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How to Navigate the KRS screens for BCM How to Change the Distributor of Record

Course Title : Keycode Retrieval System (KRS) – Business Communication Manager (BCM) BCM 200/400, BCM 50 & BCM 450 Course Number: KR201 Issue: 1.0. "This session falls under the confidentiality agreement and therefore is subject to non-disclosure".

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How to Navigate the KRS screens for BCM How to Change the Distributor of Record

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  1. Course Title: Keycode Retrieval System (KRS) – Business Communication Manager (BCM)BCM 200/400, BCM 50 & BCM 450 Course Number: KR201 Issue: 1.0

  2. "This session falls under the confidentiality agreement and therefore is subject to non-disclosure" Also note - any specific details shown in the training such as company names or pricing, are examples for training purposes only, and do not represent accurate data. The screen captures shown in the training may vary slightly from the screens in the current version of the tool.

  3. Course Aims & Objectives • How to Navigate the KRS screens for BCM • How to Change the Distributor of Record • How to Complete Customer Registration • How to Retrieve BCM Keycodes • How to use Authorization codes – Paper, Electronic • How to Regenerate Keycodes • How to Generate Try ‘N Buy Keycodes • How to Use an Auth Code to Migrate from one system to another

  4. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycodes • Part 7: Migrating Keycode Licenses • what is KRS? • eBus landing page • Left menu overview • Docs/Forms/Guide • BIT Generator (BCM 200/400 only) • Distributor of Record Change

  5. eBusiness Tools Landing Page – to access all the tools ! • www.avaya.com/ebizn (Americas, Asia) • www.avaya.com/ebizu (Europe, Middle East, Africa) • Alternate direct KRS access: www.avaya.com/krs

  6. Choose KRS Product Family Select “Product Family”= BCM = BCM200/400 BCM 50 or BCM 450 KRS will automatically access the product family selected After a product family has been selected, to change product families, click <Keycode Retrieval> to return to this product Family selection page 1.

  7. Generate Keycode – first BCM page The main BCM pages default to the “Generate Keycode“ page, which allows keycodes to be created using Authorization codes Users may include or omit the colons in the BCM 50 MAC address

  8. Generate Keycode – generate keycodes using Auth Codes • Gen Try ’N Buy Keycode– generate keycodes to try features / functionality • Try ’N Buy Descriptions – lists all available Try ‘N Buy licenses • Retrieve Keycode– view and download the current keycode(s) • Documentation, Forms & USER GUIDE – links to the KRS documentation repository for BCM • Regenerate Keycode– Transfer keycodes from a failed system to a new/replacement system • Customer Registration - register new products into the Keycode Retrieval System so that features can be added or transferred in the future • Migrate Keycode (BCM and BCM 50) – migrate BCM product licenses: BCM 200/400 to BCM 200/400 or BCM 50 to BCM 50 • Migrate BCM to BCM 450 (BCM 450 only) - migrate a BCM 200/400 product license to a BCM 450 • Migrate BCM 50 to BCM 450 (BCM 450 only) - migrate a BCM 50 product license to a BCM 450 • Manage Customer Feature Entitlement Pool – upload a credit proof file • eAuth Code Management – links to the PO History report, also several links to functions for eAuth Code Administrators • Reports – generate a summary report for registered sites • Contact Global Support - links to Avaya ITSS page to enter support tickets on line and to view existing support tickets • Keycode Access Request – shows process to change Distributor of Record BCM KRS Left Menu 1. 2. 3. 4. 5. 6.

  9. Documentation, Forms & User Guides 3. 1. 2. Select <Documentation, Forms & USER GUIDES> Double click the desired folder, select the desired form and right mouse click to save it to your computer Select <KRS Documentation> for access to the “Release Notes” and “Training” folders 3.

  10. BIT Generator – for BCM 200/400 only • The “BIT Generator” is available to all registered users and has no restrictions • It makes an exact Bit image of the BCM 200/400 hard drive for back up purposes • BCM 50 and 450 have an internal “Reimage/BIT” application for backup purposes 1. Login to KRS and select Product Family = “BCM” Select <BIT Generator> from the left menu Enter the Unique ID for the BCM 200/400 system Select <Generate> and KRS displays the system’s access code Note: The Access code will not be saved in the KRS database 3. 4. 2.

