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Project Update. Overview. The Voice over Internet Protocol (VoIP) implementation project: replaces an outdated, difficult-to-maintain system with end-of-life equipment and a service contract ending 12/2015

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Project Update

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    1. Project Update

    2. Overview The Voice over Internet Protocol (VoIP) implementation project: replaces an outdated, difficult-to-maintain system with end-of-life equipment and a service contract ending 12/2015 provides a current generation voice technology system and the foundation for future enhancements involves the Academic Division and the Medical Center, including the University Hospital will migrate approximately 26,000 existing telephone lines will replace approximately 20,000 telephones All existing Siemens lines/telephone numbers are in scope (analog, digital and Siemens VoIP) Existing Siemens call centers are in scope (with some exceptions involving the Medical Center) New voicemail system to replace Xpressions Voicemail can be forwarded to Email as a .wav file attachment Elimination of Forced Authorization Code (FAC) requirements, except for: International calling Calling from ‘public’ phone types New phones Same telephone numbers 5-digit dialing maintained Enhanced caller ID

    3. VoIP Project Steering Committee Milton Adams Senior Vice Provost Julian Bivins Associate Vice President for Advancement Services Sarah Collie Associate Vice President for Organizational Excellence Anthony de Bruyn Deputy Chief Communication Officer Virginia Evans Chief Information Officer Bryan Garey Assistant Vice President for Human Resources Tom Harkins Chief Environment of Care Officer Dave Hudson Associate Vice President for Research Sean Jackson School of Medicine & University Physician's Group CIO Rich Kovatch Associate Vice President for Business Operations Rick Myers Senior Associate Dean for Administration and Planning Gary Nimax Assistant Vice President for Compliance & Enterprise Risk Mgmt Scott Norris Director of Business Services Nancy Rivers Chief of Staff for the President & Associate Vice President for Admin Kevin Savoy Director of Hospital and Information Technology Audits Rick Skinner Medical Center Chief Information Officer Randy Smith Darden Chief Technology Officer Debra White Director of Business Operations and Grants Management, Office of the VP and Chief Officer for Diversity and Equity

    4. General Implementation Approach Phased building cutovers will begin approximately June 2014 (with Medical Center beginning approximately September 2014) and last 16 months, utilizing 8 project cutover teams (5 Academic; 3 Medical). See VoIP Cutover Schedule by Building. Just-in-time provisioning of telephone configurations via Department Telephone Representatives (DTRs).Working with the VoIP project team, DTRs will facilitate a detailed departmental telephone data collection/verification process. Each building migration includes ~60 business days of scheduled activities in a “flight” to prepare for the building’s final cutover, as described below. Larger buildings may require multiple “flights” for completion. There will be multiple concurrent “flights” in varying stages and statuses at any given time.

    5. DTR Role Data Collection & Verification Communication to Peers & Colleagues (department email lists; staff meetings, etc.)

    6. VERIFY… for each telephone number • Current Equipment type • PTAO • Building and Room location • COLLECT… new information • Named vs Un-named Extension • FN, LN, Computing ID if appropriate • New Polycom telephone type • BroadWorks ‘Station Type’ • Shared Call Line Appearances • Hunt Groups, Pickup Groups, Other requirements • ***************************** • ACD/Call Center Info DTR Data Collection & Verification

    7. 60-Day Flights

    8. Distributed with Phone Training Plans • Using Your Phone (Polycom VVX410 & VVX500) • Activating and Setting Up Voicemail • Using New Telephone System Portal • Classroom • Online Reference/PDF docs


    10. ________________________________________________________________________________________________________________________________ Questions You may also use the Contact Us form on VoIP project website (on FAQ page)