2. Current Stats VoIP Lines: 900 (includes phone sets and analog- to-IP converters for fax) Analog Lines: 715 total Desktop Phones: 500 Elevator Phones: 25 Emergency Phones: 50 Fire Alarm: 140

3. Project Team Members Abraham George, CIO University Information & Technology Services, CSU Bob Diveley, Executive Director of Operations & Infrastructure Services Casey Hergett, Senior Manager of Network Infrastructure Tony Harris, Telecommunications Analyst Mack Ragan, Infrastructure Architect Mansi Patel, Student Assistant Hongjun Ye, Graduate Assistant Gabriel Pudichery, UITS Student Technology Ambassador

4. Telecom Steering Committee John Fuchko Chuck Fell Kenyatta Morrison Tom Helton Abraham George Bob Diveley Jay Knape Barbara Smith Amanda Adams Casey Hergett Zeno Padinjattekara Tonya D. Wright

5. 2007 - Began VoIP Implementation VoIP sets replaced Analog sets, so should begin seeing savings on GTA bill Over time, began to realize savings weren’t what we expected January 2013 - Began to audit our GTA analog phone lines

6. Background In 2005, all Telecom responsibilities transferred from Plant Operations to UITS This created an opportunity for UITS to have better visibility and management of our analog telephone infrastructure Position Responsibilities Moves / Adds / Changes –order new lines, equipment, and services –order disconnects for existing lines / services no longer needed –maintain accurate records of all telecom assets –review monthly telecom bills (GTA, Sprint, etc) and compare with asset records to ensure proper billing

7. GTA Asset - any line item appearing on your monthly GTA bill –phone line –T1 circuit –voicemail box –VPN –etc. An analog telephone infrastructure - copper-line based “network” that connects all building demarcs to the main campus demarc. Main campus demarcs are typically fed by the carrier via fiber optic infrastructure Demarc (demarcation point) - point at which the public switched telephone network ends and connects with the customer’s on-premise wiring.

8. Typical Telephone Panel Box

9. Close up of block - bridging clips

10. Top Portion

11. Bottom Portion

12. Live Demonstration http://gta.georgia.gov https://www-01.ibm.com/services/connect/portal

13. Campus Closely monitor the GTA bill Communicate changes/errors to GTA Maintain accurate internal records GTA Expect changes to reflect after 2 billing cycles Expect lengthy “time to complete” on requests –This is improving, though Disconnected services may remain on bill, or may reappear after removal

14. Before you begin the audit, request a current itemized report of all GTA assets you are being billed for –This will come in the form of a spreadsheet Either maintain as a spreadsheet or import into a database (recommended) Update this spreadsheet/database as you audit each building Calculate projected savings Compare with bill Rinse & repeat

15. Audit Process Open Discussion

16. Total Disconnect Requests: 744 –Basic Line: 498 –Premium Line: 38 –Voicemail: 208 –Auto Attendant: 2 –T1: 1 Monthly Projected Savings per Asset: –Basic Line: $10,073.54 –Premium Line: $1,054.50 –Voicemail: $906.10 –Auto Attendant: $405.17 –T1: $446.98 Total Projected Savings: –Monthly: $12,886.29 –Annual: $154,635.53

18. Typically, any service that affects life safety, security, or facility management Examples: –Fire alarms –Elevator phones –Emergency call boxes –Energy management communications –Security systems –Payphones It is critical during the audit that you accurately identify these and DO NOT disconnect them

19. Verify that you have no active numbers forwarding to a line you intend to disconnect Verify asset charges are going to the correct department Sometimes the same number can exist in multiple physical locations Conference phones, faxes, courtesy phones, etc. are often not listed in phone directories, so don’t rely solely on a directory when conducting the audit –This is why the building-by-building physical audit is preferred