blueButler
provides a central database that contains all of the mobile device
information required to consolidate users onto one or two standard
carriers and to effectively negotiate lower corporate-wide wireless
rates, share pooled minutes and eliminate redundant carrier services.
In most organizations, wireless
devices have been acquired and deployed on an ad-hoc basis to satisfy
the needs of mobile workers. This approach has led to a uncontrolled
environment where individuals often own their cellular phones, pagers
and other wireless devices and subscribe to rate plans and wireless
service options suited to their personal wants and needs (often
without regard for corporate policies). To reimburse mobile workers
for their wireless expenses, a cumbersome process is frequently
used that involves highlighting reimbursable calls, totaling and
submitting monthly bills for approval and processing payments through
an accounting expense process.
Industry analysts recommend implementing
Best Practices in order to simplify
and standardize wireless communications within the enterprise. Implementation
of Best Practices involves following a logistical process for each
of the steps identified below. blueButler
includes automated processes that help implement structured Best
Practices within your organization.
The steps required to implement
Best Practices are:
Information repository
- You can't manage what you can't measure. Establishing a central
database of all relevant mobile communications information is crucial.
blueButler
provides a central database for storing all of the organization's
critical mobile communications information. The database is supplemented
with automated email processes that make it easy for each mobile
user to enter and maintain their key mobile information. Each user's
mobile information is captured through an automated email process
using HTML forms that include check boxes and drop-down lists wherever
possible.
Carrier negotiation
- Information records in the central database summarize which users
have contracted with each carrier and what commitments are in place
for services. This information is used to select 2 or 3 carriers
as the corporate standard and to negotiate corporate rate plans
for usage and services with the selected carriers.
blueButler
provides summary reports from the Mobile Inventory database in an
EXCEL template file that includes the relevant information required
to negotiate a corporate rate plan. The EXCEL template file allows
the blueButler administrator to easily
summarize, total and average the mobile device records and allows
further analysis using normal EXCEL functions. Users who have service
with alternate carriers are notified to switch carriers when their
current contract expires.
Corporate policies
- Each department sets its policy regarding who should have a cell
phone and/or other wireless device and what wireless services are
approved. Mobile user and device records are matched to departmental
policies to highlight discrepancies. A corporate-wide policy clarifies
how personal call charges are handled and if necessary, the accounting
process to be followed for payment or reimbursement.
Each department's policy is entered
into the blueButler database and individual
user records are matched against their department's policy. Each
department's specific policy as well as any corporate-wide policy
is emailed to all mobile users. Discrepancy reports are produced
and emailed to each manager highlighting users who are not in compliance
with their departmental policy. Users are notified of discrepancies
with corporate policy and provided with a timeline to cancel unauthorized
devices and/or services.
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