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ETS: VoIP/Telephones

 

VoIP/Telephones

New Telephone System Deployment

Foothill-De Anza Telephone System Replacement Project funded by Measure C

Goal: Replacement of the District Telephone System with a new modern Unified Communications system including voice mail, E911 support, and telephone handset devices.

Major Milestones

-RFP Completed February 2016

-Board Approval March 7, 2016

-Purchase Order completed March 29, 2016 - Contract, SOW, and Equipment Order

-Kick off Meeting April 13, 2016

-Final Design and Configuration Planning meetings:  April - June, 2016

-Network Readiness:  May - June, 2016

-Users choose Desk or Software-based Phone: June 2016 - Completed

   Note:  Software-Based phones work on both Apple/MAC and Windows computers

-Users who chose Software-based phones choose USB Headset:  July 15 - August 5, 2016

-System installation, configuration and Pilot test: June - August 2016

-ETS Department Migrate to new Phone System (proof of concept) - August 29, 2016

-Foothill and Sunnyvale campuses Department meetings: August 2016

          -Verify employee extensions, locations and use of the current telephone system. Discuss options available with the new telephone system.

-De Anza campus Department meetings:  September-October 2016

          -Verify employee extensions, locations and use of the current telephone system. Discuss options    available with the new telephone system.

-Sunnyvale Site Deployment:   September 2016

-Classroom Telephone Deployment: September - November 2016

-Foothill and De Anza Campuses Deployment:  October  - December 2016

-Migrate Blue Light emergency, elevator and services lines to the new system:  January/March 2017

-Clean Up and Close Out April-September 2017

-ETS Staff Training June 2017

-Complete deployment of services: Roll Out September 2017 (Instant Messaging/Presence; Jabber Mobile App; Fax Server

 


 

Key Project Details

 

User training
 

Training will be provided on how to use new telephones.  An email will be sent the week of October 3rd to sign up for hands-on training.  Or you can Click Here to sign up.

Training sessions will be held in the FH Campus Bldg D120 ETS Training Room (was the DOB bldg) on the following days: 

October: 10, 11, 17, 24, 25

November: 1, 8 1pm-2pm session only, 15 1pm to 2pm session only

Training sessions will be held in the DA MLC Staff Development Computer Training Room (NW 2nd floor) on the following days: 

October: 31 both sessions

November: 7, 8 9am to 10am session only; 14, 15 9am to 10am session only, 28

 

 

OCTOBER 21, 2016

DE ANZA CAMPUS TELEPHONE SERVICE OUTAGE 6AM TO 7AM

This Friday October 21st 6 AM to 7 AM, there will be a Telephone Service Outage for the De Anza campus.

During this outage, you will still be able to successfully dial 911 from a Fujitsu phone.

 

 

August 12, 2016
 
Software-based telephone users to complete OS type and version survey:

 

If you selected the Software-Based telephone to use with the new Telephone VoIP system, please complete the Operating System survey.

There is a minimum operating system version required for the Jabber application, which is the software-based telephone. Since some employees have two computers, we need you to tell us the operating system type and version of the district/college provided computer you will use for the software-base telephone.

 

Using the link below, please complete the survey by September 6, 2016:

 

https://www.surveymonkey.com/r/N7RB3XH

 

 

 

 

August 12, 2016

Planned Telephone Service Outage for Friday August 12th for De Anza, Foothill and Middlefield campuses

This is in preparation for the new VoIP telephone system migration.

Foothill and Middlefield Campuses:

9am to 12noon Friday August 12th

What will happen during this time period:

-If you are using the telephone during this outage period, your call may be disconnected when the team is making configuration changes in order to connect the current telephone system to the new VoIP system for the phased deployment.

De Anza Campus:

9am to 5pm Friday August 12th

What will happen during this time period:

-If you are using the telephone during this outage period, your call may be disconnected when the team is making configuration changes in order to connect the current telephone system to the new VoIP system for the phased deployment.

 

 
July 22, 2016

 

Planned Telephone Service Outage:

Friday July 22, 2016 for Foothill and Middlefield Campuses expect a telephone service outage between 9am and 12 noon.

Middlefield campus telephones are dependent on the Foothill campus PBX system.

De Anza Campus Phone system will remain fully functional.

Partial phone service will be available for Foothill and Middlefield Campuses:

-You will still be able to call 911

-You will be able to make on campus calls and also call De Anza campus and vice versa.

This means:

-For In Coming calls from the outside on the Foothill and Middlefield campuses, the phones will just ring for the caller - no ring through to the phone; no ability to leave voice mail.

-At Foothill and Middlefield campuses you will not be able to make any Off Campus/Outgoing calls.

ETS does not expect the outage to last 3 hours, unless we run into a problem.

 

 
July 15, 2016

 

USB Headset Selection for Software-Based Telephone Users:

Users who have chosen the software-based telephone (Jabber app), will choose a USB headset via a survey starting July 15, 2015.  The survey will close August 5, 2016. 

