New Campus Telephone Solution Project Introduction 11408

1
New Campus Telephone SolutionProject
Introduction1-14-08
2
Agenda

• What
• Why
• When
• How
• Who
• Questions

3
What New Campus Fiber Optic Cable

• Complete Campus Fiber Master Plan
• Install Single Mode Fiber Optic Cable to All
  Buildings
• Ample Fiber for Voice, Data, and (future) Video
  Networks
• Provides Fiber Network Ring Redundancy
• Requires New Fiber Cable in 72 Underground Fiber
  Paths
• Requires Creation of 16 New Underground Fiber
  Paths
• Installation Timeline is Dec 07-Apr 08
• Total Budget for Campus Fiber Master Plan is
  1.8M

4
What - New Campus Telephone Solution

• New Avaya VoIP Telephone System
• Top-of-the-Line Tier 1 System Features
• New and improved voicemail provided for all users
• Additional Service and Functionality Not
  Previously Available (phone conferencing,
  integration with GroupWise, call centers, voice
  response applications, etc.)
• Dual Core System Reliability and Redundancy
• Analog, Digital, and VoIP Phones Supported
• Faster Service for Voice Communication Requests
• Planned Phased Installation Timeline is Mar-May
  08
• Total Budget for New Telephone Systems is 1.4M

5
What - Changes Coming
The new telephone solution will impact users

• New telephone numbers with one new campus
  exchange prefix
• Five-digit campus extension dialing required
• Last four digits of existing extensions will
  remain unchanged
• A 1-digit prefix will be added to all existing
  extensions
• Some existing phone numbers remain unchanged
• Toll free numbers
• Main campus numbers
• Key phone numbers as identified by groups
• New telephone instruments provided on some desks
• Training and documentation provided to users

6
What Old Phone Number Treatment

• Old telephone numbers will be separated into
  treatment categories
• Tier 1 - Numbers that are critical to the
  University and will be maintained and forwarded
  to the new system for an indefinite period of
  time
• Tier 2 - Numbers that are important to the
  University and require an intercept message
  (i.e., The number you have dialed has changed.
  The new number is ) for an extended period
• Tier 3 Typical user numbers that will have
  an intercept message for a limited period (60-90
  days)
• Tier 4 - Numbers that require no intercept
  message (conference rooms, shared phones, lobby
  phones, etc.)

7
Why Telecom Cost Management

• Control Telecom Costs
• All Purchases Made Within Existing Telecom
  Budgets
• No Additional Funding Required
• Potential Future Telecom Cost Reductions
• Call Accounting System Will Allow Detailed Usage
  Analysis
• Long Distance Tracking Facilitates Bill Audits
• Automated System Reporting Helps Avoid Usage
  Abuse
• Real-Time System Monitoring Will Ensure
  Reliability

8
Why Long Term Telecom Savings
Total estimated savings FY08-FY17 5.6M
9
When - Project Timeline
Mar
Feb
May
Jan
Dec
Data Collection
Pre-Installation
Cutovers
Prep/Fiber
Dec
Mar
Project Preparations/Fiber Install Begins
Pre-Installation and Testing Complete, Cutovers
Begin
Jan
Kick Off Design Data Collection/Validation with
Campus Departments/Groups
May
Cutovers Complete
Feb
Design Data Collection Complete Voice System
Pre-Installation Begins
10
How - Group Representatives

• We need your help to validate our telephone data
• Act as the single point of contact for your group
  or department throughout the project
• Represent your group in telephony requirements
  discussions
• Communicate project updates and status to your
  group as appropriate
• Identify, communicate and facilitate the
  resolution of issues
• Facilitate and coordinate the collection and
  validation of required telephone data for your
  group

11
How - Telephone Data Validation

• User Information
• Last Name (or End Point Name) / First Name
• Eagle ID Number
• User Type (Standard, Executive, Admin, etc)
• Department / Group
• Building / Floor / Office or Cube
• Telephone Configuration
• Current 7-Digit Phone Number(s)
• Ring-no-answer / Busy Coverage Path
• Voicemail
• Voicemail Required (Y/N)
• Voicemail Zero-Out Coverage Path (to Extn )
• Dial by Name Capability Desired (Y/N)
• Other Requirements
• ACD, Auto Attendant, Interactive Voice Response,
  etc.

12
How - Sample Telephone Data Worksheet
13
Who - Project Contacts
14
Questions?
Thank-you!