1. IP Telephony Phase II Rollout
OIT ComTech
Please silence or turn off all phones and messaging devices before presentation

2. Outline Why are we meeting? Deployment objectives Roadmap
Old versus New System
What happens now ?
Deployment objectives
Phone Catalog
Training
Questions
Hello my name is XXXX an analysts with Comtech. I will be working with various groups to complete our deployment. The first slide, is a brief overview of my presentation. Please feel free to stop me at any time if you have a question.
Where are we

3. Why We Are Meeting Today
IP Telephony Phase II
Why We Are Meeting Today
Since 2007, ComTech has converted 5,500 telephone lines from AT&T Centrex service to the ComTech supported Cisco Call Manager
All Voice Mail users transitioned to Cisco Unity Voic – Unified Messaging deployed
Phase II – Convert remaining AT&T lines to VoIP
June 2007 through October 2009 converted 5500 lines from Centrex to IPT
In May of 2011, we transition all users to from two Octel Systems to one voic system
Our office has began Phase ll which will involve all departments within this building

4. IP Telephony Phase II Roadmap
Approximately 5,500 Centrex lines remain on the AT&T network. Converting these lines to Cisco provides the following advantages:
Replaces the aging Meridian sets with Cisco IP handsets
Advances the deployment of Cisco’s Unified Communication suite
Significant cost savings to the University.
All Cisco sets can only be deployed or purchase from Comtech inventory - this is due to licenses that are required to place the sets on our network.
Unified Communications Suite bridges voice, , IM, call control. Currently not compatible with GMAIL using web client however it is compliant using a web client, Thunderbird, Outlook etc.. Cisco project GMAIL compatibility in the 1st half of 2012
More questions: visit

5. IP Telephony Phase II Goals & Tasks
Convert ~100 telephone sets per week
15 month project duration
Data collection (inventory every telephone to be transitioned)
Update campus systems: E-911, ITRACS, MySoft, etc.
Deployment of Cisco sets and retrieval of Meridian sets
We will be implementing an aggressive approach to reach our deployment goals. This can only be done with input and co-operation from everyone within this room.

6. IP Telephony Phase II
This project is fully funded by OIT and the following types of sets will be converted:
All Meridian digital sets
All analog sets with appearances on Meridian sets which were not converted as part of phase I (Includes fax lines, PC Modem, etc.)
NOT elevators, fire alarms, security alarms, blue lights, freezer/lab sensors, analog lines already converted to IPT, etc
Fully funded by OIT, means we will provide new sets, upgrade telecom closet with powered switches and ups where needed.
Communication Technologies has borrowed funds to replace the telephone sets. Bringing this in house will save a considerable amount of money on our monthly AT&T bill. The monthly savings over the next four to five years will repay our loan. Note that this effort has allowed us to reduce the monthly phone rate to $7/ month for this upcoming fiscal this year.
You may need to clarify what are the Meridians verses the analog set. After you mention the Meridian, state the following: Our office will no longer sell the meridian sets, since we are in the process of upgrading. If someone needs a new meridian set at this time, we will sell them a new 6900 or 7900 series set, if the powered switch is available. If not, we can provide them a loaner set if we still have some in stock. (note: Nic has been saving some of the better looking meridian sets for this purpose) Also let them know that not everyone within the office will receive a new set. However, we will gladly sell those folks a new set if requested at full price!

7. How do we determine the sets to be deployed?
Assess and recommend current telephone sets to be scheduled for conversion from AT&T to IPT
Review current business call flow and recommend additional options
Verify number of lines needed & eliminate lines no longer necessary
Negotiate a final selection of phone set type, number of lines needed, business line call flow, conversion date, etc.
Recap this general information. In addition, we have access to our centrex service, we are able to see exactly what lines are associated with each set.
You will have a detailed list that you will use with the customer, during the one on one meeting.

