VOIP TASK FORCE UPDATE. ( wcg)

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1 VOIP TASK FORCE UPDATE ( wcg) 1

2 WHY Technology changing (industry moving to VoIP) Four new buildings (Belo, CLA, Dell CS, EERC) Re- purposing of Services Building for better uses (copper plant) Tech savvy departments beginning to leave central system increasing cost for remaining 4-5 year transition 2

3 Basic Service Gen'l Environment Set Types Provisioning E911 Records FMC? Future Directions NOTES SURVEYED: INDUSTRY, TASK FORCE AND PEERS Institution Central Distributed (CTX/Campus-owned?) California - UC Berkeley 18,600 Centrex Michael Green 1400 Central Avaya PBX (mtce contract) 60 stations on departmental PBX POTS/ Analog Business VoIP/UC? 6000 (Meridian Digital Centrex) Tried UC offering - too expensive Emergenc y Institution al (Central/Self- Serv?) Central (what level?) Building/Room tried to offer, too expensive, no takers (More VoIP?, Comm/Open-Source/ Hosted?) Centrex or Central PBX depending on costs VoIP to desktop is not economically feasible, also 911 issues. https://sagebrush.berkeley.edu/cgi-bin/ws515/sc.r for pricing California - UCLA Tim Garrett (Hospital) 2 Avaya SL-100s, Avaya Opt 81 for Residence Halls, 2 Cisco Call Mgrs 25,000 (including Res Hall Opt 81) Indiana Paul Clegg #R EF none Avaya CS2100 (COAM mtce) ! Central Cisco, 3000 Hospital Cisco Avaya, 550- Microsoft OCS analog total analog total analog total analog total Central Central Building/Room (VoIP on separate VLAN). Regional 911 system links directly to COMIT. Building/Room (911 waiver required for OCS users) Not yet. Not yet. (mobile OCS client does not include voice.) Full VoIP using centrally administered Cisco Call Managers. Full Microsoft OCS! Responsibilities move to departmental resources. (Turns funding model on its head!) Large percentage of analog service feeds Norstar Key systems (300+) to get local business features. Kansas State #R James Lyall EF Michigan Pradip Patel Twin Cities #RJohn Miller, Sr. Director EF Networking/Telecom Services! Ohio State Ted Revard #R EF (614) Dave Hamilton 8495 none Avaya Definity (COAM) Central Building/Room 143 users none none legacy Centrex, balance off of legacy Avaya(Nortel) and Cisco - COAM support Aastra/Intecom Pointspan - COAM support stations on legacy Avaya(Nortel) stations on attached M1/BCM. COAM support , Cisco 400 VoIP, No UC 930 VoIP, No UC Yes. In VoIP buildings, they are fed from local analog GW. analog total analog total analog total analog total Central Central Central. COMIT mgmt system allows for feature add/ delete for local dept. admin. Few use. Building/Room. Private PSAP with local database. Building/Room - p/o local E911 system. Mgmt system feed. VoIP phone moves not allowed. Building/Room (VoIP - try not to move phones around). COMIT interface to Intrado. 25 current users on Sprint SMI system. Expect much growth - based on financial rather than tech reasons. no plans, some demos Trialing systems (Sprint SMI, Avaya One-X, etc.) Expect to move to mix of Cisco VoIP and FMC as legacy switch approaches end-ofsupport. The PBX is paid off and most locations are already wired. VoIP to new facilities. Taking "wait and see" approach to system evolution. Possible issues with expected reliability levels. Decommission large switch remotes, replace with Cisco CM. Separate VLAN for voice. No soft clients, yet. Customers don't move phones. For E911 service from mobile devices - entry in 911 desc. "ask for location". FMC context - issues with both and cellular coverage - looking for "blended" solution. Washington Roland Rivera #R EFDavid Morton! Brian Graves - Network Engr Avaya PBXs, COAM support 10,381 16, VoIP, No UC 400 on separate PBX yes Central Building/Room No Move toward SIP-based VoIP architecture with available UC feature set. Expect 70% VoIP in next 24 months, 100% VoIP within 4 years. Commercial - probably Avaya or Cisco (or both). Madison #RCatie Isenberg, Voice Svcs EF Mgr! The University of Texas at Austin #R EF Jay Riekenberg, Sr IT Mgr All Centrex (AT&T from 5ESS) ,800 stations on legacy Avaya(Nortel) CS2100 (COAM mtce). 700 stations on attached departmental PBXs (2 each Cisco, 2 each Asterisk) 17, (ISDN) 4000 (Meridian Digital Centrex) 20 VoIP (IP Centrex at remote sites) 1000 VoIP (CICM), No UC centrex analog total centrex Central/ w/"shopping Cart" integration to Mysoft Buildling/Room (augment AT&T with "Locator ID" product) analog total Central Building/Room No Small trial of Tango Networks/ Sprint Mobile Integration Still in flux. Considering Open-Source, Microsoft Lync, traditional evolution of existing system or some mix. New buildings are already getting mostly VoIP with analog for institutional service only. Re-bill AT&T service, breakdown by USOC, web-based report for bills, including LD detail. Moving to AVST VM/UC for 12K users. 3

