2 OverviewThe Voice over Internet Protocol (VoIP) implementation project:replaces an outdated, difficult-to-maintain system withend-of-life equipment and a service contract ending 12/2015provides a current generation voice technology system and the foundation for future enhancementsinvolves the Academic Division and the Medical Center, including the University Hospitalwill migrate approximately 26,000 existing telephone lineswill replace approximately 20,000 telephonesAll existing Siemens lines/telephone numbers are in scope (analog, digital and Siemens VoIP)Existing Siemens call centers are in scope (with some exceptions involving the Medical Center)New voic system to replace XpressionsVoic can be forwarded to as a .wav file attachmentElimination of Forced Authorization Code (FAC) requirements, except for:International callingCalling from ‘public’ phone typesNew phonesSame telephone numbers5-digit dialing maintainedEnhanced caller ID
3 VoIP Project Steering Committee Milton Adams Senior Vice ProvostJulian Bivins Associate Vice President for Advancement ServicesSarah Collie Associate Vice President for Organizational ExcellenceAnthony de Bruyn Deputy Chief Communication OfficerVirginia Evans Chief Information OfficerBryan Garey Assistant Vice President for Human ResourcesTom Harkins Chief Environment of Care OfficerDave Hudson Associate Vice President for ResearchSean Jackson School of Medicine & University Physician's Group CIORich Kovatch Associate Vice President for Business OperationsRick Myers Senior Associate Dean for Administration and PlanningGary Nimax Assistant Vice President for Compliance & Enterprise Risk MgmtScott Norris Director of Business ServicesNancy Rivers Chief of Staff for the President & Associate Vice President for AdminKevin Savoy Director of Hospital and Information Technology AuditsRick Skinner Medical Center Chief Information OfficerRandy Smith Darden Chief Technology OfficerDebra White Director of Business Operations and Grants Management, Office of the VP and Chief Officer for Diversity and EquityComprehensive new telephone system design project was completed in 2013Project steering committee formed in April, 201317 committee membersrepresentatives from both academic and medical areaschaired by the CIOmeets monthly to provide project governance and oversightapproved the system implementation project on 11/19/13
4 General Implementation Approach Phased building cutovers will begin approximately June 2014 (with Medical Center beginning approximately September 2014) and last 16 months, utilizing 8 project cutover teams (5 Academic; 3 Medical). See VoIP Cutover Schedule by Building.Just-in-time provisioning of telephone configurations via Department Telephone Representatives (DTRs). Working with the VoIP project team, DTRs will facilitate a detailed departmental telephone data collection/verification process.Each building migration includes ~60 business days of scheduled activities in a “flight” to prepare for the building’s final cutover, as described below. Larger buildings may require multiple “flights” for completion. There will be multiple concurrent “flights” in varying stages and statuses at any given time.
5 Data Collection & Verification Communication to Peers & Colleagues DTR RoleData Collection & VerificationCommunication to Peers & Colleagues(department lists; staff meetings, etc.)
6 DTR Data Collection & Verification VERIFY… for each telephone numberCurrent Equipment typePTAOBuilding and Room locationCOLLECT… new informationNamed vs Un-named ExtensionFN, LN, Computing ID if appropriateNew Polycom telephone typeBroadWorks ‘Station Type’Shared Call Line AppearancesHunt Groups, Pickup Groups, Other requirements*****************************ACD/Call Center Info
7 60-Day Flights Cutover Process T minus 60 days: Data prep begins T-51: Data available to DTRs; DTR data collection/verification (per a given building) begins; DTR works with building PL to resolve any issues and address questions (NOTE: We expect some challenges!)T-17: DTR data completion milestoneT-14: New Polycom telephone placement (per DTR data)T-7: Communication to Unify (Siemens) and CenturyLink re telephone to be ported; User provisioning data loaded into Loki databaseT-0: CenturyLink ports number; UVa activates user in BroadWorks; Unify migrates # in switch; operational testing (test calls, etc.)T+1: Onsite post-migration support for issues, questions, etc.
8 Training Plans Quick Reference Guide Video Tutorials Other Distributed with PhoneUsing Your Phone (Polycom VVX410 & VVX500)Activating and Setting Up VoicUsing New Telephone System PortalClassroomOnline Reference/PDF docs