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Cisco – VOIP Voice Over IP Phone System 7905 or new

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					          Cisco – VOIP (Voice Over IP)-
                  Phone System



    7905 (or new                                                                                                                       7940 (or
                  7906)                                                                                                               new 7941)


                                                           7960 (or new 7961)
                         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)
                                   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
                        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
                   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
                            VoIP System Structure
                                                                PSU
                                                             Integrated
                                  Call Manager Server         Backbone




                                 Verizon           Public
                                                 Telephone
                                                  Network
     AT&T



ECS - VOIP Phone Training
                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
                             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 phone via 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
                                  Cost Savings of VOIP
                               (Voice Over Internet Protocol)
   No monthly equipment maintenance
     Phones covered for one year (but warranty extended - PSU)
     Replacement cost is $100 additional to current cost
   Save $7 $8.50 per telephone line (from $18 to $11) $9.50*
   Save $4 $5.50 per 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
 No TSR work order fee                **add-ons require 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
       What are the Differences Between
       VOIP and Existing Phone System?
                     Merlin                     VOIP
       Existing Phone Feature                Phone Feature
 Intercom                       5-digit extensions used
 Answering Machines             Voice mail capability
                                (no individual answering machines)
                                    -Advantage: Check your voice mail
                                    using phone or through email
 Pooled/Shared Lines            Everyone would have his/her own
                                personal telephone number and voice mail
                                    -Advantages: Increased privacy; voice
                                    mail can be checked through email at
                                    home or remotely
ECS - VOIP Phone Training
                    Features Available
                                on the
                            VOIP Set/System
 •Features will vary depending
 on phone model
 •Some VOIP capabilities will
 be provided and controlled
 through University

ECS - VOIP Phone Training
         Standard Features - Supported
 Call forward busy             Hold
 Call forward not answered     Message waiting indication for
 Call forward programmable     voice mail subscribers
 Call pickup group             Recall / timed flash
 Call routing                  Transfer
 Dial Plan                     Volume control
   Using a five-digit plan        For speakerphone equipped
   within the University Park      models
   Campus.                      Touch tone dialing
 Display                       DTMF delivery
                                   DTMF, also known as touch-tone-
                                   -the audible sounds you hear when
                                   you press keys on phone
ECS - VOIP Phone Training
        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
Cisco IP Phone 7906 (replaces 7905)* (one-line)
                                                 •   LCD screen (1)
Provides a Single line set capable of two (2)
                                                      –   IP Phone "desktop" displays the time, date, your phone number, caller
simultaneous calls and four (4) interactive keys          ID, call status and the softkey tabs.
that guide a user through call features and      •   Phone Model (2)
functions.                                            –   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).
 *As of July 2006, 7906 model was                •   Handset (9)
                                                      –   Light at top of handset blinks when phone rings; remains lit to indicate
 being substituted with Model 7911,                       new voice messages.
 and replaced with Cisco’s Model                 •   Foot stand (10)
                                                      –   Allows the phone to stand at a convenient angle.
 7906 once released
       Single line, non-speaker phone with Message Waiting Indicator
 ECS - VOIP Phone Training
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 (formerly 7905)
                               features include:
                                    ─ multiple user-adjustable ring tones
                                    ─ A hearing-aid-compatible handset (meets
**Speed dials do not need to
                                    American Disabilities Act [ADA] requirements)
be programmed by TNS [user-         ─ G.711 audio algorithm for 64K audio
configured speed dial setup
available via web]             The phone also includes the following settings:
                                   ─ Display contrast
                                   ─ Call status
ECS - VOIP Phone Training
    Cisco IP Phone 7940 (or 7941) (2-line)
                                                        LCD screen
   Provides two (2) programmable line/feature           •     The IP Phone "desktop" which displays the time, date, your
   buttons capable of four (4) simultaneous calls             phone number, caller ID, line/call status and the soft key
                                                              tabs.
   and four interactive ‘soft keys’ that guide a user   Line or speed dial buttons
                                                        •     Opens a new line, speed dials the number on the LCD
   through call features and functions                        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 [?] button instead)
                                                        •     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
7940 (or 7941) - 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
       Soft Key Options:                               Disabilities Act [ADA] requirements)
            Redial                                     ─ G.711 and G.729a audio compression
            New Call                                   ─ Comfort noise generation and voice activity detection
            Call Forward All
            Hold
                                                       (VAD) programming on a system basis
            End Call                              The phone also includes the following settings:
            Resume                                     ─ Display contrast
            Answer
                                                       ─ Ring type
            Meet-Me Conference
            Pick-up                                    ─ Network configuration and network status
            Group Pick-up                              ─ Call status
            Transfer
            Park                  *You can mix & match phone lines & speed dials to total the number of lines
            Conference (Ad-hoc)   you have available on your phone model (2 lines total for 7940)
 ECS - VOIP Phone Training        **Speed dials & call forwarding can now be configured via the Web
    Cisco IP Phone 7960 (or 7961) (6-line)
                                                          LCD screen
 Provides six (6) programmable line/feature buttons       •      The IP Phone "desktop" which displays the time, date, your
 capable of (12) twelve simultaneous calls and four              phone number, caller ID, line/call status and the soft key tabs.
                                                          Line or speed dial buttons
 interactive ‘soft keys’ that guide a user through call   •      Opens a new line, speed dials the number on the LCD screen,
 features and functions                                          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 [?] button instead)
                                                          •      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
7960 (or 7961)-TNS Design: Lines/Speed Dials, Options
                                                             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          *You can mix & match phone
                                                                             5 Speed Dial (user configured)      lines & speed dials to total the
                                                                                                                 number of lines you have
                                                                     –     Template 2 option                     available on your phone model (6
                                                                             1 Primary directory number          lines total for 7960)
                                                                             1 Secondary directory number
                                                                             4 Speed Dial (user configured)** **Speed dials and call forwarding
                                                                                                                 can now be configured via the web
                                                                     –     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.
              Soft Key Options:
                      Redial
                      New Call
                                                             OPTIONS - Cisco IP Phone 7960 features include:
                      Call Forward All                               –   24 user-adjustable ring tones
                      Hold                                           –   A hearing-aid-compatible handset (meets American Disabilities
                      End Call
                                                                         Act [ADA] requirements)
                      Resume                                         – G.711 and G.729a audio compression
                      Answer                                         – Comfort noise generation and voice activity detection (VAD)
                                                                         programming on a system basis
                      Meet-Me Conference
                      Pick-up
                                                                     The phone also includes the following settings:
                      Group Pick-up                                  – Display contrast
                      Transfer                                       – Ring type
                      Park                                           – Network configuration and network status
                      Conference (Ad-hoc)                            – Call status


