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  1. 7960 (or new 7961) Cisco – VOIP (Voice Over IP)- Phone System 7940 (or new 7941) 7905 (or new 7906) Informational Session The Pennsylvania State University - College of Engineering Electronic & Computer Services (ECS) (ECS Overview & Training – 2006-2007-2008) L:\trgdocs\Phones-VOIP-Cisco\Cisco-IP-Phone-Informational-Session-2004.ppt (revised 11/15/05, 03/06/06, 07/07/06, 08/15/07 ,06/17/08 - sbp)

  2. Introduction • Jerry Stimely (or other TNS staff) – ITS Communication Analyst • ITS – Information Technology Services • TNS - Telecommunications & Networking Services • Tom Long – College of Engineering VOIP contact • ECS (Electronic & Computer Services) • In charge of the College’s Unity ‘Unified Messaging’ Server (Voice mail into Email) • Sue Pysher & Maria Ruth – College training • ECS (Electronic & Computer Services) • In charge of providing training for users on new phone system • Training and documentation will be provided to users ECS - 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 ECS - 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.) ECS - VOIP Phone Training

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

  6. What is the College Doing with VOIP? • The College of Engineering implementing 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 College’s Mail Server • Users will have ability to pull up voice mail as an email attachment • Users MUST have a College email account to use this feature • Future? • College may at some point provide a FAX Server to port FAX’s received into the College’s Mail Server • Once this service is available, users would have the ability to pull up FAX’s they receive as an email attachment ECS - VOIP Phone Training

  7. User Advantages of VOIP(Voice Over Internet Protocol) • VoiceMail messages can be ported to your email client (must be an Exchange client) • You can receive your VoiceMail messages anywhere by simply logging into your email either at the office or from a remote location (home, hotel, etc.) • *OR* by calling the College’s phone number (814-865-2700) and entering your ID (5-digit office phone number) & password to gain access to your Voicemail, as well as your email messages • Use Directory Services through your phone to search for PSU phone numbers (available as of March 2006) • University will make information available from Penn State LDAP server - search for phone numbers directly from your VOIP phone • Configure your phonevia the Web (available as of June 2004) • You can configure your own speed dials and also set call forwarding via your Web Browser from any location - https://voip.psu.edu • Note: This web functionality may not be available for all models ECS - VOIP Phone Training

  8. Cost Savings of VOIP(Voice Over Internet Protocol) • No monthly equipment maintenance • Phones covered for one year (butwarranty extended - PSU) • Replacement cost is $100 additional to current cost • Save $7 $8.50per telephone line (from $18 to $11) $9.50* • Save $4 $5.50per TNS voice mail box (from $8 to $4) $2.50 • NO monthly charge for ‘Unified Messaging’ in College (voice mail to email service) • http://tns.its.psu.edu/admin/TNSPricing.html#po *TNS cost adjustment as of 06/2008 Phone pricing (as of 08/2007):Note: $100 Credit on new phones expires on June 30, 2009 Model 7905 - $47 (see 7906)* Add-on modules (7914):** Model 7940 - $227 $179 * 1 add-on - $354 $289.80 Model 7960 - $287 $239 * 2 add-ons - $646 $529.80 NoTSR work order fee **add-onsrequire a 7960 NEW 7941 ($227) & 7961 ($287)models (enhanced features) replace 7940 & 7960 NEW 7906($65) phone model (enhanced features)replaces Model 7905 (this model was being temporarily substituted with model 7911 – July 2006) ECS - VOIP Phone Training

  9. What are the Differences Between VOIP and Existing Phone System? ECS - VOIP Phone Training

  10. Features Availableon the VOIP Set/System Features will vary depending on phone model SomeVOIP capabilitieswill be provided and controlled through University ECS - VOIP Phone Training

  11. Standard Features - Supported • Hold • Message waiting indication for voice mail subscribers • Recall / timed flash • Transfer • Volume control • For speakerphone equipped models • Touch tone dialing • DTMF delivery • DTMF, also known as touch-tone--the audible sounds you hear when you press keys on phone • Call forward busy • Call forward not answered • Call forward programmable • Call pickup group • Call routing • Dial Plan • Using a five-digit plan within the University Park Campus. • Display ECS - 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 – 7906*, 7940/7941* & 7960/7961* *New enhanced models 7941 and 7961 (lighted line buttons/higher resolution screens) [available as of 2006] – In addition, 7905 model is now replaced with7906 model – some phones temporarily substituted by7911 model (07/2006) until Cisco released 7906)] ECS - VOIP Phone Training

  13. Cisco IP Phone 7906 (replaces 7905)* (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 (1) • IP Phone "desktop" displays the time, date, your phone number, caller ID, call status and the softkey tabs. • Phone Model (2) • Indicates model of your phone. • Soft keys (3) • Softkeys display functions along bottom of LCD screen—functions change depending on status of your phone (for example, if phone is active or idle). • Navigation Button (4) • Enables you to scroll through text, highlight menu items, & select calls displayed on LCD screen. Also provides access to speed dial numbers. • Menu Button (5) • Displays menu that provides access to voice mail, phone logs and directories, settings, and services. • Hold Button (6) • Places a call on hold and resumes a call on hold. • Keypad (7) • These buttons work exactly like those on any telephone. • Volume Button (8) • Increases/decreases handset/speaker volume; controls ringer volume (if on-hook). • Handset (9) • Light at top of handset blinks when phone rings; remains lit to indicate new voice messages. • Foot stand (10) • Allows the phone to stand at a convenient angle. *As of July 2006, 7906 model was being substituted with Model 7911, and replaced with Cisco’s Model 7906 once released Single line, non-speaker phone with Message Waiting Indicator ECS - VOIP Phone Training

