Flight Status & Info for DTRs October 10, 2014

1. Flight Status & Info for DTRsOctober 10, 2014

2. ________________________________________________________________________________________________________________________________________________________ • AGENDA • --VoIP Project Update • Overall Project Schedule • Flight Status & Detailed Schedule Information • VoIP Project Website Updates • New DTR Resources • New Training Offerings • --Review of DTR Role & Responsibilities for a Successful Migration Event • --Lessons Learned from Other DTRs • --DTR Recognition Let’s Take Flight!

3. ________________________________________________________________________________________________________________________________________________________ Overall Project Schedule Project Remains on Schedule: -First Academic Migration began June 23rd -First Medical Migration began September 3rd -Building Migrations are Scheduled for Completion by September 30, 2015 60-Business Day/Just-In-Time Migration Plan for each “Flight” Up-front DTR ‘General’ Orientation Sessions + ‘Detailed’ Flight Training @ T-51

4. 60-Business Day Flights DTRs should be prepared to review completed data with PLs at T-20, with data fully locked by T-17! PLs are responsible for all aspects of a flight, from detailed DTR flight training thru day-after support; PAs assist as needed, primarily with phone placements, legacy phone removals, etc. DTRs are responsible for data & location verification and correct configuration for all phones.

5. Academic Flight Status Migrated: Cutover is complete Finalized: Phones have been placed; “Welcome” email sent; Migration will occur within days Locked: DTR has verified and finalized all day Normal: Data has been loaded into DTRDB for DTR verification Not Loaded: Data not yet loaded into DTRDB

6. Medical Flight Status Migrated: Cutover is complete Finalized: Phones have been placed; “Welcome” email sent; Migration will occur within days Locked: DTR has verified and finalized all day Normal: Data has been loaded into DTRDB for DTR verification Not Loaded: Data not yet loaded into DTRDB

7. Flight Schedule Academic Building Migration Schedule Groups 1, 2, and 3: Complete (89 buildings + residence halls) Group 4: 68% of buildings are in flight (within 60-business day pipeline) Groups 5 and 6: Not yet in flight; both Groups are tentatively scheduled for completion by May 2015 Group 7: Remaining Emergency & Elevator Phones; Northern Virginia Center – Schedule TBD

8. Flight Schedule Medical Building Migration Schedule Wave 1: Almost complete – 11 buildings (1 more flight in McKim Hall) Waves 2 and 3: All 26 buildings are in flight (within 60-business day pipeline) Wave 4: 1 out of 14 buildings is in flight, tentatively scheduled for December – March Wave 5: Not yet in flight; 17 buildings, tentatively scheduled for March – September

9. its.virginia.edu/telephone New Info Added

10. DTR Resources New! DTR Resources on project website: Orientation Session Slides Detailed Flight Training Slides DTRDB User Guide Instructions for Locating & Documenting Telephone Lines Instructions regarding Caller ID privacy configurations Fact Sheet re SCAs and BLFs Fact Sheet re Station Types These resources are intended to help DTRs correctly document departmental telephone requirements! www.its.virginia.edu/telephone/dtrresources.html

11. New DTR Resources Important! DTR Resources on project website: Orientation Session Slides Detailed Flight Training Slides DTRDB User Guide Instructions for Locating & Documenting Telephone Lines Instructions regarding Caller ID privacy configurations Fact sheet re SCAs and BLFs Fact sheet re Station Types Please follow these detailed step-by-step procedures for locating and verifying telephone numbers, including steps for addressing telephone numbers that don’t belong to your department!

12. New DTR Resources Alternate DTR assignments are now possible!

13. Distributed with Phone Training Offerings NEW • Carruthers 248 NEW

14. DTR Role Data Collection & Verification Communication to Peers & Colleagues Only DTR-verified telephone numbers will be migrated !! Up to 10 separate canned messages (Use them as provided, or tweak/combine to make your own!)

15. Critical Success Factors Verify all telephone numbers to be migrated (not just the #s in DTRDB, but all relevant telephone #s) Verify accurate location for all telephone numbers as part of verification (this is important for proper phone placement AND 911) Verify and record the proper Computing ID for all named extensions (inaccurate Computing IDs will result in “welcome” email delays, inability for users to access the new telephone system portal, etc. (NOTE: A Computing ID may only be assigned to one record. If a Computing ID is erroneously assigned to a given telephone number, it cannot be used for another telephone number.) Identify/consider all special-purpose telephone numbers (alarms, lab equipment, etc.) Carefully consider appropriate “station types” (whether FACs will be required, etc.) for all numbers, including FAX numbers ! Carefully review call coverage requirements Identify call centers, auto attendants, virtual numbers, software extensions, or any other special requirements, to your PL as soon as possible Identity “priority” telephone lines (for cutover night testing) as soon as possible Make arrangements for access to locked offices and spaces (for phone placements, priority testing at cutover, and legacy phone pick-up) Keep management and colleagues informed Migration requires effective collaboration between VoIP project team & DTRs

16. Understanding FACs & LD The VoIP project steering committee authorized the elimination of FAC requirements except in the case of international long distance calling - or – domestic long distance calling from a “public” station type (Note: Risk Management and Internal Audit participated in this decision) What is a “public” station type? You (in combination w/ your departmental management) get to decide! After migration, you ‘may’ change station type designations, however, changing between a public and a non-public station type, in the case of named extensions, results in a deletion & re-add of the associated user(s). This means that voicemail boxes are also deleted and re-added. *************************************************************** Long distance charges are still itemized and billed to departments!

17. Completed Migrations by “Station Type” 1756 ‘named’ extension users without FAC requirement (except for international LD) 285 ‘named’ extension users still requiring FAC for all LD

18. Only DTR-verified telephone numbers will be migrated. The VoIP project team will migrate telephone numbers & configurations exactly as requested in DTRDB. (If the VoIP team misses something that was specified in DTRDB, we are committed to addressing it as quickly as possible, on the next business day.) Telephone numbers missed or misconfigured by DTRs will be migrated/changed at a future date, per CSR request. This may result in delays in desired functionality, etc. NOTE: For “missed” numbers, CenturyLink requires at least 7 business days notice to migrate numbers !! A DTR/Management Meeting is being added as a new task/item to help management understand the time commitment and importance associated with the DTR role!

19. Lessons Learned from other DTRs: Susie Mccormick Meg Caldwell Ashley Hull

20. We’d like to thank and acknowledge all DTRs, especially those with completed flights who have earned their flight wings! If you missed the event, come by Carruthers 233 to get your VoIP t-shirt! Flight wings will be individually and separately mailed to DTRs with completed flights.

21. Follow-up questions may be submitted via the form on the project website or by contacting one of us: Dana German: dba4c@virginia.edu Shana Fabio (Academic flights): stf3d@virginia.edu Mark Jackson (Medical flights): rmj4r@hscmail.mcc.virginia.edu Today’s slides and summary meeting notes will be emailed to all DTRs!