That the Board of Regents approve ASU upgrading its current Avaya Definity PBX System.

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1 Page 1 of 5 EXECUTIVE SUMMARY ACTION ITEM: ASU Avaya Definity PBX System Upgrade ISSUE: ASU s current Avaya Definity PBX system can not support the current release of the operating system. To allow us to upgrade the operating system to the current version, we must upgrade the existing system. This requires that we replace the central processing units in the system and we are requesting approval to do so. BACKGROUND: We are at the end of life for our existing PBX central processors and soon will be at end of support. Our current Definity PBX Platform is several releases behind the current available release of software presenting issues with problem resolution and maintenance. Our current Audix Voice Mail system was installed in 1985 and has seen several steps of hardware and software growth with only one major upgrade. This has become a critical component of the University infrastructure. DISCUSSION: The upgraded system will allow ASU the ability to decide when and where it makes sense to deploy IP telephony. The first component of this migration is the upgrade of our Intuity Audix Voice Mail system to the Modular Messaging System platform and is providing the initial step toward Unified Messaging. We need to upgrade to the newer architecture to allow us to move to the current release of the operating system. The estimated 5 year cost of operations is $1,058,000. RECOMMENDATION: That the Board of Regents approve ASU upgrading its current Avaya Definity PBX System. Contact: Bob Nelson, Assistant Vice Provost, Information Technology [email protected]

2 Page 2 of 5 Avaya Definity PBX System Upgrade SUMMARY SHEET Institution Contact Name and Phone Arizona State University Rose Snow College or Unit Date Submitted Information Technology March 4, 2004 Project Overview Information Technology, Avaya Definity PBX Platform Upgrades: Information Technology has a requirement to upgrade the current Avaya PBX platform to the new release of the Avaya Communications Architecture. Our current Definity PBX Platform is several releases behind the current available release of software presenting issues with problem resolution and maintenance. We are at the end of the life cycle for this product and will soon face the end of support. By upgrading our system we will be in line with the current migration path allowing us to take advantage of the newest technology solutions. This new communications platform consists of a set of software solutions for telephony and a modular set of media servers and media gateways, as well as the Avaya Integrated Management set of system and network management solutions to manage a converged network. Avaya IP Solutions will allow ASU to IP-enable the existing Definity PBX servers while leveraging our current investments in Avaya technology. We will then have the ability to decide when and where it makes sense to deploy IP telephony. The first component of this migration is the upgrade of our Intuity Audix Voice Mail system to the Modular Messaging System platform and is the first step in the Avaya product migration path. This is also providing the initial step toward Unified Messaging, which will integrate voice mail with our system. Our current system has approximately 8,500 voice mail boxes installed and is rapidly approaching saturation. We are also experiencing some minor delays in our current message delivery due to the strain on the system memory. The Audix Voice Mail system was installed in 1985 and has seen several steps of hardware and software growth with only one major upgrade. In that same vein, we expect this new platform to stay in service for 10 plus years with minimal software upgrades and gradual growth as needed. This new Modular Messaging System will integrate with the existing PBX platform in a seamless fashion. End-users will be migrated from the current Intuity system to the Modular Messaging System in a phased approach. The Modular Messaging platform can provide voice mailboxes for up to 50,000 subscribers and is equipped to handle 15,000 hours of message storage. RAID Level 5 disk mirroring is provided which is a disk redundancy capability that is not currently available on the Intuity Platform. The Modular Messaging System is also provisioned with redundant hot/swap power supplies and cooling fans.

3 Page 3 of 5 Deliverables The following deliverables are some examples of what will be provided: A new platform to support the University PBX voice and IP technology infrastructure. 7- Avaya S3400 application and storage servers with the capacity to support: 10,000 initial licensed voice mailboxes, capacity of 50, ,000 hours of message storage capacity Raid Level 5 Disk mirroring Redundant Power Supply and Cooling Fans 144 digital ports interconnected to PBX platform 24 x 7 applications and accessibility 24 x 7 alarm monitoring and maintenance support Service and Economic Benefits This first component of the upgrade will provide the latest messaging technology and current software releases. ASU will take advantage of State and Local Government discounts to acquire the best pricing available. The Modular Messaging System is suitable for traditional telecommunications or IP environments. Modular Messaging combines world-class messaging technology with industry messaging standards to support a cost effective and flexible approach to maximize ASU s current and future messaging system investments. Project Roles and Responsibilities Distribution and support of this program will be through existing staffing. Avaya Communications will provide the total system package and implementation planning, consulting, installation and customer support. Project Management Timeline The project shall commence as scheduling permits upon contract signing and continue through completion. The project is expected to be complete in 60 to 90 days. Opportunities for Collaboration None Identified

4 Page 4 of 5 Summary of Proposed Costs (All Funds) Description FY04 FY05 FY06 FY07 FY08 Total Implementation Cost $501 $501 Operating Cost $100 $10 $149 $149 $149 $557 Total Cost $601 $10 $149 $149 $149 $1058 Recommendations That ASU IT/Telephone Services be given approval to proceed with the upgrade of the Avaya Definity PBX System.

5 Page 5 of 5 Implementation Costs and Operating Costs in Thousands Costs in thousands ($000) Development /Operating Description FY04 FY05 FY06 FY07 FY08 Total Personnel Number of IT FTE Number of User FTE Personnel Cost IT FTE Salary Cost $25 $10 $5 $5 $5 $50 (Include ERE) User FTE Salary Cost (Include ERE) IT Services (Professional and Outside Consultants) Hardware $ $80 Software $421 $421 Communications Facilities Licensing and Maintenance Fees $144 $144 $144 $432 Other services & $75 $75 supplies (installation and professional services) TOTAL $601 $10 $149 $149 $149 $1058 Notes: FTE salary for remaining years is ongoing day-to-day support. Maintenance applies after one-year warranty.