  11. Change Distributor of Record 1. 2. Select <Keycode Access Request> from the left menu in KRS Follow the instructions listed on the page

  12. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycodes • Part 7: Migrating Keycode Licenses

  13. Customer Registration Required for all BCM systems • Customer Registration of each BCM system is required before any new keycodes can be generated for new or existing systems. This includes migrating keycodes as well as regenerating keycodes. • Existing keycodes can be retrieved without first registering a system • Product Registration records the BCM system ID into the KRS database • normally occurs during manufacture of the BCM • some BCM 200/400 systems may not have been registered (recorded) into the KRS database • In the event that a BCM 200/400 system ID isn’t found during the Customer Registration process, follow the “Product Registration “ link in the left menu of BCM instance of KRS to register the BCM system ID

  14. Customer Registration – Enter System Id Select <Customer Registration> from the left menu in KRS Enter System ID - May include or omit the colons in the BCM 50 MAC address Select <Search> to search for existing registered sites Select <Create> if you know a site is not already registered When KRS finds your system ID, click on <Continue> to complete the Customer Registration 2. 3. 1. 4.

  15. Customer Registration - Enter data, review and Save Complete all required fields. * = required field Select <Continue> The record can be updated anytime in the future Review the summary of your entries Select <Save> - KRS will save the data and will display a ‘Thank You’ message 1. 2. 3. 4.

  16. Registered System Report For each record found, the report will include: From within the <Report> option in the KRS left menu, select <Registered Systems Report> Enter the desired date range for the report Select <Download Excel Report> Select <Save> to save the report to your computer Select where to save the file on your computer 2. 1. 3. • For each registered system, the report will show: • Site ID & site name • Site address and Country • Contract ID, Contract start and end date • Registration date • System type • Last Keycode Update and ‘created by’ User ID

  17. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycode • Part 7: Migrating Keycode Licenses • Search, view and download the current keycode

  18. Retrieving “Current” Keycode Note: you must be in the correct instance of BCM for the System Id that you are searching for • Select <Retrieve Keycode> from within the “Product Control” menu • Enter search criteria • System Id = • MAC address for the BCM • may include or omit the colons in the BCM 50 MAC address • must enter complete ID – no wildcard searches • System Id’s and order numbers are not case sensitive • Select <Search> 1. 2. 3.

  19. Retrieve Keycode The configured features and any Auth Codes used during the creation of the keycode are shown Note: If you are not the Distributor of Record (DOR) for a site, then the site ID can be retrieved with a view of the “Product Information” display only. The actual keycode can not be viewed or downloaded. A site ID must be re-mapped in order for another Partner to view or download the keycode. When the current keycode was produced and who created it KRS will display the most current keycode as indicated by the Green Bar Select <Download This Keycode> to download the keycode to a computer

  20. View Services Contract(s) 2. 1. Select the <View Service Contract(s) > button at the bottom of the page, when viewing the keycode on the “Retrieve Keycode” page Note: Only users from the Distributor of Record for a site will see contract details Non Distributors of Record may receive a message indicating that a contract exists, but no contract details will be displayed

  21. View Auth Code History Button ‘Auth Codes Used” are summarized, details can be viewed by: 1. Selecting the <View Auth Code History> button at the bottom of the page, when viewing the keycode on the “Retrieve Keycode” page 1.

  22. View Auth Code History - details • Displays each chronological creation of the keycode, including: • Date Auth Code used • Auth Code # • Code and Type of license enabled • Order # details

  23. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycodes • Part 7: Migrating Licenses

  24. Try ‘N Buy Keycode Features may be trialed for 60 days from the date the keycode is generated 1. Select <Try ‘N Buy Descriptions> to learn more about available Try ‘N Buy options 2. Select <Gen Try ‘N Buy Keycode> from left menu Enter System Id Select features from the ‘Package List’ menu; click <Add> for each one Enter Partner and End User Contact Information Select <Continue> 3. 4. 5.

