Voice over IP PBX Deployment

The VC Board approved the purchase of a system-wide voice system and premise notification system. This solution will include replacement and new phones for offices and all classrooms at the Main Campus, Gonzales Center, Calhoun Center, Cuero VN school, Hallettsville VN school, and Adult Education Center.

User Guides
What's New
Implementation
FAQ

Phones Being Deployed:

	Offices and queue agents who will use/monitor less than 4 phone lines will utilize the Cisco 8945 (qty 317) 8945 User Guide (Quick Guide).pdf 8945 User Guide (full manual).pdf 8945 Button Description.pdf
	Assistants/Secretaries/Receptionists who need to monitor more than 3 phones lines will utilize the Cisco 7965 with the 7916 module. (qty 21) 7965 User Guide (Quick Guide).pdf 7965 User Guide (full manual).pdf 7965 Button Description.pdf
	Classrooms and public spaces will utilize the Cisco 6921. (qty 181) 6900 Series User Guide (Quick Guide).pdf 6921 User Guide (full manual).pdf 6921 Button Description.pdf

User Guides:

Voice mail (with e-mail/web integration):
Presence (links Outlook/Exchange calendar with phone status and status of other users):
- Presence v 8 User Guide (full manual).pdf
Attendent Console (Call Center or other major call queue operation):
- CUEAC User Guide (Quick Guide).pdf
- CUEAC User Guide (full manaul).pdf
Agent Functions
- Agent Desktop User Guide.pdf
- Supervisor Desktop User Guide.pdf

What's new:

Voicemail for an employee's extension will be linked to that employee's e-mail account. For this reason, it will probably be a good idea to have extensions follow an employee when they transfer between departments instead of assigning new extensions (or re-assigning a previous extension).
All phones will be speaker phones and will have caller id.
Chat/presence software so you can determine if a person is on the phone, away, etc.
Phone directory will be accessible directly on the phone.
Long distance account code management will be managed internally. This will allow for easier management and department heads will be able to see phone usage in their area.
Outdoor speakers (qty 21). The initial coverage area will be the Quad and the parking lots in the center of campus. (This will require drilling holes in the exterior of some buildings for installation and to run network cables to the speakers.)
On-site notification system that will utilize outdoor speakers and the speaker phone capability for alert messages.
You can "login" to a phone so calls to your extension will route to that phone. This is different than call forwarding.
Extensions are associated with the physical phone and not the port on the wall that it is plugged into. This should help with office moves assuming the destination has a powered network port for the phone.
Site-to-site calls can be placed without incurring long distance charges.

Implementation:

The equipment implementation order will be:

Network Infrastructure: This will provide power to the phones. Due to quantity of phones installed per building and complexity of replacing network equipment, not all buildings will receive new network equipment. The installation of the network equipment will most likely be disruptive to office spaces since the telephone and the office computer will need to share the same network connection. The library only has two directly attached phones to the current PBX; so, they will receive new network cabling, but the phones will be powered via a local power transformer. The Student Services office phones will utilize local power transformers as well because the network cabling and hardware situation is... problematic...
Servers: These servers are needed for call handling, call accounting, 911 services and system monitoring.
Phones: There will be a period of time where both the current phone and the new phone will need to be on the desk while the new phones are configured and verified.
Cut over: Once the phones are verified to operate as designed (on a per-site basis), the connection to the public telephone network at that site will be moved to the new system. For the main campus, this includes the connection to the UHV PBX.
Each campus site will be brought on-line and integrated with the main campus system. The tentative deployment order:
1. Main Campus
2. Adult Education Center
3. Calhoun Center
4. Hallettsville VN Center
5. Cuero VN Center
6. Gonzales Center

FAQ:

Will I keep my current extension? On the main campus yes. For the Gonzales Center and Adult Ed Center where they currently have extensions on their KEY system, employees will be assigned new internal extensions. Employees at the Calhoun Center, Cuero VN and Hallettsville VN schools will be assigned extensions. A new connection to the local phone company in Port Lavaca will be added.

Will the long distance code be the same? No. The code will change when access codes are managed tracked on the new call reporting software.

Will I be able to use my current analog cordless phone? No.

Can I search for a phone extension? Yes

To locate the extension for a person and dial them, press the directory button on your phone (looks like a book), select Corporate Directory, and enter the first two or three letters of their first and/or last name and click search. Scroll through the results and select the extension to dial.

Other search examples:

To call some department:

First Name: dept

This will return the extensions for all departments.

To call a classroom (the pattern is Banner building code followed by room number):

First Name: hsc13

This will return classrooms that begin with “hsc13”.

To find an extension of an ITV room:

Last Name: ITV

This will return all ITV rooms. Room types are placed in the Last Name field. The Room Types include: Classroom, Computer Lab, ITV Classroom.

You can also do combinations to narrow down your search. Keep in mind that it matches characters from left to right. Doing a search for “202” would not return all of the rooms labeled as “202”.