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Flight Status & Info for DTRs

October 10, 2014

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Let’s Take Flight!

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AGENDA

--VoIP Project Updateo Overall Project Scheduleo Flight Status & Detailed Schedule Informationo VoIP Project Website Updateso New DTR Resourceso New Training Offerings

--Review of DTR Role & Responsibilities for a Successful Migration Event--Lessons Learned from Other DTRs--DTR Recognition

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Overall Project Schedule

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Jan 2014 June 2014 Dec 2014 June 2015 Dec 2015

Installation of Core System Collection of 60-day 'Flights'

Implementation Core System Phased Building Phased Siemens ContractProject Begins Acceptance Migration Begins Migration Ends

Ends

Project Remains on Schedule:-First Academic Migration began June 23rd

-First Medical Migration began September 3rd

-Building Migrations are Scheduled for Completion by September 30, 2015

60-Business Day/Just-In-Time Migration Plan for each “Flight”

Up-front DTR ‘General’ Orientation Sessions + ‘Detailed’ Flight Training @ T-51

60-Business Day Flights

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Cutover Process T minus 60 days: Data prep begins

T-51: Data available to DTRs; DTR data collection/verification (per a given building) begins; DTR works with building PL to resolve any issues and address questions (NOTE: Only the Telephone #s documented by DTRs will be migrated! )

T-17: DTR data completion milestone

T-14: New Polycom telephone placement (per DTRDB data)

T-7: Communication to Unify (Siemens) and CenturyLink re telephone to be ported; User provisioning data loaded into Loki database; Users receive a ‘Welcome’ email from the system

T-0: CenturyLink ports number; UVa activates user in BroadWorks; Unify migrates # in switch; operational testing (test calls, etc.)

T+1: Onsite post-migration support for issues, questions, etc.

PLs are responsible for all aspects of a flight, from detailed DTR flight training thru day-after support; PAs assist as needed, primarily with phone placements, legacy phone removals, etc. DTRs are responsible for data & location verification and correct configuration for all phones.

DTRs should be prepared to review completed datawith PLs at T-20, with data fully locked by T-17!

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Academic Flight Status

Not Loaded34%

Normal19%

Locked3%

Finalized3%

Migrated40%

Planned Academic Building Flights (58)

Not LoadedNormalLockedFinalizedMigrated

Migrated: Cutover is completeFinalized: Phones have been placed; “Welcome” email sent; Migration will occur within daysLocked: DTR has verified and finalized all dayNormal: Data has been loaded into DTRDB for DTR verificationNot Loaded: Data not yet loaded into DTRDB

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Medical Flight Status

Migrated: Cutover is completeFinalized: Phones have been placed; “Welcome” email sent; Migration will occur within daysLocked: DTR has verified and finalized all dayNormal: Data has been loaded into DTRDB for DTR verificationNot Loaded: Data not yet loaded into DTRDB

Not Loaded73%

Normal11%

Locked4%

Finalized4%

Migrated9%

Planned Medical Building Flights (85)

Not LoadedNormalLockedFinalizedMigrated

Academic Building Migration Schedule

• Groups 1, 2, and 3: Complete (89 buildings + residence halls)

• Group 4: 68% of buildings are in flight (within 60-business day pipeline)

• Groups 5 and 6: Not yet in flight; both Groups are tentatively scheduled for completion by May 2015

• Group 7: Remaining Emergency & Elevator Phones; Northern Virginia Center – Schedule TBD

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Flight Schedule

Medical Building Migration Schedule

• Wave 1: Almost complete – 11 buildings (1 more flight in McKim Hall)

• Waves 2 and 3: All 26 buildings are in flight (within 60-business day pipeline)

• Wave 4: 1 out of 14 buildings is in flight, tentatively scheduled for December – March

• Wave 5: Not yet in flight; 17 buildings, tentatively scheduled for March – September

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Flight Schedule

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its.virginia.edu/telephone

New Info Added

DTR Resources on project website:• Orientation Session Slides

• Detailed Flight Training Slides

• DTRDB User Guide

• Instructions for Locating & Documenting Telephone Lines

• Instructions regarding Caller ID privacy configurations

• Fact Sheet re SCAs and BLFs

• Fact Sheet re Station Types

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DTR ResourcesNew!

These resources are intended to help DTRs correctly document departmental telephone requirements!

www.its.virginia.edu/telephone/dtrresources.html

DTR Resources on project website:• Orientation Session Slides

• Detailed Flight Training Slides

• DTRDB User Guide

• Instructions for Locating & Documenting Telephone Lines

• Instructions regarding Caller ID privacy configurations

• Fact sheet re SCAs and BLFs

• Fact sheet re Station Types

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New DTR Resources

Important!

