Centrex Replacement Project

Centrex Replacement Project

THIS MEETING S GOAL The goal of this meeting is to prepare you for the one on one meetings by providing the information you need to make decisions that impact your overall VoIP agency design with regards to what features and what phones you want.

ITINERARY 1. Welcome and Introductions (CMS) 2. Centrex Replacement Updates (Netech) 3. Meeting Goal (Netech) 4. Individual Meeting Preparation (Netech) 5. Features and Phones Review (Netech) 6. Pricing, Process, and Support (CMS) 7. Q&A

CENTREX REPLACEMENT AT&T discontinuing Centrex services Replaced with Enterprise Cisco VoIP system 100 agencies 374 sites 32,000 users Project duration: 24 months Starting June 2015 Ending June 2017 A lot of work to do!

DOCUMENTS PROVIDED VoIP Technical Requirements Document Assumptions of Risk Document Master User Spreadsheet Example CMS VoIP Rates Access these documents on SharePoint!

INDIVIDUAL AGENCY MEETINGS Will begin scheduling in 2 weeks With CIOs and Telecom Coordinators Agreement on features and phones you would like for your agency Why? Reduce one-off scenarios between agency sites Allow speed of delivery for your agency Reduce risk of deployment by standardizing features and phones Ensure VoIP deployment meets requirements

INDIVIDUAL AGENCY MEETINGS Continued Review of technical requirements Handover of Assumptions of Risk signoff Gather additional phone-related business requirements Review Master User Spreadsheet Talk scheduling and blackout dates

PREPARATION PROCESS How is this going to happen Step Site Survey Agency Scope of Project Individual Agency Meetings When Finishing Up This meeting - Right Now Next 3 months Approval Process Deployment Scheduling Deployment Start in June

SITE SURVEY In Progress majority sites already done Individuals on-site to review existing infrastructure What is reviewed Switch infrastructure Faxes, Modems, and other POTS line Number of phones Number of floors Overhead paging Springfield for now, Chicago next year Survey results for your agency are posted on SharePoint!

REVIEW VOIP TECH. REQUIREMENTS Document indicating what is technically required to support the VoIP technology Network cabling Network Switching QoS VLANs PoE

REVIEW ASSUMPTIONS OF RISK Sign off document agreeing to network-related standards to support VoIP Not responsible for unsupported LAN infrastructure/cabling that does not meet standards

REVIEW AGENCY REQUIREMENTS Business Requirements Are there additional phone requirements? Examples Phone recording/retention specific questions Special routing Special needs

NEXT STEPS Got it. Now where do we go from here? Begin to schedule meetings with each agency CIO and telecom coordinator in 1-2 weeks over the next few months Get an agreed-upon document with regards to features (Scope of Project) Agencies Review Documents Packet

PHONE MODELS

BASIC PHONE CISCO 7841 Visual Ring Indicator Wideband Audio Handset 4 Programmable Line Keys Messaging, Service, and Directory Wideband Audio Speakerphone 3.5 Monochrome Backlit Display 398 x 162 Resolution Replaceable Bezel Soft Keys 2-Way Navigation And Select Key Hold/Resume, Transfer, and Conference keypad Volume 10/100/1000 Ethernet Audio Path Control Adjustable Viewing Angle Wall Mountable

EXECUTIVE PHONE CISCO 8945 Incoming Call/Message Waiting Indicator Four Programmable Line/Feature Keys Two Handset Styles High-definition voice Settings, Directory and Messages Keys Earth-friendly Plastics 5 diagonal, VGA, Backlit, Anti-glare Color Display IEEE PoE Class 2 Video Endpoint Programmable Softlabel Keys and Four Fixed Keys 10/100/1000 Ethernet Switch Port Bluetooth Radio (Headset only) Navigation Keys & Select Button Volume Up/Down Key Rounded Ergonomic Keys Mute, Headset, Video Mute, Speakerphone Keys Transfer, Conference & Hold Keys