8. Your Current System (AT&T Centrex)
Centrex is a basically normal single line telephone service but with features added including call forward, call transfer, toll restriction, call hold, etc.
Dedicated voice circuit – Twisted copper wire connects each phone to the AT&T Morgan Street Central Office
Central Office provides connectivity to other telephones locally & around the world
ComTech pays more to AT&T for service than we charge you

9. Your Future System (Cisco Call Manager)
Voice over IP (VoIP) is a feature rich IP based telephony system that is managed and administered by NC State University.
Transmission is accomplished by sampling, digitizing, and addressing packets to transport to a destination across a data network.
Call Manager provides connectivity to other IPT telephones locally on campus LAN & around the world in the traditional PSTN way.
ComTech pays less to AT&T for service

10. Benefits to VoIP Reduced costs >??
Simplify the provisioning of phones
Shortened MAC Intervals
On Line Self-service
Move your own (Future)
Offer latest telephony features to campus community
With our current centrex service, we are under contract with AT&T with regards to time commitment for delivery of service, it could take up to 10 business days to get service to the campus depending on the nature of the request. With our Call Manager we are able to provision the new service over our campus data network, which gives us more control / flexibility to meet the needs of the customer in a shorter time.

11. What should we expect during the rollout?
The entire building will cutover at one time
One team will be assigned to work with your building
Meeting to review the proposed solution
Our goal is to upgrade an entire building at one time. (everyone gets the same deployment date)
As mentioned I am currently assigned to your building as the team lead, my core team consist of myself, a technician and temp workers. You will see our temp workers walking around your building gathering additional information, they will be easily indentified by a red Comtech Shirt. If you have questions, don’t hesitate to contact our office at to verify if we are working in your building.
ASK THEM: If possible, can you provide a contact person that can walk with our temp pool, this will allow us access to locked rooms?
I will schedule an independent meeting to review all your information. I would like to do this within a few days.
(refer to the next few bullets) All your information that we need will be submitted directly to me.

12. What should you expect at our individual meeting?
I will review your current business setup
I will gather your input regarding your current setup
We will review the proposed solution
Discuss what user information will be verified by a member of your staff
Cut date will be discussed and confirmed
Current business setup – review cdc, voic etc…
Provide information at your discussion with customer, review setup make changes
Finalize dates if possible (depends on other departments within building)

13. What should the end user expect?
Your primary line will now be located as line one
Minimal disruption to connect the phone
An opportunity to use new set before transfer of service
Training is provided and it is highly encouraged that you attend class
While training is not mandatory, it is highly encouraged. In our previous deployments, we had users reporting troubles, in essence they were not troubles but user errors. Our training is ongoing. Towards the end of the presentation I will cover our training.

14. What should we expect during the rollout?
Sets dropped off several days before transfer of service for customer to familiarize themselves with new phone
Dual service on phones until cutover to new service
Minimal phone service outage expected
Data connectivity will be moved as part of the process
Final walkthrough the day before the cut to answer any outstanding questions
Collection of legacy sets after install
We will drop off the sets at your desk, during this time, the sets will be active. You be able to receive any calls from within the university that are currently riding our data network,
During the walk around once the sets have been deployed (please ensure that everything is working the way you need it to work. I will stop by your desk to see that everything is working for you.
Minimal outage will occur when we run the cables from your set to pc to wall
I will do a brief walk around to ensure that your questions have been answered.
Please sign up for training, again, refer to OIT website for classes, they will be posted.
All calls that come from outside the university, will ring your meridian set, thus you will have dual service. Once the service is cut over to our data network all in and outbound calls will route on your new IP set.
Your old sets will be disconnected and placed in the box for pickup
I appreciate your time (next slide will be questions)

15. IP Telephony Phase II Training
Comtech will provide user training to campus for the duration of the project.
Two times per week hands-on training is provided at Avent Ferry Technology Center.

16. IP Telephony Phase II Training Topics
Understanding your set
Call Stacking
Web base User Options
User tutorials
Basic Troubleshooting
Register for class:
We have made arrangements with OIT- Training unit to offer two hands-on classes a week to help with the transition. Class sign-up is available online at
As stated training is not mandatory but it will help keep your current business flow efficient
NOTE: the “I” mentioned is Adam, TJ or Trish also, we will have our laptops with us to make any of the necessary changes on the spot.

17. Phone Catalog
Pause to see if there are any questions, you have provided them with plenty of information. If everyone in the room looks good, inform them you are about to review the sets that we will be deploying.

