Centrex Replacement Project

Centrex

Replacement

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.

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

• 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!

• VoIP Technical Requirements Document

• Assumptions of Risk Document

• Master User Spreadsheet Example

• CMS VoIP Rates

Access these documents on SharePoint!

• 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

• 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

INDIVIDUAL AGENCY MEETINGS

PREPARATION PROCESS

How is this going to happen

Step When

Site Survey Finishing Up

Agency Scope of Project This meeting - Right Now Individual Agency Meetings Next 3 months

Approval Process

Deployment Scheduling

• 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!

SITE SURVEY

• Document indicating what is technically required to support the VoIP technology

• Network cabling

• Network Switching

– QoS – VLANs – PoE

• Sign off document agreeing to network-related standards to support VoIP

• Not responsible for unsupported LAN

infrastructure/Cabling that does not meet standards

• Are there additional phone requirements?

• Examples

– Phone recording/retention specific questions – Special routing

– Special needs

REVIEW AGENCY REQUIREMENTS

• 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

NEXT STEPS

BASIC PHONE – CISCO 7841

Wall Mountable 4 Programmable

Line Keys

EXECUTIVE PHONE – CISCO 8945

High-definition voice

Programmable Soft-label Keys and Four

Fixed Keys

Settings, Directory and Messages Keys

Earth-friendly Plastics Incoming Call/Message

Waiting Indicator

Two Handset Styles Four Programmable

Line/Feature Keys

Rounded Ergonomic Keys Mute, Headset, Video Mute,

Speakerphone Keys

10/100/1000 Ethernet Switch Port

Transfer, Conference & Hold Keys

5” diagonal, VGA, Backlit, Anti-glare Color Display

Volume Up/Down Key

Navigation Keys & Select Button

IEEE PoE Class 2 Video Endpoint

5” Color Backlit WVGA Display

800 x 480 Resolution

4-Way Navigation And Select Key

Wall Mountable 5 Programmable Line/Feature Keys Audio Path Control Keys (Headset, Speaker, Mute) Volume Bar Visual Ring Indicator Replaceable Bezel Option Hold/Resume, Transfer, and Conference keypad Messaging, Service, and Directory Wideband Audio Speakerphone Wideband Audio Handset

4 Soft Label Keys

Adjustable Viewing Angle Two- Position Foot stand 10/100/1000 Ethernet

OPERATOR PHONE - CISCO 8851

5 Session Keys RJ-9 Port for Headset Cisco Intelligent Proximity Bluetooth 3.0 Radio

OPERATOR SIDECAR

• 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)

INTUITIVE USER EXPERIENCE

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

STANDARD FEATURES

• 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

CLASS OF SERVICE

• 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

• Exchange email and Voicemail boxes synchronized

• Receive email notification with recording attachment

(WAV)

• Listen to and forward emails via Voicemail prompts

UNIFIED MESSAGING

• 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

• 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

• 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

USER OPTIONS PAGE

• Allows VoIP callers to be identified by floor when calling 911 dispatchers

• Phones are tracked via IP or Switchport

• Control device (click to call)

• Directory Search

• Visual Voicemail

CISCO JABBER

Phone Control Only

ADDITIONAL FEATURES

• Provide Call-center like ringing to groups of phones

• Can hunt in various forms

• Helps distribute calls for a specific number

• 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

• 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

• Allow users to pick up a call of another user within the group

• Users are notified by audio and message on phone

• 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

• Parks a phone call to be picked up on another phone

– User given a call park code – Dial code to pick up call

• 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

• Shared Voicemail boxes • Shared notification

SHARE VOICEMAIL BOXES

• Assist visually impaired with performing phone functions

• PC application controls phone

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)

$266.25 $4.15 • Audio Recording of call • Storage (Additional cost) Recording

(Screen)

$98.25 $0 • Screen Recording

• Storage (Additional cost)

VOIP MONTHLY COSTS

*rates for long distance remain the same as they are today

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

PHONE PRICING

Type Install Fee What’s included?

Cat 6 Wiring $360 approx. (per wire)

• Wiring run

• Includes new Patch Panel

ADDITIONAL COSTS AND EQUIPMENT

• 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

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

STATE VOIP

• 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

• 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