1 VoIP User Group Meeting May 20, 2015

2 Agenda 1.Fax services – update 2.Passwords on UCM User webpage 3.Other topics Q and A throughout the meeting May 2015VoIP User Group Kathleen

3 1. Fax Services – Review, Last Call Review of April discussion: e-Fax Service Planned for retirement before June 30, 2016 Earlier user group discussions – current version has technical and functional issues Strategy – a service provider contract to replace – goals: RFP process during summer 2015 Agencies will interact directly with vendor for service, support and billing Thanks for sending business requirements Will be used in writing RFP technical sections Last call to send Kathy Pepin business requirements Kathy May 2015VoIP User Group

4 1. Fax (cont.) RFP purpose Replacement of MN.IT’s e-Fax Services with a provider contract Standalone fax machines / servers and their connectivity to MN.IT VoIP network is a separate product (is not e-Fax service) VG, ATA, etc. VoIP network conversion to SIP trunking (from PRI) in 2011 is a primary reason for the fax changes The RFP is one part of the overall goal - no faxing of any type on the VoIP network Kathy / Jeff May 2015VoIP User Group

5 April meeting - review Primary purpose in Enterprise VoIP: users manage their speed dials and call forwarding 2. Passwords on UCM User Webpage Jeff / Barb May 2015VoIP User Group

6 Review of April discussion: User webpage requires a password Not all agencies provide access to the user webpage It’s not clear who or how many users access the page Need for randomized passwords per Enterprise Security Office (ESO) All users will be getting a new password – regardless of whether they use the page or not! Coordinators fill out the spreadsheet to request a specific password by user – if the service is being used Each user will receive a randomized password if a password is not requested in the spreadsheet Jeff / Barb May 2015VoIP User Group 2. Passwords (cont.)

7 Jeff / Barb May 2015VoIP User Group 2. Passwords (cont.) Review (cont.): Spreadsheet – is posted on website on page paste this link into a browser window click on user group meeting notes available link

8 Jeff / Barb May 2015VoIP User Group 2. Passwords (cont.) Next, go to the April 2015 section, to the link for User Webpage Password Sheet – click and follow instructions to download the file Link:

9 2. Passwords (cont.) Review of April discussion (cont.): Fill out spreadsheet and send back: Purpose is to provide a specific password for a user See next page for picture of spreadsheet box to return to is Return by Fri., June 5, 2015 So far – what’s come in: A number of customer inquiries One spreadsheet; a few others we know of are in the works Jeff / Barb May 2015VoIP User Group

10 2. Passwords (cont.) Spreadsheet example Jeff / Barb UCM User Webpage Password Requests Agency:_________________________________________________Return to: Prepared by: _____________________________________________ AgencyUser IDLast NameFirst Name Telephone Number Requested Password Examples in red - 6 characters minimum - any numeric or special character - have 3 of these: upper case lower case number symbol - no consecutives - no repeat alias, user name or extension Board of Boxingtjohnson12JohnsonTony security#6 Board of BarbersmkoivuKoivuMikko TheChamp** May 2015VoIP User Group

11 2. Passwords (cont.) Support – June 15 and forward Users – contact agency help desk Coordinators that currently can reset passwords via 2 nd Nature, do it – or contact MN.IT Service Desk for assistance Password fields will be added to 2 nd Nature templates Jeff / Barb May 2015VoIP User Group Fri. June 5 Spreadsheet Due After 8 pm Mon. June 15 New Passwords in Effect

12 2. Passwords (cont.) Process summary: All users not shown on the spreadsheet will get randomized passwords If a user is missed, either the coordinator can reset the password, or contact the Service Desk Coordinator questions – work with the voice apps person for your agency Coordinator needs to tell MN.IT a chosen user password via the spreadsheet; each user that’s not on the spreadsheet, you will not know their password so follow the reset process The password change does not affect actual forwarding that may be set on a phone Jeff / Barb May 2015VoIP User Group Fri. June 5 Spreadsheet Due After 8 pm Mon. June 15 New Passwords in Effect

13 2. Passwords (cont.) Effective Mon., June 15 all new passwords (requested and randomized) will be in effect Randomized passwords will not be shared Reset will be required if changes needed in future Direct questions about the change to: Jeff / Barb May 2015VoIP User Group Fri. June 5 Spreadsheet Due After 8 pm Mon. June 15 New Passwords in Effect

14 Wrap Up Q and A Anything else? Next user group On calendar for Wed., June 17 Watch for more information Future meeting topics: Headsets Quality Management – recording capabilities Cisco Emergency Responder – periodic updates Thank You! May 2015VoIP User Group