Cisco – VOIP (Voice Over IP)- Phone System 7910 7940 7960 Informational Session The Pennsylvania State University - College of Engineering Electronic & Computer Services (ECS) (formerly Center for Electronic Design, Communications & Computing - CEDCC) (ECS Overview & Training – 2003) L:\trgdocs\Phones-VOIP-Cisco\Cisco-IP-Phone-Informational-Session.ppt (revised 08/07/03 - sbp)

Introduction Jerry Stimely – ITS Communication Analyst ITS – Information Technology Services Tom Long – College VOIP contact ECS (formerly CEDCC) In charge of the Unity ‘Unified Messaging’ Server (Voice mail into Email) Sue Pysher & Amy Grattan – College training In charge of providing training for users on new phone system Training and documentation will be provided to users CEDCC - VOIP Phone Training

What is VOIP? Voice Over Internet Protocol A telephone system which takes advantage of the existing data network combining elements of current telephone and data technologies CEDCC - VOIP Phone Training

VoIP System Structure Utilizes existing Integrated Backbone Distributed architecture Primary Components: IP telephones Gateways to the public phone network Call management servers Specialized servers (voice mail, etc.) CEDCC - VOIP Phone Training

Public Telephone Network VoIP System Structure Call Manager Server Public Telephone Network Verizon AT&T CEDCC - VOIP Phone Training

What is the College Doing with VOIP? The College of Engineering is beginning to implement VOIP by: Replacing current phone systems with Cisco VOIP phones Various Cisco VOIP phone models available Providing a Unity ‘Unified Messaging’ Server to port voice mail messages into the College’s Mail Server Users will have the ability to pull up voice mail as an email attachment Users MUST have a College email account to use this feature The College is also planning to provide a FAX Server to port FAX’s received into the College’s Mail Server Once this service is available, users will have the ability to pull up FAX’s they receive as an email attachment CEDCC - VOIP Phone Training

User Advantages of VOIP (Voice Over Internet Protocol) VoiceMail messages can be ported to your email client (must be an Exchange client) You can receive your VoiceMail messages anywhere by simply logging into your email either at the office or from a remote location (home, hotel, etc.) *OR* by calling the College’s phone number (814-865-4900) and entering your security ID # to gain access to your Voicemail, as well as your email messages Use Directory Services through your phone to search for PSU phone numbers (future – will soon be available) University will make information available from the Penn State LDAP server You can search for phone numbers directly from your VOIP phone CEDCC - VOIP Phone Training

Cost Savings of VOIP (Voice Over Internet Protocol) No monthly equipment maintenance Phones are covered for one year Replacement cost is $100 additional to current cost Save $7 per telephone line (from $18 to $11) Save $4 per TNS voice mail box (from $8 to $4) NO monthly charge for ‘Unified Messaging’ in College (voice mail to email service) Phone pricing (as of 06/2003): Model 7910 - $77 Add-on modules (7914):* Model 7940 - $227 1 add-on - $354 Model 7960 - $287 2 add-ons - $646 TSR work order fee $35 *add-ons require a 7960 CEDCC - VOIP Phone Training

What are the Differences Between VOIP and Existing Phone System? Merlin Existing Phone Feature VOIP Phone Feature Intercom 5-digit extensions used Answering Machines Voice mail capability (no individual answering machines) -Advantage: Check your voice mail using phone or through email Pooled/Shared Lines Everyone would have his/her own personal telephone number and voice mail -Advantages: Increased privacy; voice mail can be checked through email at home or remotely CEDCC - VOIP Phone Training

Features Available on the VOIP Set/System Features will vary depending on phone model Some VOIP capabilities will be provided and controlled through University CEDCC - VOIP Phone Training