  25. Try ‘N Buy Keycode– Review & Generate Review the summary Select <Generate Keycode> KRS displays a message while the keycode is generated 1. 2.

  26. Try ‘N Buy Keycode – Completed Keycode Once the new keycode is completed: • The database will be updated • The keycode will be automatically retrieved and displayed for the user on the standard “Retrieve Keycode” page • Use the <Download Keycode> button to download the keycode– see part 3 of this training for details • An automated email will be sent to you summarizing the details of the new keycode 2. 1.

  27. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycodes • Part 7: Migrating Licenses • Using Paper or Electronic Auth Codes

  28. Authorization Codes for BCM • BCM 50, BCM 200/400 and BCM 450 - option to order paper or electronic Auth Codes (eAuth Codes) • eAuth Codes have different part numbers than their equivalent paper Auth Codes • All KRS users can generate Keycodes using Auth Codes (no special access is required) • The user’s company will automatically become the distributor of record for the new BCM keycode • eAuth Codes are merchandise software licenses purchased via a Purchase Order (with or without EC) that are electronically fulfilled by KRS • KRS is used to access the purchased Auth Code licenses and assign them to a System ID to generate a keycode • eAuth Codes are accessed in KRS via Purchase Orders • Paper Auth Codes include an Auth Code number that must be entered in KRS • Resellers use Numeric Auth Codes (in lieu of PO’s) to generate Keycodes, as they do not have access to their distributor’s PO’s in KRS • Distributors must convert the electronic Auth Codes to Numeric Auth Codes and provide them to the Resellers

  29. eAuth Code Administration eAuth Code Administrators are critical as they notify users within their company when a PO has become available on KRS for generating keycodes • PO History Reports • Allows Users & Admins to generate a report which shows license consumption • Inventory Reports • Allows Administrators to generate a report which lists POs in their inventory • Return Credit Reports • Allows Administrators to generate a return credit report which deactivates the Auth Codes purchased on a PO. Report is required as proof of returned eAuth Codes. • Manage Email Notification • Allows Administrators to set up a list of recipients that will receive an Email notification whenever a purchase order is posted (“activated”) on KRS for generating keycode licenses from the purchased eAuth Codes • Manage Admin Users • Allows the Primary Administrator to set up additional secondary administrator user (SAU) access • Numeric Authorization Codes (Distributors only) • Allows eAuth Distributor Administrators to generate Numeric Authorization Codes that can be used like paper Auth Codes to generate keycodes Refer to ‘eAuth Code Administration” training for further details

  30. Purchase Order History Report • All users have access to Purchase Order History Report • Shows eAuth Code licenses ordered and used by Purchase Order • Numeric Auth Code Histories by PO# are viewable for users with Distributor privileges Select <Purchase Order History Report> from left menu, under “eAuth Code Management” Enter the PO # and select <Search> Select <Download Report> button to download the report if desired 2. 1. 3. 2.

  31. Generate Keycode • Notes: • You must be in the correct instance of BCM for the System Id that you are searching for • System id is not case sensitive • Colons may be omitted from the BCM 50 MAC address • The complete system Id must be entered - no wildcard searches 3. 4. Log-in to KRS Select Product Family = <BCM> or <BCM 50> or <BCM 450> - The “Generate Keycode” page is the default page displayed for BCM Enter the “System ID” of the BCM system to generate keycode for Select <Continue>

  32. Generate Keycode – Process Summary • Add Numeric or Paper Auth Codes: • Enter numeric Auth Code # (resellers only) or paper Auth Code # • <Add> to validate and add to the list • Add more Auth Codes as desired • To Remove: Check box next to validated Auth Code then select <Remove> Refer to ‘Auth Code Functionality ” training for screen by screen details of the “Generate Keycode” process • Add eAuth Codes by PO: • Search for PO used to purchase the eAuth License Codes by enteringsearch value and select the <Go to PO> button to display the PO details • Enter Quantity desired and <Continue> • Confirm Quantities and <Continue> • Search for more POs to add their eAuth License Codes to the same keycode, if required and / or 1. 2. and ** KRS validates the selected licenses for applicability (ie. service level etc). No engineering rule validation on the system ID is performed. <Go To Summary> to validate** selected licenses Select <Generate Keycode>

