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The approach to convert the campus telephone system to VoIP was endorsed by SITAB in March of 2012:
Acquire a new standards!based Enterprise Class VoIP telephone system ($2m in ITS Capital Budget). Distribute operational and cost responsibilities for the telephone system between units and ITS; completing the transition by 2016. Manage the transition: 1. IT governance committee to establish transition schedules 2. ITS Common Good funding to provide the planning and labor for transition 3. ITS to provide financing options for units to cover de!central capital conversion costs 4. Grandfather existing private telephone systems at their current scale. Additional investments in existing private systems will only be authorized on an exception basis by the Strategic IT Accountability Board. No more future distributed private telephone systems will be accepted. Adjust rates for the new system based on actual costs of providing telephone services and remove hidden subsidies: 1. Provide ITS Common Good funding for institutional copper!wired phones 2. Establish a task force to recommend Building Security System (BACS) maintenance !funding options 3. Determine which project to incorporate the costs of relocating the institutional copper lines when the Services Building is demolished

Purchase orders for the system have been made, and installation of the central portion is expected to be completed by December, at which time a planned deployment of the distributed components will commence.

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Oversee high-level deployment plans for the VoIP system.

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Determine the order of buildings for VoIP deployment Determine broad deployment strategy and schedule (ex: insource/outsource) Communications to campus Approve deployment rules and procedures, and their communications Approve end user VoIP instruments and softphones to be supported by ITS Approve broad VoIP service offerings within governance endorsements Ratify the new Voice Operations section required for the Network Operations Manual as approved by the AIC Approve Service Level Agreements (also part of Voice Operations section) between ITS and Units; and joint SLAs for the service to the end users Approve business procedure changes by ITS to adjust to new VoIP environment (including billing, provisioning, pricing review, etc)

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Milestone/Deliverable Target Date

Project kickoff meeting, scope and charter discussion Central system installation schedule Insource/outsource for building deployment decision Criteria for building selection order for VoIP deployment Approve VoIP instruments selection Begin campus communications concerning project SmartVoice replacement schedule (ahead of VoIP deployment) Decentral deployment staffing acquired or RFP complete Deployment Methodology Early Testing Building deployment schedule Rate review Deployment rules and procedures First set of surveys for deployment begins Voice Operations section for NetOpsMan First deployments begin Reporting status to Deployment Committee 25% completed 50% completed 75% completed 100% completed Institutional lines completed Project completed

July 2012 July 2012 August 2012 September 2012 September 2012 October 2012 October 2012 November 2012 December 2012 December 2012 December 2012 December 2012 January 2013 January 2013 February 2013 March 2013 Starting Qtrly TBD TBD TBD TBD TBD By end 2016

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The scope of this project is to oversee, at a high level, the deployment of the new VoIP system in units across campus. Implementation will be managed by ITS.

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Rules and procedures necessary to replace 23,000 instruments in finite time Deployment timelines Communications Rate reviews Telephone service bundles Distributed management capabilities for units Billing 911 and other safety issues Service Level Agreements Mobility (single number reach and smartphone clients) Exceptions

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Integration with other services and systems (ex: DAS and cellular systems, Microsoft Lync, Adobe Connect) Additional services Unified communications Network infrastructure investments beyond the scope of the VoIP project

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Role Name(s)/Title(s) Responsibilities

Executive Sponsor(s)!

Brad Englert, CIO!

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ITS Management Project Manager!

William Green

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Business Leads Technical Leads!

Sandra Germenis Jay Riekenberg (Voice); Ryan Moore (Network)!

Working Group!

Technical: David Burns; Bob Gloyd; James Lewis; Toren Smith; Charles Soto; Business: TBD 1; TBD 2; Darla Chapman William Green, Working Group Chair;

Executive Committee!

John Ekerdt; Mark McFarland; Joe TenBarge; Bill Throop University Ops; Sponor; Working Group Chair!

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The project will determine the facilities and technologies needed for deployment.

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The acquired system will meet all needs to replace the existing phone system. Grandfathered distributed voice services will be supported and converted to SIP trunking on the new system (any decentral costs born by units). Units will work with the deployment team to implement the new system as the task force has scheduled. Unit networks are capable of being expanded to support this new use. Unit budgets or financing will be available to meet the establish schedules. ITS will be able to acquire sufficient manpower for the deployment. Unit TSC (Technical Support Coordinators) and other unit staff have sufficient resources to respond to the deployment team as required when a building is undergoing conversion. Unit TSCs are able to operate the distributed portion of the VoIP system once it has been turned over to them (complying with Voice Operations section in Network Operations Manual) Rate review for the new rates will be completed in 2012. The necessary tools and management systems will not be available to the early deployments.

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All units on campus will be impacted by this deployment. Expect phases include: Initial survey: deployment team will need access to inspect all existing phone locations, potentially requiring unit staff and disturbing building occupants, and make mappings of cabling and network resources. Option selection: deployment team will provide unit with options and costs for the new VoIP system in their building based on survey findings, and the unit will need to make selections within a fixed timeframe. Purchase and construction: deployment team will issue purchases and work orders from units funds or financing (incurred debt by the unit and approvals by their business staff). Construction, such as cable installation or data closet modification, could disturb building occupants and require planning and access by unit facility staff. Deployment: deployment team will replace all phones in the building; requiring access and disturbing building occupants and briefly disrupting their voice communications. Training sessions will be provided on the new system for occupants taking time from their normal

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activities. The team will install necessary network equipment and make changes in data closets. TSCs:The team will train TSCs on VoIP system operations taking time from their normal activities and adding new tasks to their regular duties. Institutional lines: there may be impact to services requiring institutional lines, such as elevators and support spaces, while those services are re-routed. Staff will need to learn how to use the new VoIP system, which has additional features and options not present in the existing system.

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ITS staffing Unit TSC staffing Department networks Any construction timelines if construction is needed

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Obtaining needed staffing (insourced or outsourced) Ability for units to allocate resources to respond as required by the schedule Distributed management capability for the units to interact with the new system Establishing proper 911 support Changing out voice mail system during VoIP project (if necessitated by in/outsourcing decisions)

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Version Date Description

V 1.3 V 1.5 V 1.6

June 28, 2012 July 9, 2012 July 29, 2012

Initial draft completed Review/markup by Working Group Review/markup by Executive Committee

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Formal written signoff. Name Role Signature Date

Brad Englert William Green Executive Committee

Executive Sponsor Working Group Chair John Ekerdt; Mark McFarland;

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