Presentation on theme: "IP Telephony Phase II Rollout"— Presentation transcript:
1 IP Telephony Phase II Rollout OIT ComTechPlease silence or turn off all phones and messaging devices before presentation
2 Outline Why are we meeting? Deployment objectives Roadmap Old versus New SystemWhat happens now ?Deployment objectivesPhone CatalogTrainingQuestionsHello 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 IIWhy We Are Meeting TodaySince 2007, ComTech has converted 5,500 telephone lines from AT&T Centrex service to the ComTech supported Cisco Call ManagerAll Voice Mail users transitioned to Cisco Unity Voic – Unified Messaging deployedPhase II – Convert remaining AT&T lines to VoIPJune 2007 through October 2009 converted 5500 lines from Centrex to IPTIn May of 2011, we transition all users to from two Octel Systems to one voic systemOur 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 handsetsAdvances the deployment of Cisco’s Unified Communication suiteSignificant 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 2012More questions: visit
5 IP Telephony Phase II Goals & Tasks Convert ~100 telephone sets per week15 month project durationData collection (inventory every telephone to be transitioned)Update campus systems: E-911, ITRACS, MySoft, etc.Deployment of Cisco sets and retrieval of Meridian setsWe 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 IIThis project is fully funded by OIT and the following types of sets will be converted:All Meridian digital setsAll 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, etcFully 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 IPTReview current business call flow and recommend additional optionsVerify number of lines needed & eliminate lines no longer necessaryNegotiate 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 OfficeCentral Office provides connectivity to other telephones locally & around the worldComTech 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 phonesShortened MAC IntervalsOn Line Self-serviceMove your own (Future)Offer latest telephony features to campus communityWith 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 timeOne team will be assigned to work with your buildingMeeting to review the proposed solutionOur 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 setupI will gather your input regarding your current setupWe will review the proposed solutionDiscuss what user information will be verified by a member of your staffCut date will be discussed and confirmedCurrent business setup – review cdc, voic etc…Provide information at your discussion with customer, review setup make changesFinalize 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 oneMinimal disruption to connect the phoneAn opportunity to use new set before transfer of serviceTraining is provided and it is highly encouraged that you attend classWhile 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 phoneDual service on phones until cutover to new serviceMinimal phone service outage expectedData connectivity will be moved as part of the processFinal walkthrough the day before the cut to answer any outstanding questionsCollection of legacy sets after installWe 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 wallI 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 pickupI 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 setCall StackingWeb base User OptionsUser tutorialsBasic TroubleshootingRegister 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 atAs stated training is not mandatory but it will help keep your current business flow efficientNOTE: 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 CatalogPause 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 69212 Line SetSpeaker PhoneCaller-IDBase model set
19 Cisco 6941 4 Line Set Speaker Phone Caller-ID This set is equipped with 4 lines, note the position of the linesCisco 69414 Line SetSpeaker PhoneCaller-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 79422 Line SetSpeaker PhoneCaller-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 SetSpeaker PhoneCaller IDCisco 7962
22 Cisco 7962 / 7915 6 Line Set Speaker Phone Caller ID 7965, 45, 75 color screensAdd the fact that the add on module is 24 button capable, expandable to 48.6 Line SetSpeaker PhoneCaller IDAdd-on Module availableCisco 7962 / 7915
23 What if we want to upgrade to a different set? FromTo6921694120.707942106.957962175.9586.25155.2569.00The 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? 6921148.356941169.057942255.307962324.307915 add on module272.55The 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: https://comtechapp.oit.ncsu.edu/webappReporting problems: or call
26 QuestionsPlease be sure to provide your address and phone numberDon’t forget to schedule your follow-up meeting