2. Managing a VOIP Project
Nathan Mares
Director of ICT – Roseville College

3. Presentation Overview
Moving to SIP
Request for Proposals
Evaluation Process
Implementation
Lessons Learnt

4. About Roseville
Independent Anglican girls school located on Sydney’s North Shore
150 teaching and support staff
Mix of Mac and PC desktops and laptops
950 students in Years K-12
School supplied 1-1 program in K-6 (iPads and MacBook Airs)
BYOT in 7-12
3 server rooms
2 onsite at Roseville, 1 at Macquarie Park, 10Gbps dark fibre between the two and 1Gbps AARNET data link
VMWare vCenter environment with replication and failover between sites

5. Previous system 3COM NBX 100 13 years old
As the “the first commercially available IP PBX product”, it “introduced the world to the value of networked telephony in 1998”

6. Previous system No maintenance or support contract
Telstra ISDN 10/20/30 backhaul with 100 direct-in- dials and around 120 extensions
1 extension per handset

7. Previous system Few staff had their own extensions and voicemail boxes
No reception console, no headsets
No integration with other systems (i.e. Active Directory for users, extensions and authentication)
Limit of 10 outbound/inbound concurrent calls at a time

8. High level requirements
System redundancy
No single point of hardware failure
Transport redundancy
SIP and ISDN
Support contract and training for IT staff
One extension per user, everyone have their own DID number
Desktop client/softphone that worked equally well on macOS and Windows
Reception console and headsets
Out of scope:
PSTN lines for lifts, alarms, fire systems, faxes, etc.

9. Selecting a SIP provider
Review 5 months worth of Telstra invoices
Break down of fixed and variable costs by call type per month
Model costs for each potential SIP plan

10. Historical Call Volumes and Costs
Period
Jan 16
Feb 16
Mar 16
Apr 16
Aug 16
Call Volumes
Local
174
969
831
647
1008
NDD 15 64 54 59 94
Mobiles
167
1176
1311
1077
1570
Total Volume
356
2209
2196
1783
2672
Costs ($)
10.44
58.14
49.86
38.82
60.48
1.85
11.4
11.71
11.96
13.27
53.68
441.67
492.84
362.9
572.21
Line rental + other fixed costs
385.89
Total Cost ($)
451.86
897.1
940.3
799.57

11. Forecast Call Costs Period Jan 16 Feb 16 Mar 16 Apr 16 Aug 16
MYNETFONE SIP 12 PLUS
Non-included calls
709
696
283
1172
Call Volumes
Est. non-incl. mobile count
377
416
171
689
Est. non-incl. national count
332
286
281
292
Costs ($)
Est. non-incl. mobile cost ($)
257.05
283.64
116.59
469.77
Est. non-incl. national cost ($)
30.18 26
25.55
26.55
Monthly cost ($)
386.32
673.55
695.96
528.46
882.64
Savings
65.54
223.55
244.34
271.11
149.21

12. Selecting a SIP Provider
Outcome:
MyNetFone SIP 12 Plus
12 month contract
Up to 12 concurrent calls
1500 included untimed calls to national and mobile per month
$ per month + $66.00 for lease of 2 x 100 block DIDs
MyNetFone Voice Access ADSL link (backup Internet link)
256Kbps up/259Kbps down
$39.95 per month

13. Number porting Telecommunications embargo in December and January
Category C number port
100 number block
Requires extra project management
Takes much longer than porting single numbers

14. VOIP System: Request for Proposal
Developed RFP document
Set out
Timelines
Explained process
Guidelines for responses
Disclaimers
Clear evaluation criteria
Technical requirements

15. Evaluating Proposals Received 7 proposals from 6 respondents
Cisco, Shoretel, Mitel and LG IPECS
Used an evaluation matrix to objectively narrow field
Select evaluation criteria
Weight criteria
Score each proposal against criteria

16. Final Solution 2 x Mitel MiVoice Business Express nodes
2 x Mitel Border Gateway for SIP trunks
New fancy Mitel 6900 series handsets
75 x Mitel 6920
15 x Mitel 6930
9 x Mitel 6940
MiCollab Operator console for reception areas
Wireless headsets
12 concurrent inbound/outbound calls
Conferencing bridge

17. Final Solution

19. Final Solution

20. Implementation
Deploy Mitel virtual appliances into our VMWare environment
Deploy some test handsets
Test system with new SIP number range
Main line programming
Network switch configuration updates and handset deployments
Cutover primary numbers to new service
Post installation support and training of key staff

21. Project timeline Milestone Date RFP document released 30 August 2016
Proposal closing time
30 September 2016
Meetings with respondents & reference site checks
Early October 2016
Selection of successful respondent
20 October 2016 (1 week late)
Submission of purchase order
25 October 2016 (4 days late)
Submit number porting request
25 November 2016
Installation
December January 2017
100 block number port
27 January 2017
Post-installation support
Ongoing

22. Lessons Learnt Stick to your timelines
Pre-record main line voice prompts and document in a very high level of detail how these will work
Ask manufacturers to recommend partners – greater buy-in to the project
Prohibit deal registrations
Check switch PoE compatibility
Network monitoring
Handset compatibility

23. Wrap up
Questions?
Nathan Mares