Please follow these detailed step-by-step procedures for locating and verifying telephone numbers, including steps for addressing telephone numbers that don’t belong to your department!

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New DTR Resources

Alternate DTR assignments are now possible!

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Training Offerings

Quick Reference Guide

• Using Your Phone• Activating & Using Voicemail• New Telephone System Portal

Video Tutorials

• Q&A • Advanced Phone Use for Admins• Web Portal Highlights

Classroom(Face to Face)

VoIP Phone Showcase

• Distributed with Phone

• Carruthers 248

NEW

NEW

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DTR Role

Data Collection & Verification

Communication to Peers & Colleagues

Only DTR-verified telephonenumbers will be migrated !!

Up to 10 separate canned messages(Use them as provided, or tweak/combineto make your own!)

• Verify all telephone numbers to be migrated (not just the #s in DTRDB, but all relevant telephone #s)

• Verify accurate location for all telephone numbers as part of verification (this is important for proper phone placement AND 911)

• Verify and record the proper Computing ID for all named extensions (inaccurate

Computing IDs will result in “welcome” email delays, inability for users to access the new telephone system portal, etc. (NOTE: A Computing ID may only be assigned to one record. If a Computing ID is erroneously assigned to a given telephone number, it cannot be used for another telephone number.)

• Identify/consider all special-purpose telephone numbers (alarms, lab equipment, etc.)

• Carefully consider appropriate “station types” (whether FACs will be required, etc.) for all numbers, including FAX numbers !

• Carefully review call coverage requirements

• Identify call centers, auto attendants, virtual numbers, software extensions, or any other special requirements, to your PL as soon as possible

• Identity “priority” telephone lines (for cutover night testing) as soon as possible

• Make arrangements for access to locked offices and spaces (for phone placements, priority testing at cutover, and legacy phone pick-up)

• Keep management and colleagues informed

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Critical Success Factors

Migration requires effective collaboration between VoIP project team & DTRs

• The VoIP project steering committee authorized the elimination of FAC requirements except in the case of international long distance calling - or – domestic long distance calling from a “public” station type (Note: Risk Management and Internal Audit participated in this decision)

• What is a “public” station type? You (in combination w/ your

departmental management) get to decide!

• After migration, you ‘may’ change station type designations, however, changing between a public and a non-public station type, in the case of named extensions, results in a deletion & re-add of the associated user(s). This means that voicemail boxes are also deleted and re-added.

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Long distance charges are still itemized and billed to departments!

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Understanding FACs & LD

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Admin 117

AutoAttendant 2

CallCenter 3

CC Agent 59

CC Sup 9

HuntGroup 8

Internal Only_Ana 4

Internal Only_Dig 2

PhantomNumber 55

Public_Ana 363

Public_Dig 274

RH 191

Ringdown_Elev 29

Ringdown_Emer 55

Ringdown_Publ_Ana 8

SecondaryLine 64

Shared 562

SharedVM 127

Standard 1639

Standard Public 92

Standard Public VM 285

Grand Total 3948

1756 ‘named’ extension users without FAC requirement (except for international LD)285 ‘named’ extension users still requiring FAC for all LD

Completed Migrations by “Station Type”

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Only DTR-verified telephone numbers will be migrated. The VoIP project team will migrate telephone numbers & configurations exactly as requested in DTRDB. (If the VoIP team misses something that was specified in DTRDB, we are committed to addressing it as quickly as possible, on the next business day.)

Telephone numbers missed or misconfigured by DTRswill be migrated/changed at a future date, per CSR request. Thismay result in delays in desired functionality, etc.

NOTE: For “missed” numbers, CenturyLink requires at least 7 business days notice to migrate numbers !!

A DTR/Management Meeting is being added as a new task/item to helpmanagement understand the time commitment and importance associated with the DTR role!

Lessons Learned

from other DTRs:

• Susie Mccormick

• Meg Caldwell

• Ashley Hull

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We’d like to thank and

acknowledge all DTRs,

especially those with

completed flights who

have earned their

flight wings!

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If you missed the event, come by Carruthers 233 to get your VoIP t-shirt!Flight wings will be individually and separately mailed to DTRs withcompleted flights.

Follow-up questions may be submitted via the form on the project website or by contacting one of us:

Dana German: dba4c@virginia.edu

Shana Fabio (Academic flights): stf3d@virginia.edu

Mark Jackson (Medical flights): rmj4r@hscmail.mcc.virginia.edu

Today’s slides and summary meeting notes will be emailed to all DTRs!

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