Standard Features Call forward busy Transfer Call forward not answered Call forward programmable Call routing Five digit dialing on campus Caller ID display Hold Message waiting indicator Recall Three-way calling Touch-tone dialing On-hook dialing Call pick-up groups Transfer Volume control for station and ringing Call park Call status Call waiting Distinctive ring for on-campus vs. off-campus Various ring settings Last number redial Meet-me conferencing Conference calling Speed dial Utilize system-wide authorization codes CEDCC - VOIP Phone Training

Cisco Phone Models Let’s take a look at the various VOIP phone models that are available and their features [Available Models - 7910, 7940 & 7960] CEDCC - VOIP Phone Training

Cisco IP Phone 7910 (one-line) Provides a Single line set capable of two (2) simultaneous calls and four (4) interactive keys that guide a user through call features and functions. LCD screen (2) The IP Phone "desktop" which displays the time, date, your phone number, caller ID, line/call status and the soft key tabs. Line button (3) Opens a new line, speed dials the number on the LCD screen, or ends a call. Hold, Transfer, Conference, Forward (4, 5, 9, 10) Commonly used call features Messages, Redial (8, 11) User convenience features Volume buttons (14) Increases or decreases the volume for the currently active voice receiver: handset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD. Function toggles (12, 13) Toggles the speaker, and mute functions on and off. (Note the speaker function is call monitor only) Dialing pad (16) Press the dial pad buttons to dial a phone number. Dial pad buttons work exactly like those on your existing telephone. Handset (1) Lift the handset and press the dial pad numbers to place a call, review voice mail messages, answer a call, and so forth. NO speaker phone capability on this phone & no LCD screen like other 2 models CEDCC - VOIP Phone Training

7910 - TNS Design: Lines/Speed Dials, Options The Cisco IP Phone 7910 is configured with 1 Directory number and two speed dials**. Standard phone template for TNS deployment 1 Primary Directory number 2 Speed Dials (user configured)** OPTIONS – Cisco IP Phone 7910 features include: 2 user-adjustable ring tones A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) Comfort noise generation and voice activity detection (VAD) programming on a system basis The phone also includes the following settings: Display contrast Call status **Speed dials on this 7910 model MUST be programmed on the phone by TNS CEDCC - VOIP Phone Training

Cisco IP Phone 7940 (2-line) Provides two (2) programmable line/feature buttons capable of four (4) simultaneous calls and four interactive ‘soft keys’ that guide a user through call features and functions LCD screen The IP Phone "desktop" which displays the time, date, your phone number, caller ID, line/call status and the soft key tabs. Line or speed dial buttons Opens a new line, speed dials the number on the LCD screen, or ends a call. Footstand adjustment Adjusts the angle of the phone base. Soft keys Soft key functions change depending on the status of the phone (for example, whether you are on a call or the phone is not in use). The key's current function is shown on the LCD screen. i button (this could be represented by a [?] button instead) Displays online HELP for a phone key or function. On-screen Mode buttons Provide access to the voice mail system (when available), call histories, directories (when available), phone settings such as contrast and ring type, and network configuration and status information. Volume buttons Increases or decreases the volume for the currently active voice receiver: handset, headset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD. Function toggles Toggles the headset, mute, and speaker functions on and off. Scroll key Enables you to move among different soft key options displayed on the LCD screen. Dialing pad Press the dial pad buttons to dial a phone number. Dial pad buttons work exactly like those on your existing telephone. Handset Lift the handset and press the dial pad numbers to place a call, review voice mail messages, answer a call, and so forth. CEDCC - VOIP Phone Training

7940 - TNS Design: Lines/Speed Dials, Options The Cisco IP Phone 7940 can be configured with 2-Directory numbers or two speed dials*. Standard phone template for TNS deployment 1 Primary Directory number 1 Speed Dial (user configured)** Template 2 Option 2nd Directory Number (same as PDN or other) No speed dials OPTIONS - Cisco IP Phone 7940 features include: 24 user-adjustable ring tones A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) G.711 and G.729a audio compression Comfort noise generation and voice activity detection (VAD) programming on a system basis The phone also includes the following settings: Display contrast Ring type Network configuration and network status Call status Soft Key Options: Redial New Call Call Forward All Hold End Call Resume Answer Meet-Me Conference Pick-up Group Pick-up Transfer Park Conference (Ad-hoc) *You can mix & match phone lines & speed dials to total the number of lines you have available on your phone model (2 lines total for 7940) **TNS must currently configure speed dials CEDCC - VOIP Phone Training