4 Current Phone Model Information Technology Services November 8, 2010 Campus Phone System DEFINED SERVICE MODEL VoIP Phone Model ITS owns and maintains the phone, cabling, and the campus phone system. Got a problem? It doesn t matter if the problem is with the phone, the cable, or the campus phone system - we fix it within 16 business hours. Campus Phone System Department Network Maintained by Department Campus Network Maintained by ITS Department Network Maintained by Department ITS owns and maintains the campus network and the campus phone system. Departments own and maintain the department network and the phones. Got a problem? ITS will only be able to address the problems with the campus network or campus phone system (within 16 business hours). Departments will be responsible for addressing issues with their department network or the phones themselves*. * Minimum network standards recommend a 16 hour response time for wired ports and a best effort response time for wireless; however there are no consequences if a department is unable to respond within the recommended timeframe. 4

5 DEFINED CLASSES OF VOICE SERVICE Business % Institutional % Basic % 5

6 EXPLORED SCENARIOS: (6-YEAR TRANSITION COST SHOWN) MS Lync $27M Open Source $27M $5M - $7M Transition Dual (Traditional/MS Lync) $32M Current State (TDM/some VoIP) $30M Dual (Traditional/ Open Source) $32M Traditional Vendor (VoIP) $28M $5M/year billed to departments now 6

7 CURRENT SYSTEM Rate Review will reduce current telephone rates However, up to $1.5M is subsidizing other services what is done with those? Why transition at all Without rate decreases, departments may move to own phone systems at lower costs, increasing cost to remaining central users Current phone system has only 6 more years of support and will have to be upgraded regardless $7.7M future cost to relocate copper plant, and new space when Service Building demolished Dual VoIP offerings enables elimination of business phone subsidy lowering bill for majority Analog components are becoming more difficult to acquire No foundation for unified communication features 7

8 ANY VOIP SCENARIO 6- year horizon for technology given industry changes Changes how costs are allocated: 1 Central costs (ITS bills to department traditionally) 2 De- central costs (departments pay network ports, cable, phones). Costs are at discretion of department 3 Other university costs (Network transport, power, institutional phones) Shifts the building side of voice operations to departments (and to problems within their infrastructure and staffing) May need subsidies to incent departments to transition to VoIP, otherwise continue to incur costs of multiple staff and infrastructure Departments may operate own systems, but assumes central system to access external to university 8

9 Traditional VoIP Vendor Positives Path of least resistance and most likely taken if no decision reached Mature features and higher in reliability Can incrementally upgrade existing Avaya system Simplifies numbering plans Negatives Higher Basic user cost might drive departments to operate own systems Traditional/Open Source VoIP Offering Positives Very low central bill to department for basic service; begs the question of FTE charge versus billing Simplified provisioning Negatives Higher risk for Basic users, and less mature features. No risk to Business (would operate on existing platform) Possibly stranded service islands Basic/Basic+ versus Business Business service becomes much more expensive (no longer subsidized) 9

10 Open Source Positives Low future licensing and support costs Standards based Negatives Higher risk Scaling systems to our size environment could be difficult Extreme lock- in *if* UC features utilized, and less likely to be able to offer seamless environment than Lync. Less to no vendor support. Candidate vendor has less staff than we do. Microsoft Lync Positive Vendor supported Unified Communication (UC) features that would reduce costs for departments: More Business users would move to basic offering for UC features in Dual model Desktop integration would lead to fewer dedicated instruments reducing decentralized costs Negative $600K/year in potential license (attempting to negotiate license extension) Proprietary, but supports standard devices Macs may not support all UC features; Linux would not support any UC features, only plain VoIP Extreme lock- in with UC features 10

11 OBTAINED EXECUTIVE FEEDBACK 1) Determine impact to cost models if users move between classes due to change in pricing completed 2) Explore possibility and cost of an all non- traditional Open Source or all MS Lync solution completed 3) Produce total costs (interpreted as transition time costs and SER re- purpose costs) completed 4) Simulate actual department cost exercise based on current bill nearly completed 11

12 RECOMMENDATION TO EXECUTIVE COMMITTEE Add new class: Basic+ Utilize standards based open source- like product for Basic (15K) and Basic+ (3.5K) Utilize traditional vendor for Business (1.5K) and Institutional (3K) Currently pricing 1,500 7% 3,000 13% 3,500 15% 15,000 65% Basic Basic+ Business Institutional Dual (Open Source/ Traditional VoIP)

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