RJ-9 Port for Headset Visual Ring Indicator Wideband Audio Handset 5 Programmable Line/Feature Keys OPERATOR PHONE - CISCO 8851 Cisco Intelligent Proximity Bluetooth 3.0 Radio 5 Session Keys 5 Color Backlit WVGA Display 800 x 480 Resolution Replaceable Bezel Option 4 Soft Label Keys Messaging, Service, and Directory Wideband Audio Speakerphone Volume Bar 4-Way Navigation And Select Key Hold/Resume, Transfer, and Conference keypad USB 2.0 Port for Headsets/ Smartphones 10/100/1000 Ethernet Wall Mountable Adjustable Viewing Angle Two- Position Foot stand Audio Path Control Keys (Headset, Speaker, Mute)

OPERATOR SIDECAR Administrative staff, managers and executives Shared Lines between Staff and Managers Speed Dials for One Button Push-to-Dial Frequent Staff/Contacts Supported on 8851 and 8861 models 36 additional line/feature keys per module Up to two on 8851 (total of 77 keys) Up to three on 8861 (total of 113 keys) Backlit, High-Resolution Color Display Configurable font sizes

INTUITIVE USER EXPERIENCE INCOMING CALL PRESENTATION

CONFERENCE PHONE CISCO 8831 Conference Rooms and Executive Offices Expanded Room Coverage Up to 1500 square feet/139 sq. meters Daisy-chaining (max of two) Up to 48 conference room seats Superior Hands free Wideband Audio First two-element conference phone Wired Control Panel Accessory Options DECT Wireless Extension Microphones

CONFERENCE PHONE CISCO 8831 TYPICAL DEPLOYMENTS Small Office/ Office Table: 4-16 Seats Standard Conference Room Table: 12-24 seats Boardroom Office Table: 16 32 seats Large Boardroom Office Table: 24-48 seats

STANDARD FEATURES Basic offerings for VoIP

CLASS OF SERVICE Control outbound dialing Ask: Who and Where can my employees dial out to? Class of Service Options 0 NO outbound calling allowed 1 Unrestricted calling 2 Nationwide/USA calling + Caribbean allowed 3 Nationwide/USA calling; Caribbean blocked 4 IL only + toll-free 5 Chicago/Suburbs (MSA 1) + toll free + Enterprise VOIP 6 Local/Band A calling only + toll-free + Enterprise VOIP 7 Intra-lata calling only + Enterprise VOIP 8 Centrex calling only + Enterprise VOIP users 9 Centrex calling only 10 Campus calling only + Enterprise VOIP Users site-specific routing 11 Camping calling only + 0 & 911 site-specific routing Questions about these will be answered during the individual meetings

VOICEMAIL Basic voicemail for user users prompted to leave a message User can self-customize greetings like standard and out-of-office greetings Retrieve voicemail from VoIP phone or from an outside line using a pilot number

UNIFIED MESSAGING Exchange email and Voicemail boxes synchronized Receive email notification with recording attachment (WAV) Listen to and forward emails via Voicemail prompts Technical Note: Requires forming Active Directory trust with CMS centralized directory service

CALL FORWARD NO ANSWER Calls forwarded to an alternate destination when the phone is not answered Note: If the forwarded destination does not pickup, it will go back to the original forwarder s voicemail

CALL FORWARD BUSY Forwards a call to an alternate destination when the user is busy on the line Users can have up to two concurrent calls before the Busy trigger is set

USER OPTIONS PAGE Web page to allow user to configure phone options https://ccmuser.illinois.gov/ Options Speed dials Abbreviated speed dials Call Forward All Call Forward No Answer destinations Call Forward Busy Mobility/Single Number Reach Technical Note: Requires forming Active Directory trust with CMS centralized directory service

ENHANCED E911 Allows VoIP callers to be identified by floor when calling 911 dispatchers Phones are tracked via IP or Switchport

CISCO JABBER Phone Control Only Control device (click to call) Directory Search Visual Voicemail Technical Note: Requires forming Active Directory trust with CMS centralized directory service

ADDITIONAL FEATURES Features to ensure like-for-like replacement

HUNT GROUPS Provide Call-center like ringing to groups of phones Can hunt in various forms Helps distribute calls for a specific number

SMART RECORD AUDIO Recording of a user s individual phone Saving of recorded call performed through Web GUI Some discovery work required here Retention periods Non user phone recordings Note: Whole call always recorded, whether it is saved or not is determined upon whether the user saves the recording in Web GUI prior to call termination

MOBILITY/SINGLE NUMBER REACH Ring your VoIP desk phone and cell phone simultaneously Transfer calls from VoIP phone to cell phone Dialing State VoIP phones from cell phone shows your extension