Cisco IP Phone 7960 (6-line) Provides six (6) programmable line/feature buttons capable of (12) twelve simultaneous calls and four interactive ‘soft keys’ that guide a user through call features and functions LCD screen The IP Phone "desktop" which displays the time, date, your phone number, caller ID, line/call status and the soft key tabs. Line or speed dial buttons Opens a new line, speed dials the number on the LCD screen, or ends a call. Footstand adjustment Adjusts the angle of the phone base. Soft keys Soft key functions change depending on the status of the phone (for example, whether you are on a call or the phone is not in use). The key's current function is shown on the LCD screen. i button (this could be represented by a [?] button instead) Displays online help for a phone key or function. On-screen Mode buttons Provide access to the voice mail system (when available), call histories, directories (when available), phone settings such as contrast and ring type, and network configuration and status information. Volume buttons Increases or decreases the volume for the currently active voice receiver: handset, headset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD. Function toggles Toggles the headset, mute, and speaker functions on and off. Scroll key Enables you to move among different soft key options displayed on the LCD screen. Dialing pad Press the dial pad buttons to dial a phone number. Dial pad buttons work exactly like those on your existing telephone. Handset Lift the handset and press the dial pad numbers to place a call, review voice mail messages, answer a call, and so forth. CEDCC - VOIP Phone Training

7960 - TNS Design: Lines/Speed Dials, Options The Cisco IP Phone 7960 can be configured with multiple combinations of directory numbers and speed dials*. Standard phone template for TNS deployment (most phones) 1 Primary Directory number 5 Speed Dial (user configured) Template 2 option 1 Primary directory number 1 Secondary directory number 4 Speed Dial (user configured)** Template 3 Option 3 (or 4 or 5 or 6) Appearances of the same Primary directory number 3 (or 2 or 1 or none) Speed Dial (user configured) This arrangement used for primary answering points with call forward busy from line 1 to 2, line 2 to 3, and line 3 to another endpoint. OPTIONS - Cisco IP Phone 7960 features include: 24 user-adjustable ring tones A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) G.711 and G.729a audio compression Comfort noise generation and voice activity detection (VAD) programming on a system basis The phone also includes the following settings: Display contrast Ring type Network configuration and network status Call status *You can mix & match phone lines & speed dials to total the number of lines you have available on your phone model (6 lines total for 7960) **TNS must currently configure speed dials Soft Key Options: Redial New Call Call Forward All Hold End Call Resume Answer Meet-Me Conference Pick-up Group Pick-up Transfer Park Conference (Ad-hoc) Cisco IP Phone 7914 Add-on Module: 14 additional line buttons or speed dial buttons may be configured via a model 7914 add-on module. Up to two (2) 14-button add-on modules may be used in conjunction with the model 7960 Cisco IP phone. CEDCC - VOIP Phone Training

What You Need to Determine for Your New Phone Set… YOU (or your area) need to decide: What phone line(s) are needed What lines should appear on your phone set? Call waiting? Speed dial Pick-Up Groups Call Forwarding Paths Unified Messaging Voicemail to College mail server CEDCC - VOIP Phone Training

Unified Messaging - College ‘Unity’ server [Sending Voice Mail to Email] Tom Long (ECS – formerly CEDCC) Administrator for the Unity server in College College of Engineering - Unity ‘Unified Messaging’ Server Set up to port voice mail to the email server in College Users must have a College of Engineering mail account to use the unified messaging capability FAX Server to be installed (future capability) FAX capabilities would also be available FAX’s received could be ported to College email server as attachments CEDCC - VOIP Phone Training