  14. 7906 - TNS Design: Lines/Speed Dials, Options • The Cisco IP Phone 7906 (replacement for 7905)is configured with 1 Directory number and 4 speed dials**. • Standard phone template for TNS deployment • 1 Primary Directory number • 4 Speed Dials (user configured)** • OPTIONS – Cisco IP Phone 7906 (formerly7905) features include: • multiple user-adjustable ring tones • A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) • G.711 audio algorithm for 64K audio • The phone also includes the following settings: • Display contrast • Call status **Speed dials do not need to be programmed by TNS[user-configured speed dial setup available via web] ECS - VOIP Phone Training

  15. Cisco IP Phone 7940 (or 7941)(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 [?] buttoninstead) • 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. ECS - VOIP Phone Training

  16. 7940 (or7941) - 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 1 Primary Directory number 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) **Speed dials & call forwarding can now be configured via the Web ECS - VOIP Phone Training

  17. Cisco IP Phone 7960(or 7961) (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 [?] buttoninstead) • 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. ECS - VOIP Phone Training

  18. 7960 (or 7961)-TNS Design: Lines/Speed Dials, Options *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) **Speed dials and call forwarding can now be configured via the web 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 • 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. ECS - VOIP Phone Training

  19. NEW Enhanced Models Released – 7941 and 7961 Lighted Line Buttons & Higher Resolution Screen New models (available 2006) NEW - Lighted line buttons Green– local call active Red – In use on another phone Amber– incoming call NEW – higher resolution screen – easier to see line numbers NOTE: Pricing for 7941 (2-line) and 7961 (6-line) will be slightly increased from 7940 or 7960 models (approx. 10-20% increase) ECS - VOIP Phone Training

  20. 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 (you can now configure your own) • Pick-Up Groups • Call Forwarding Paths • Unified Messaging • Voicemail to College mail server ECS - VOIP Phone Training

  21. Recap of Your New Phone’s Features Line buttons – the # of lines will depend on your phone model – this is a 7960 6-line phone (the buttons can be set up as your main phone line, other line appearances, or speed dials) ‘Soft’ keys – options will change depending on what you’re doing at the time [DIRECTORIES] button – View ‘Missed Calls,’ ‘Received Calls,’ ‘Placed Calls,’ and access Penn State Directory to search for PSU phone numbers [SETTINGS] button – Set your ‘ring’ type, change contrast of LCD screen, etc. Navigation button – use ▲▼ arrows to scroll through options on screen to select items [SERVICES] button – Access other phone services (Fast Dials (address-book feature-can be set up via web) [MESSAGES] button – access your voicemail messages using your phone, set up your password and record or change your voicemail greeting, etc. [Headset] button, [Mute] button, [Speakerphone] buttons – Use a headset, set phone to mute, use speakerphone [Volume] buttons – touch right/left to increase or decrease volume of ring ECS - VOIP Phone Training

  22. Unified Messaging - College ‘Unity’ server[SendingVoice Mail to Email] • Tom Long (ECS – College of Engineering) • Administrator for the Unity server in College • College of Engineering - Unity ‘Unified Messaging’ Server • Set up to port voice mail to the email server in College • Users must have a College of Engineering mail account to use the unified messaging capability • Future? - FAX Server (possible consideration) • FAX capabilities - FAX’s received could be ported to College email server as attachments ECS - VOIP Phone Training

  23. How Does My VOIP Phone Work with My Email??? How do my VoiceMail messages get into my Email InBox? ECS - VOIP Phone Training

  24. University TNS (formerly OTC)‘VOIP’ (Voice Over IP) Servers CollegeServers College FAX Server (handles incoming FAX’s and sends to mail server) ‘Unity’ – Unified Messaging Services(handles VOIP voice mail and ties to our mail server) Exchange MAIL Server (College’s Email Server) ‘Call Manager’ Voice Mail Message sent to Email server Received FAX sent to Email server Incoming Call Received FAX sent to FAXl server Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment Incoming Call HOME or Remote Location Voice Mail message Unity server I can’t answer that-I’ll let voice mail pickup OFFICE (w/ VOIP phone) 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 EMAIL - Check your email (if an Exchange client) • At home or a remote location, to check your mail (email, voice mail, fax) , you can: • Call 814-865-2700 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 email (if an Exchange client) • ENGR: https://mail.engr.psu.edu/exchange/ ECS - VOIP Phone Training

  25. What’s Next? • Steps to implementing the new phones: • Small meetingswith 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 newphone installation date • While current phones continue to work • Actual phone service change day • The date when the new phones become activated ECS - VOIP Phone Training

  26. VOIP Questions ??? VOIP ECS - VOIP Phone Training

  27. 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 Pre-Installation, Installation, & Post-Installation • Post-Installation –What Happens AFTER the phone is installed • Setup by User of: • Ring Type, Volume – under [Settings] • VoiceMail Greeting • VoiceMail • <any other settings> • Download/Install Optional ViewMail Setup for Outlook Email client (optional) • Information at www.engr.psu.edu/unity/ • Check Phone numbers & test out phone ECS - VOIP Phone Training

  28. Timeframe for VOIP Implementation • You may have already received info concerning implementation dates/times ECS - VOIP Phone Training

  29. Cisco VOIP Phones * * Quick Reference * * ECS – VOIP Training ECS - VOIP Phone Training