1. 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)

2. 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 )
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

3. 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

4. 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

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

6. 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 attachment
Users MUST have a College 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 attachment
CEDCC - VOIP Phone Training

7. User Advantages of VOIP (Voice Over Internet Protocol)
Voic messages can be ported to your client (must be an Exchange client)
You can receive your Voic messages anywhere by simply logging into your either at the office or from a remote location (home, hotel, etc.)
*OR* by calling the College’s phone number ( ) and entering your security ID # to gain access to your Voic , as well as your 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

8. 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 service)
Phone pricing (as of 06/2003):
Model $77 Add-on modules (7914):* Model $ add-on - $354
Model $ add-ons - $646
TSR work order fee $35 *add-ons require a 7960
CEDCC - VOIP Phone Training

9. 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
Pooled/Shared Lines
Everyone would have his/her own personal telephone number and voice mail
-Advantages: Increased privacy; voice mail can be checked through at home or remotely
CEDCC - VOIP Phone Training

10. 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

11. 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

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

13. 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

14. 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 model MUST be programmed on the phone by TNS
CEDCC - VOIP Phone Training

15. Cisco IP Phone (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

16. 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

17. Cisco IP Phone (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

18. 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

19. 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
Voic to College mail server
CEDCC - VOIP Phone Training

20. 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 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 server as attachments
CEDCC - VOIP Phone Training

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

22. 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
Server)
‘Call Manager’
Voice Mail
Message sent to
server
Received
FAX sent to
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 - Check your (if an Exchange client)
At home or a remote location, to check your mail ( , voice mail, fax) , you can:
Call 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 (if an Exchange client)
ENGR:
CEDCC - VOIP Phone Training

23. 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

24. VOIP
Questions ? ? ?
VOIP
CEDCC - VOIP Phone Training

25. 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]
Voic Greeting
Voic
<any other settings>
Download/Install Voic Setup for client (optional)
Information at
Check Phone numbers & test out phone
CEDCC - VOIP Phone Training

26. 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

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