Here is the link to the survey:

https://www.surveymonkey.com/r/XJXGRC3

 
June 3, 2016
Desk and Software-based telephone Hands-on Demonstrations and Making the Selection  June 6 - June 30

Employee Action Required: DUE BY: June 30, 2016

Based on the user survey and direction from the Executive Steering Committee, the type of telephone is chosen in the following manner:

1. Executives/Managers/Deans/Supervisors with an Administrative Assistant: No Action Required.

2. Managers/Deans/Supervisors without an Administrative Assistant: Complete Survey to select the phone type for your individual use (within the same survey as for teams).

3. Full Time Faculty: Complete Survey to select phone type for your individual use.

4. For Staff: The manager or supervisor of the department completes the Survey to select the phone type for each team, not individual staff.

5. Part Time Faculty/Temporary/Seasonal employees: No Action Required.

 

Link to the survey to make your selection:

https://www.surveymonkey.com/r/63YKPCS

 

Demonstration Locations:

Demonstration phones will be available to "Try Before You Decide" Monday June 6 through Thursday June 30 at the locations and times listed below.

 

Live Vendor Demonstrations of the Various Features and Functions:

Thursday June 16 1pm to 2pm:  FH ETS Training Room D120 (Old Board Room)

Thursday June 23 1pm to 2pm:  Faculty and Staff Computer Lab (MLC building, upper floor)

 

Self-Guide Demonstrations limited to calling between the demo phones are Available at these Locations:

Foothill Campus: ETS building D120 Training Room:

Training Room Hours: Monday - Friday 8:30 to 4:30pm

 Exceptions: Not available these days and times due to scheduled training and events:
-Every Thursday 8am-9am
-Wednesday June 8 11:30-2:30
-Thursday June 9: 2:30pm-4:30pm
-Tuesday June 21: 3pm-5pm

Additional Times the D120 ETS Training Room  is NOT AVAILABLE due to newly scheduled training:

Tuesday June 14:  3PM to 5PM

 

De Anza Campus: Faculty and Staff Computer Lab (MLC building, upper floor):

 Faculty and Staff Computer Lab Hours: Monday - Friday: 8:30am to 4:30pm

 Exceptions: Not available these days and times due to scheduled training and events:
-Every Tuesday Afternoon
-Monday, June 6: 2:30pm-3:30pm
-Friday, June 10: 1:30pm-3:30pm
-Friday, June 17: 11:00pm-12:30 pm

Additional Times the Faculty and Staff Computer Lab is NOT AVAILABLE due to newly scheduled training:

Wednesday, June 22: 1:30pm-3:30pm
Friday, June 24: 8:30am-10:30am
Friday, June 24: 2:00pm-4:00pm

 

Videos:

How to Use the Desk Phone:  https://youtu.be/iT3PUye6bbc

How to Use the Software-based Phone:  https://youtu.be/eCsZ_29c69A

Please note:  At the end of the video it talks about starting a Webx.  The district did not purchase Webx for video conferencing because Zoom video conferencing is free for CCs:

http://ets.fhda.edu/getting-help/staff/_documents/zoom.html

 

USB Headsets for Software Phones

If you choose a software phone, headset choices will soon be posted here and instructions will be provided on how to submit your choice.

 

Previous Postings:

May 7, 2016:

A NEW TELEPHONE SYSTEM IS COMING

The current district Fujitsu telephone system will be replaced with a new Cisco Unified Communication Manager (CUCM) platform this summer and fall. Most of you know this as the new VoIP Telephone system. The CUCM will be demonstrated in June, followed by full production in August at the new Foothill Sunnyvale Center, and then replacement of the Fujitsu phones in September and October at the De Anza and Foothill campuses. This email informs you about the choices and actions you and your department will be making in the next months.

ACTION EVERYONE MUST TAKE IN THE MONTH OF JUNE

This is not "just another phone system." There is a choice of telephone type either a new desk phone or a software-based phone running on your laptop/desktop using a USB connected headset. Everyone has the opportunity for hands-on testing of the demonstration hardware during the month of June at
De Anza and Foothill. Location and dates for the hands-on testing and how to communicate your choice of phone will be provided in another project update.

Based on a user survey and guidance from the executive steering committee, your choice of phone is determined in the following way:

1) Department managers and supervisors: Will choose the type of phone for their team based on feedback from team members.
2) Full-Time Faculty: Individual full-time faculty will have the choice of phone type. (NOTE: part-time faculty will continue to receive only a voice mail box)
3) Executives/Deans/Managers/Supervisors with an Administrative Assistant: By default the manager and administrative assistant will receive the multi-line desk phones. See #1 above if you are a manager who does not have an administrative assistant.

LEARNING HOW TO USE THE NEW PHONE SYSTEM

Training classes will be provided shortly before your new phone is scheduled for installation. Online training videos will be made available to help you learn the new communications features. We encourage everyone to attend the in person training to learn the new features for:
• Desk phones and software-based phones
• Instant Messaging (IM) and Presence, and screen sharing in Cisco Jabber software on your computer.
• Managing your voice mail within email.
• Multi-line phones
• Emergency Notification broadcasts to phones