  33. Retrieve Keycode Once KRS obtains the generated keycode, it will be automatically retrieved and displayed for the user on the standard “Retrieve Keycode” page • Use the <Download This Keycode> buttons to download the keycode – see part 2 of this training for details An automated email will be sent to users summarizing the details of the new keycode Note: For systems with active PASS Plus SRS contracts that are entitled for upgrade to current release, and that have MAC addresses registered with the contract, KRS will not default the software upgrade upon keycode generation. The 'ACCEPT' tick box in KRS for the marketing promotion for a no charge software upgrade must be checked by the user in order to accept a software upgrade before generating the keycode 1.

  34. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycodes using Auth Codes • Part 6: Regenerating Keycodes • Part 7: Migrating Licenses • For disaster recovery only • Transfer keycode licenses from a failed system to a new/replacement system

  35. Regenerate Keycode – for BCM, BCM 50 & BCM 450 Ensure that BOTH the old system ID and the new system ID are properly registered using the "Customer Registration“ link in the left menu (refer to Part 2 of this training for details) • Select <Regenerate Keycode> from within the “Product Control” option in the KRS left menu • Select the region where the system is located • Select if you are replacing and System or an MSC card (not applicable for BCM 450) • Select <Continue> 2. 3. 1. 4.

  36. Regenerate Keycode – Terms & Conditions Requires you to agree that if you do not return either the system or MSC card that you will be billed for the regenerated licenses you are about to produce If you agree then Select < I Accept > 1.

  37. Keycode Regeneration – Identify systems Enter the system ID or the H/W Serial Number of the failed system Enter the system ID or the H/W Serial Number of the replacement system Select <Continue> Note - the replacement system MUST NOT have any keycodes associated with it prior to regeneration 2. 1. 3.

  38. Keycode Regeneration – Validate and complete information 1. Validate information displayed Enter Company name and User Telephone Select <Continue> 2. 3.

  39. Keycode Regeneration – Review & Generate Review the license summary Select <Regenerate> KRS will display a message indicating the generation is in process … 1. 2. 2.

  40. Keycode Regeneration – Download Keycode Once the new keycode is completed: • The database will be updated • Automated emails will be sent to yourself and the RMA team • The keycode will be automatically retrieved and displayed for the user on the standard “Retrieve Keycode” page • Use the <Download Keycode> button to download the keycode – See part 3 of this training for details 1.

  41. Course Chapters • Part 1: Introduction • Part 2: Customer Registration • Part 3: Retrieving Keycodes • Part 4: Try ‘N Buy Keycodes • Part 5: Generating Keycode • Part 6: Regenerating Keycodes • Part 7: Migrating Licenses • Order a migration Auth Code and use KRS to move purchased software licenses from one BCM system to another BCM system • “Migrate Keycode “ - BCM and BCM 50 pages • “Migrate BCM to BCM 450” - BCM 450 page • “Migrate BCM 50 to BCM 450” - BCM 450 page

  42. Migration Options in KRS On the BCM 50 instance in KRS On the BCM instance in KRS On the BCM 450 instance in KRS • Migrate a BCM 50 to a BCM 50 • Migrate a BCM 50 to a BCM 450 • Migrate a BCM 200/400/1000 to a BCM 450 • Migrate a BCM 200/400/1000 to a BCM 200/400/1000 • Notes: • All migrations require the purchase of the appropriate migration authorization code • The “Regenerate Keycode” option in KRS is for disaster recovery only when a BCM system has failed

