1. Project Update

2. Overview
The Voice over Internet Protocol (VoIP) implementation project:
replaces an outdated, difficult-to-maintain system with
end-of-life equipment and a service contract ending 12/2015
provides a current generation voice technology system and the foundation for future enhancements
involves the Academic Division and the Medical Center, including the University Hospital
will migrate approximately 26,000 existing telephone lines
will replace approximately 20,000 telephones
All existing Siemens lines/telephone numbers are in scope (analog, digital and Siemens VoIP)
Existing Siemens call centers are in scope (with some exceptions involving the Medical Center)
New voic system to replace Xpressions
Voic can be forwarded to as a .wav file attachment
Elimination of Forced Authorization Code (FAC) requirements, except for:
International calling
Calling from ‘public’ phone types
New phones
Same telephone numbers
5-digit dialing maintained
Enhanced caller ID

3. VoIP Project Steering Committee
Milton Adams Senior Vice Provost
Julian Bivins Associate Vice President for Advancement Services
Sarah Collie Associate Vice President for Organizational Excellence
Anthony de Bruyn Deputy Chief Communication Officer
Virginia Evans Chief Information Officer
Bryan Garey Assistant Vice President for Human Resources
Tom Harkins Chief Environment of Care Officer
Dave Hudson Associate Vice President for Research
Sean Jackson School of Medicine & University Physician's Group CIO
Rich Kovatch Associate Vice President for Business Operations
Rick Myers Senior Associate Dean for Administration and Planning
Gary Nimax Assistant Vice President for Compliance & Enterprise Risk Mgmt
Scott Norris Director of Business Services
Nancy Rivers Chief of Staff for the President & Associate Vice President for Admin
Kevin Savoy Director of Hospital and Information Technology Audits
Rick Skinner Medical Center Chief Information Officer
Randy Smith Darden Chief Technology Officer
Debra White Director of Business Operations and Grants Management, Office of the VP and Chief Officer for Diversity and Equity
Comprehensive new telephone system design project was completed in 2013
Project steering committee formed in April, 2013
17 committee members
representatives from both academic and medical areas
chaired by the CIO
meets monthly to provide project governance and oversight
approved the system implementation project on 11/19/13

4. General Implementation Approach
Phased building cutovers will begin approximately June 2014 (with Medical Center beginning approximately September 2014) and last 16 months, utilizing 8 project cutover teams (5 Academic; 3 Medical). See VoIP Cutover Schedule by Building.
Just-in-time provisioning of telephone configurations via Department Telephone Representatives (DTRs). Working with the VoIP project team, DTRs will facilitate a detailed departmental telephone data collection/verification process.
Each building migration includes ~60 business days of scheduled activities in a “flight” to prepare for the building’s final cutover, as described below. Larger buildings may require multiple “flights” for completion. There will be multiple concurrent “flights” in varying stages and statuses at any given time.

5. Data Collection & Verification Communication to Peers & Colleagues
DTR Role
Data Collection & Verification
Communication to Peers & Colleagues
(department lists; staff meetings, etc.)

6. DTR Data Collection & Verification
VERIFY… for each telephone number
Current Equipment type
PTAO
Building and Room location
COLLECT… new information
Named vs Un-named Extension
FN, LN, Computing ID if appropriate
New Polycom telephone type
BroadWorks ‘Station Type’
Shared Call Line Appearances
Hunt Groups, Pickup Groups, Other requirements
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ACD/Call Center Info

7. 60-Day Flights Cutover Process T minus 60 days: Data prep begins
T-51: Data available to DTRs; DTR data collection/verification (per a given building) begins; DTR works with building PL to resolve any issues and address questions (NOTE: We expect some challenges!)
T-17: DTR data completion milestone
T-14: New Polycom telephone placement (per DTR data)
T-7: Communication to Unify (Siemens) and CenturyLink re telephone to be ported; User provisioning data loaded into Loki database
T-0: CenturyLink ports number; UVa activates user in BroadWorks; Unify migrates # in switch; operational testing (test calls, etc.)
T+1: Onsite post-migration support for issues, questions, etc.

8. Training Plans Quick Reference Guide Video Tutorials Other
Distributed with Phone
Using Your Phone (Polycom VVX410 & VVX500)
Activating and Setting Up Voic
Using New Telephone System Portal
Classroom
Online Reference/PDF docs

9. its.virginia.edu/telephone

10. Questions
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You may also use the Contact Us form on VoIP project website (on FAQ page)
its.virginia.edu/telephone/faq.html