CALL PICKUP GROUP Allow users to pick up a call of another user within the group Users are notified by audio and message on phone

DIRECTED CALL PICKUP GROUP Allow users to pick up a call on a Directory Number Use GPickUp softkey on phone Users are notified by audio and message on phone

CALL PARK Parks a phone call to be picked up on another phone User given a call park code Dial code to pick up call

DO NOT DISTURB Sends all calls immediately to voicemail Or Call Forward Busy alternative destination if feature is used Use a soft key on phone to enable/disable

SHARE VOICEMAIL BOXES Aka. Group Voicemail Shared Voicemail boxes Shared notification

ACCESSA PHONE Assist visually impaired with performing phone functions PC application controls phone

PRICING

VOIP MONTHLY COSTS Type Install Fee Monthly Fee What s included? Basic VoIP $104.50 $17.00 Dial tone Voicemail All Features except Recording Analog Devices $70.50 $1.00 Dial Tone Desktop Phone Control Recording (Audio) Recording (Screen) $266.25 $4.15 Audio Recording of call Storage (Additional cost) $98.25 $0 Screen Recording Storage (Additional cost) *rates for long distance remain the same as they are today *rates for local calling are free!

PHONE PRICING Model Cost Use Cases Basic Phone 7841 $185.00 4 Line Buttons Most common phone Executive Phone 8945 $249.00 Video Capable Conference Phone 8831 $703.25 HD Speaker and Mic Additional Speaker capability Wireless kit for 8831 $325.00 Extended mic range for larger rooms Attendant/Operator Phone 8851 $300.00 5 Line Buttons Side-car capable Side Car for 8851 $247.00 36 additional buttons *Agency is responsible for purchase of phones and keeping a stock of spares

ADDITIONAL COSTS AND EQUIPMENT Type Install Fee What s included? Cat 6 Wiring $360 approx. (per wire) Wiring run Includes new Patch Panel LAN Patch Cords standard patch cords shipped with new Cisco phones are shorter CMS will provide longer patch cords for CMS LAN supported agencies Non-CMS support agencies will need to provide longer patch cables if needed Handset Cords (Curley cords) standard handset cords are shorter than some users prefer You can re-use existing handsets Submit an order to CMS for new longer handsets

Agency Data: Centrex Lines 1,467 Centrex Phones 1,154 Current Costs: Phone Lines (1,467 lines @ $19.00) $27,873.00 Estimated Local Toll (1,467 lines @ $1.86) $2,728.62 Centrex Charges (1,154 phones @ $5.00) $5,770.00 Move/Add/Change (1,154 phones @ $4.63) $5,343.02 TOTAL CURRENT MONTHLY COSTS $41,714.64 Base Rate Calc Rate Centrex Lines $19.00 Local Toll per Line $1.86 VOIP Phones $17.00 Centex Phones $5.00 Move/Add/Change $4.63 Phone Install $289.50 Wiring Cost $360.00 % Wiring Replace 50% One Time Costs: Phone Purchase/Install (1,154 phones @ $289.50) $334,083.00 Phone Wiring (1,154 phones @ $360.00 for 50% of phones) $207,720.00 Full Cost of One Time Expenses $541,803.00 One Time Costs To Be Spread over 60 months $9,030.05 Ongoing Monthly Costs: VOIP Phone (1,154 lines @ $17.00) $19,618.00 NEW MONTHLY COSTS $19,618.00 Mo. Savings Mo. Savings (Months 0-60) (Months 61+) Current Estimated Monthly Costs $41,714.64 $41,714.64 Estimated VOIP Costs $19,618.00 $19,618.00 One-Time Costs $9,030.05 Monthly Savings $13,066.59 $22,096.64

STATE VOIP PROCESSES/BILLING

VOIP PROCESSES Ordering process is the same. Use the TSR form for new service and changes to existing service CMS will offer process for certain routine changes to be done vial Email to the BCCS Help Desk You will keep your existing telephone number CMS BCCS CSC/CMC Help Desk will provide repair support for VoIP services

VOIP PROCESSES Toll Billing is done by Phone MAC Address MAC Addresses are unique IDs for each phone Usernames are assigned to MAC addresses in EMS Re-assigning MAC address to new user requires an Update to EMS and Cisco system

QUESTIONS?