  43. Migrate BCM 50 to BCM 450 • Purpose: Migrate software licenses from a BCM 50 to a BCM 450 • Process: Purchase a BCM 450 Keycode Migration from BCM 50 Authorization Code. The authorization code is then used in KRS to migrate the feature licenses from the source BCM 50 system to the new BCM 450 system. • Notes: • Keycodes are licensed for use to the BCM customer on only one BCM system at a time • The source BCM system must be returned to Avaya • Only those software licenses on record in KRS for the source BCM 50 will be regenerated to the new BCM 450 system • Exclusions : The following BCM 50 features are not applicable to BCM 450 systems and cannot be migrated: • Analog Station Port Authorizations • Digital Station Port Authorizations • Analog Trunk Port Authorizations • BRI Trunk Port Authorizations • BCM 50 Software Upgrade licenses

  44. Migrate BCM 50 to BCM 450 – System Conditions • The source BCM 50 system must: • Be returned to Avaya after the migration is completed. An Avaya RMA number or Serial number of the returned hardware will be required in KRS at time of migration/regeneration. • Be at BCM 50 Rls 2.0 or higher in KRS • For BCM 50 systems at Rls 1.0, purchase of a BCM 50 Rls 1.0 to Rls 3.0 upgrade authorization code, use “Generate Keycode” in KRS to upgrade the system to Rls 3.0, and then migrate the licenses • The target BCM 450 system: • must be a BCM 450 current Rls system • must be clean of any keycodes in order to accept the Migration Authorization Code. If additional authorization codes are to be applied to the new BCM 450, it is recommended they be applied after the Migration Authorization Code using the Generate Keycode functionality in KRS. • The customer configuration data must be manually entered on the target BCM 450 replacement system

  45. Migrate BCM 50 to BCM 450 - Enter BCM 50 ID Select <Migrate BCM 50 to BCM 450 Product> from left menu of the BCM 450 instance of KRS Enter the BCM 50 System ID (must be Rls 2.0 or higher) Select <Continue> 2. 3. 1.

  46. Migrate BCM 50 to BCM 450 - Enter migration Auth Code 1. 2. 3. 4. • Enter the Numeric Auth Code for the Migrate BCM 50 to BCM 450 and select <Add> • or • Enter the PO that has the Migrate BCM 50 to BCM 450 Order code and select <Go to PO> • Confirm the PO is correct and contains the required migration Auth Code • Select <Continue>

  47. Migrate BCM 50 to BCM 450 - Go To Summary KRS will return users to Step 2 to allow further feature selections (which are not required for a simple migration) Select <Go to Summary> Note: If additional authorization codes are to be applied to the new BCM 450, it is recommended they be applied after the Migration using the <Generate Keycode> functionality in KRS 1.

  48. Migrate BCM 50 to BCM 450 – Enter BCM 450 ID Enter the BCM 450 System ID Select <Continue> 1. 2.

  49. Migrate BCM 50 to BCM 450 - Review summary & generate the keycode • KRS presents a summary of the pending transaction, including: • PO used • Features to be added to the migration keycode • Features that will be excluded from the migration keycode • Select <Generate Keycode> to generate the migration keycode • Once KRS obtains the generated keycode, it will be automatically retrieved and displayed on the standard “Retrieve Keycode” page 1. 2. 3. 4.

  50. Migrate BCM to BCM 450 -----------Migrate a BCM 200/400/1000 to BCM 450----------- • Purpose: transfer licensed features of an existing BCM200/400 or BCM1000 (Rls 4 or higher) to a new BCM 450 at the current release • Process: Purchase a “BCM 450 Keycode Migration from BCM” Authorization Code. The authorization code is then used in KRS to migrate the feature licenses from the source BCM system to the new BCM 450 system. • Note: Only features that are supported on BCM 450 may be transferred. • The source BCM system must be returned to Avaya. • Requirements: • Both the BCM200/400/1000 and the BCM 450 must be properly registered in their respective KRS instances • The BCM 200/400/1000 current keycode MUST be of 4.0 format • If 3.x keycode – then upgrade 3.x keycode format to 4.0 keycode using 4.0 Upgrade Auth Code and “Generate Keycode” prior to migrating to BCM 450 • The BCM 450 to replace the BCM200/400/1000 MUST NOT have any existing keycodes created (It must have no keycodes in the KRS d/base). If additional authorization codes are to be applied to the new BCM 450, it is recommended they be applied after the Migration using the Generate Keycode functionality in KRS.

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