1 SLAC Phone System Upgrade Les Cottrell Manager of Telecommunications Presented to SLAC Senior Managers March 2000

2 Current Phone System Situation Current switch (PBX) accepted over 13 years ago –Leased –Reliable, basic functionality, obsolete hdw/swr –Use: 2000 phones associated with people, 1600 in “common” areas Voice Mail system installed 9 years ago –Owned by SLAC –At latest software release –~ 2200 voice mail boxes Phone market/technology in transition

3 SLAC Administration SLAC staff: was 5FTE’s 2.5yr ago; now 2.75 FTEs No bill back for standard services Audit for waste, fraud & abuse Contractor Current contract with WilCom expires end 2001 WilCom own cable plant - reverts to contract end –Cable plant old, some user installed = many repair calls –WilCom provides on-site technician Cost $14.55/mo/active phone line (~$50K/month)

4 Requirement Highlights Based on experience, surveys of 23 ATOMs, some key users, and discussions with vendors: Mandatory: –More effective management to constrain admin costs > 1 console access, GUI interface (web based?) Better integration of PBX, VM & SLAC DBs Higher speed interfaces (e.g. 1.5Mbps) –Improved capabilities for more people: Message waiting light – new phones & interfaces Caller ID from outside – requires digital phones Multi line phones – requires digital phones Highly desired –Voice mail interface/integration with

5 Next steps 1.Publicise: Sr. managers, IP & home page 2.Continue vendor meetings, add Cisco, Pac Bell 3.Refine requirements 4.Pin down possible interim upgrade details 5.Decide if full RFP process necessary 6.Proceed accordingly

6 Some Critical Questions Can we move quickly enough to avoid contract extension? –How many options to explore, how many people to involve? –How to get buy-in? –Full RFP process? How critical is current 4 digit dialing plan, or 926-xxxx? What if voice mail features (prompts, critical calls etc.) changed the way they worked? Do we need to move from analog to digital phones? –Generally more function (Caller ID, multi lines on single pair, hold on second line etc …) –BUT more expensive (3 times) phones (~$200K), and vendor specific Do we want to trade one time cost vs ongoing costs –E.g. upgrade cable plant, purchase PBX (few $M), move to digital –How long should the next contract be?