18. Cisco 6921 2 Line Set Speaker Phone Caller-ID Base model set
Most of the sets to be deployed across campus will be the 6921 set, this set has a speaker, caller ID, visual message indicator and two line capability. This set will handle the current needs that will replace the M5008, M5208 and even the M5316 provided you not using more then 2 lines. This set will also replace the analog sets that need upgrading as well, Panasonic's.
As we transition to the new sets, those users who had multiple lines for rollover purposes will no longer be needed. All of the phones we are providing support handling multiple calls per line, up to 12 concurrent if needed. (Then explain and/or demonstrate)“
For those individuals that will need more then one line, the second line will now be charged a monthly recurring charge of $7.00 unless you fall into specific business criteria, one we will explain in a few moments.
Cisco 6921
2 Line Set
Speaker Phone
Caller-ID
Base model set

19. Cisco 6941 4 Line Set Speaker Phone Caller-ID
This set is equipped with 4 lines, note the position of the lines
Cisco 6941
4 Line Set
Speaker Phone
Caller-ID

20. Cisco 7942 2 Line Set Speaker Phone Caller-ID
This model is the 7942 set, again, this is also a two line with a larger display. This set does allow for call stacking.
The Cisco 7942 provides two programmable line and feature keys, plus a high quality speakerphone. The Cisco 7942 also has four dynamic soft keys that guide users through call features and functions. A built-in headset port and integrated Ethernet switch are standard. It also includes audio controls for full duplex speakerphone, handset and headset, features a large, pixel-based LCD display. The display provides features such as date and time, calling party name, calling party number and digits dialed.
Cisco 7942
2 Line Set
Speaker Phone
Caller-ID

21. Cisco 7962 6 Line Set Speaker Phone Caller ID
This is the current top of the line set that we use. This is the set, that will be provided to those individuals that will need an add on module. (the next slide will have the add on module attached)
This is the set for the individuals that need 3-6 lines and/or feature buttons and/or handle a large volume of calls. Also make note we have an 8 button phone if needed.
The Cisco 7962 has six programmable line or feature keys, also includes audio controls for full duplex speakerphone, handset and headset., four dynamic soft keys that guide users through call features and functions. A built-in headset port and integrated Ethernet switch are standard, features a large, pixel-based LCD display. The display provides features such as date and time, calling party name, calling party number and digits dialed.
6 Line Set
Speaker Phone
Caller ID
Cisco 7962

22. Cisco 7962 / 7915 6 Line Set Speaker Phone Caller ID
7965, 45, 75 color screens
Add the fact that the add on module is 24 button capable, expandable to 48.
6 Line Set
Speaker Phone
Caller ID
Add-on Module available
Cisco 7962 / 7915

23. What if we want to upgrade to a different set?
From To
6921
6941
20.70
7942
106.95
7962
175.95
86.25
155.25
69.00
The sets that we briefly discussed will be the ones our office will deploy across campus.
As previously mentioned, we will sit down with you and review your needs in our individual meeting.
If your office decides they want to do a upgrade on the set models; the cost are listed in this slide. Please note, if an upgrade is requested or you desire longer handset cord , we will need you to provide your OUC and FAS account before we do the change.

24. What if a phone is not covered by the project?
6921
148.35
6941
169.05
7942
255.30
7962
324.30
7915 add on module
272.55
The sets that we briefly discussed will be the ones our office will deploy across campus.
As previously mentioned, we will set down with you and review your needs, we will then let you know which sets our office will provide your group.
If your office decides they want to do a upgrade on the set models; the cost are listed in this slide. Please note, if an upgrade is requested, we will need you to provide your OUC and FAS account before we do the change.
Any requests for new lines or sets, you will be billed at the full rate, please refer to the slide. Our department has a limited number of sets that we purchased for the upgrades – We will need to have a working set that is a meridian or a panasonic (only if that number appears on the Meridian set)…we are doing a set for set swap.

25. Comtech Resources OIT training: http://webapps.ncsu.edu/classmate/
ComTech Website:
Phone Accessories:
Request for service:
Reporting problems: or call

26. Questions
Please be sure to provide your address and phone number
Don’t forget to schedule your follow-up meeting