepare cost quotations for your approval. Once approved, the work is scheduled and then completed between two to ten workdays. When the system is equipped with the remote access option, remote programming is generally completed within three workdays. These time frames depend on the complexity of the work to be done, the availability of the required software and hardware, and the coordination and scheduling of the work needed by your phone companies or other vendors.
Software releases are introduced periodically to improve the system and add important features. As new software becomes available, the Project Coordinator or your Sales Engineer will contact you to discuss new options for your organization.
We are available to discuss and provide consulting as new technologies and opportunities open up. Consultation regarding new services for both voice and data applications will be available to you in planning the future as well as adapting to today's needs.
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