How Does My VOIP Phone Work with My Email??? How do my VoiceMail messages get into my Email InBox? CEDCC - VOIP Phone Training

I can’t answer that-I’ll let voice mail pickup University TNS (formerly OTC) ‘VOIP’ (Voice Over IP) Servers College Servers ‘Unity’ – Unified Messaging Services (handles VOIP voice mail and ties to our mail server) College FAX Server (handles incoming FAX’s and sends to mail server) Exchange MAIL Server (College’s Email Server) ‘Call Manager’ Voice Mail Message sent to Email server Received FAX sent to Email server Incoming Call FAXl server FAX sent to Received Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment Incoming Call HOME or Remote Location I can’t answer that-I’ll let voice mail pickup OFFICE (w/ VOIP phone) Voice Mail message Unity server University Centrex System Incoming Call No answer – Voice Mail left Incoming FAX To check your voice mail, you can: ON PHONE--Use the [Messages] button ** OR ** USING EMAIL - Check your email (if an Exchange client) At home or a remote location, to check your mail (email, voice mail, fax) , you can: Call 814-865-2700 to connect to your voice mail remotely (you’re prompted to enter ID (5-digit office phone #) & security password # (4-digit number) ** OR ** Log into your Exchange mail (WebMail, etc.), and check your email (if an Exchange client) ENGR: https://mail.engr.psu.edu/exchange/ CEDCC - VOIP Phone Training

What’s Next? Steps to implementing the new phones: Small meetings with representatives from each area/department To finalize individual phone set designs Phone models and phone lines/speed-dial setup In-house training prior to phone installation Learn how to use the phone & its features before it’s activated Set new phone installation date While current phones continue to work Actual phone service change day The date when the new phones become activated CEDCC - VOIP Phone Training

VOIP Questions ? ? ? VOIP CEDCC - VOIP Phone Training

Pre-Installation, Installation, & Post-Installation PRE-Installation - What Happens BEFORE the phone is installed? ‘Informational’ meeting – TNS General information about new VOIP phone system Capabilities Phone Models available Timeframe Plan to meet with Individual Areas TNS personnel will contact and meet with people within an area Determine phone configurations – work group issues, etc., phone model requested Forms are completed – official request made 6-8 weeks prior to implementation to obtain phones Training & documentation provided Installation – Phones installed by TNS – new phones activated Post-Installation – What Happens AFTER the phone is installed Setup by User of: Ring Type, Volume – under [Settings] VoiceMail Greeting VoiceMail <any other settings> Download/Install VoiceMail Setup for Email client (optional) Information at www.engr.psu.edu/unity/ Check Phone numbers & test out phone CEDCC - VOIP Phone Training

Timeframe for VOIP Implementation You may have already received info concerning implementation dates/times Action Date(s) & Location Description Informational Meetings – Introduction to VOIP Week 1 Brief informational meetings to provide an overview of VOIP and its capabilities (J. Stimely & ECS (formerly CEDCC) staff) Individual Group Meetings (within your area/dept) Week 2 Individual group meetings to discuss/identify VOIP phone set requirements & line setup (J. Stimely) Submit phone set order & TSR Week 3 ITS submits phone set order and TSR Training & Documentation available Weeks prior to actual phone installation & activation Training on phones provided in Training Lab (153J Hammond) ECS (formerly CEDCC) Closet equipment installation Week 12 ITS Telecommunications closet equipment installation & patching cables to identified faceplates Phones placed within area & accounts configured Week 13 VOIP phones placed in offices by ITS and accounts configured – phones NOT activated Phones activated – service cutover Week 14 ITS & Verizon move service over to the new VOIP phone sets – old phones would not work after cutover CEDCC - VOIP Phone Training

ECS (formerly CEDCC) – VOIP Training – 2003 CiscoVOIP Phones * * Quick Reference * * ECS (formerly CEDCC) – VOIP Training – 2003 CEDCC - VOIP Phone Training