Freedom and Flexibility for the Workforce, Profitability and Sustainability for the Workplace

FAQ OnBoard

OnBoard Frequently-Asked Questions and their answers

We use Outlook for reserving conference rooms. Isn't that good enough?

No it isn't. In fact, in many instances this is the root of the problem. Outlook treats conference rooms like people with an email address. You "invite" the room to participate in the meeting and Outlook puts the meeting on the "room's calendar."

If the meeting is cancelled, however, it is rare for people to go back to Outlook and cancel the reservation. Consequently the room remains booked...and when the meeting time occurs, the room remains empty, denying its use to other people.

With OnBoard, if you cancel your meeting but forget to cancel your room reservation OnBoard can automatically return the conference room to the pool of available rooms, making it available for other people.

In addition, Outlook treats each room equally. (i.e. You need to know the attributes and furnishings of each room in order to select one that fits your needs.) OnBoard allows you to enter room criteria and and allows you to select space that meets the criteria and is available. OnBoard also lets you order special equipment or services needed for your meeting. Outlook has no such feature.

How do we get our staff to actually use the system?

It's very important to gather the raw data needed to determine utilization and at the same time provide a ubiquitous system that allows many options for collecting the data that are totally transparent to your workers.

OnBoard can determine utilization statistics in a manner that is totally transparent to workers. For example, the system can be tied to a security system, if one exists.

Another way for OnBoard to collect data is to integrate the system with the telephone system. That way OnBoard can make note that a workspace is utilized when the worker uses their telephone. The routine act of checking voice mail or making a phone call is a signal to OnBoard that the workspace is being utilized.

Why do we want OnBoard to integrate with our phone system?

OnBoard's most powerful features come from communicating with your telephone system. Whether you are managing conference rooms, working within a hoteling environment, or measuring workspace utilization, the telephone interface plays a vital part in each process.
In hoteling or workplace flexibility environments, or when workers are churned from one desk to another, the telephone interface allows OnBoard to route the worker's telephone extension to the proper workspace. It allows the telephone to be used to trigger the check-in process to workspaces or conference rooms.

For all workspaces, the telephone can be the important component in gathering the data needed to determine workspace utilization. The use of the telephone in a workspace is a simple means for OnBoard to note that the space is being utilized.

If you are using Cisco CallManager you can use the phone system to make workspace reservations.

How does OnBoard reduce churn?

It doesn't! OnBoard reduces the "cost of churn."

Churn is inevitable. It's part of the successful operation of every organization. But it is expensive. When a worker moves from one workspace to another the cost to move their telephone extension can be anywhere from $150 to $200 per move...and needs to be scheduled well in advance.

An OnBoard strength is to dynamically route a worker's telephone extension when the worker "checks-in" to their workspace (either assigned workspace or shared work space.) This eliminates the cost of reconfiguring the phone lines when a worker moves from one location to another.

The cost savings can be significant. If you know your rate of churn, simply multiply the rate times your employee population and then multiply by $200. That's your savings!

Does OnBoard integrate with Peoplesoft?

Yes. In fact, OnBoard can not only use personnel data from Peoplesoft, but from virtually any HR system. This is key since OnBoard requires a current list of workers. In most cases, the HR system is the source for the most accurate data on each employee.

Many of our clients transfer an employee listing to OnBoard on a nightly or weekly basis so that OnBoard can work with a current list of employees. This transfer can be scheduled to recur without the need for manual intervention.

Is OnBoard Cisco certified?

Cisco doesn't certify external software products, but it does provide formal verification that such product interoperate with or are compatible with specific Cisco products. AgilQuest has passed the Cisco verification process twice for integration with Call Manager and phone switching.

As of 3/22/2010

OnBoard is Cisco verified. Version 5 of AgilQuest's OnBoard is verified compatible with Cisco Unified Communications Enterprise products. Specifically Cisco Unified Communications Manager 7.1.

AgilQuest is a Cisco Partner. We are designated a Solution Developer in the Cisco Partner program.

Is OnBoard ADA/Section 508 Compliant?

OnBoard AI (accessible interface) is a new, web-based user interface designed to meet the needs of ADA/Section 508 users. It is streamlined for ease-of-use and powered by "smart" software that provides predictive assistance that reduces user effort. The robust, responsive design and screen-reading capability bring the power and functionality of OnBoard to those with visual impairments, and also serves as a modern interface for a new generation of workers in BYOD environments.

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