Flight Status & Info for DTRs
October 10, 2014
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Let’s Take Flight!
____________________________________________________________________________
AGENDA
--VoIP Project Update
o Overall Project Schedule
o Flight Status & Detailed Schedule Information
o VoIP Project Website Updates
o New DTR Resources
o 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
____________________________________________________________________________
Jan 2014
June 2014
Installation of Core System
Implementation
Project Begins
Core System
Acceptance
Dec 2014
June 2015
Dec 2015
Collection of 60-day 'Flights'
Phased Building
Migration Begins
Phased
Migration
Ends
Siemens Contract
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
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60-Business Day Flights
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
DTRs should be prepared to review completed data
with PLs at T-20, with data fully locked by T-17!
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.
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Academic Flight Status
Planned Academic Building Flights (58)
Not Loaded
35%
Migrated
40%
Not Loaded
Normal
Locked
Finalized
Migrated
Normal
19%
Finalized
3%
Locked
3%
Migrated: Cutover is complete
Finalized: Phones have been placed; “Welcome” email sent; Migration will occur within days
Locked: DTR has verified and finalized all day
Normal: Data has been loaded into DTRDB for DTR verification
Not Loaded: Data not yet loaded into DTRDB
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Medical Flight Status
Planned Medical Building Flights (85)
Migrated
Finalized
9%
4%
Locked
3%
Not Loaded
Normal
11%
Normal
Not Loaded
73%
Locked
Finalized
Migrated
Migrated: Cutover is complete
Finalized: Phones have been placed; “Welcome” email sent; Migration will occur within days
Locked: DTR has verified and finalized all day
Normal: Data has been loaded into DTRDB for DTR verification
Not Loaded: Data not yet loaded into DTRDB
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Flight Schedule
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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its.virginia.edu/telephone
New Info Added
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New!
DTR Resources
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
These resources are intended to help DTRs correctly
document departmental telephone requirements!
www.its.virginia.edu/telephone/dtrresources.html
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New DTR Resources
DTR Resources on project website:
• Orientation Session Slides
• Detailed Flight Training Slides
• DTRDB User Guide
Important! • Instructions for Locating & Documenting Telephone Lines
• Instructions regarding Caller ID privacy configurations
• Fact sheet re SCAs and BLFs
• Fact sheet re Station Types
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
Video Tutorials
NEW
Classroom
(Face to Face)
NEW
VoIP Phone
Showcase
•
Distributed with Phone
• Using Your Phone
• Activating & Using Voicemail
• New Telephone System Portal
• Q&A
• Advanced Phone Use for Admins
• Web Portal Highlights
•
Carruthers 248
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DTR Role
Data Collection &
Verification
Only DTR-verified telephone
numbers will be migrated !!
Communication to
Peers & Colleagues
Up to 10 separate canned messages
(Use them as provided, or tweak/combine
to make your own!)
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Critical Success Factors
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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
Migration requires effective collaboration between VoIP project team & DTRs
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Understanding FACs & LD
•
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.
***************************************************************
Long distance charges are still itemized and billed to departments!
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Completed Migrations by “Station Type”
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
SecondaryLine
8
64
Shared
562
SharedVM
127
Standard
1639
Standard Public
Standard Public VM
Grand Total
92
285
3948
1756 ‘named’ extension users without FAC requirement (except for international LD)
285 ‘named’ extension users still requiring FAC for all LD
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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 DTRs
will be migrated/changed at a future date, per CSR request. This
may 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 help
management understand the time commitment and importance
associated with the DTR role!
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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!
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 with
completed flights.
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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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