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
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
                            NOTE: Pricing for 7941 (2-line) and 7961 (6-line)
      line numbers
                            will be slightly increased from 7940 or 7960 models
                                          (approx. 10-20% increase)

ECS - VOIP Phone Training
             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
                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                          [SERVICES] button – Access other phone services
  scroll through options on screen to                         (Fast Dials (address-book feature-can be set up via
              select items                                    web)


[MESSAGES] button – access your voicemail                                      [Headset] button, [Mute] button,
  messages using your phone, set up your
                                            [Volume] buttons – touch           [Speakerphone] buttons – Use a
   password and record or change your
                                            right/left to increase or          headset, set phone to mute, use
         voicemail greeting, etc.
                                            decrease volume of ring            speakerphone

 ECS - VOIP Phone Training
                             Unified Messaging -
                            College ‘Unity’ server
                            [Sending Voice 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
             How Does My VOIP Phone
              Work with My Email???
                            How do my VoiceMail messages
                              get into my Email InBox?




ECS - VOIP Phone Training
University TNS (formerly OTC)                                                                                          College Servers
       ‘VOIP’ (Voice Over IP) Servers
                                                                       ‘Unity’ – Unified                           Exchange MAIL Server             College FAX Server
                                                                                                                   (College’s Email                 (handles incoming FAX’s and
                                     ‘Call Manager’                    Messaging Services
                                                                                                                                                    sends to mail server)
                                                                       (handles VOIP voice mail and                Server)
                                                                       ties to our mail server)



                                                                                                        Voice Mail                            Received
           Incoming Call
                                                                                                      Message sent to                        FAX sent to
                                                                                                       Email server                          Email server



                                                                                                                  Voice Message is saved as a .wav sound file




                                                                                                                                                                               FAX sent to
                                                                                                                                                                               FAXl server
                                           Incoming Call




                                                                             Voice Mail message




                                                                                                                                                                                Received
                                                                                                                  attachment; FAX is also a file attachment




                                                                                Unity server
                   OFFICE                                                                                HOME or Remote
                   (w/ VOIP phone)
     I can’t
     answer
                                                                                                            Location
   that-I’ll let
   voice mail
     pickup
                                                                                                                                                                          University
                                                                                                                                                            Centrex System
                                                           Incoming Call
                                                           No answer –




                                                                                                                                                                Incoming FAX
                                                           Voice Mail left

To check your voice mail, you can:

•ON PHONE--Use the [Messages] button                                                              At home or a remote location, to check your mail
           ** OR **                                                                               (email, voice mail, fax) , you can:
•USING EMAIL - Check your email (if an Exchange
client)                                                                                           •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
                            What’s Next?
• Steps to implementing the new
  phones:
       – Small meetings with
         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 new phone 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
       Questions
         ???
ECS - VOIP Phone Training
        Pre-Installation, Installation, & Post-
                      Installation
• PRE-Installation -
     What Happens BEFORE the
     phone is installed?
       –   ‘Informational’ meeting –
           TNS
              •   General information about
                  new VOIP phone system              • Installation –
                                                        –
                     –
                     –
                            Capabilities
                            Phone Models available
                                                            Phones installed
                                                            by TNS – new       • Post-Installation –
                     –      Timeframe
                     –      Plan to meet with
                                                            phones activated     What Happens AFTER the
                            Individual Areas
                                                                                 phone is installed
       –   TNS personnel will contact
           and meet with people within                                            –   Setup by User of:
           an area                                                                      •   Ring Type, Volume – under
              •   Determine phone                                                           [Settings]
                  configurations – work group
                  issues, etc., phone model                                             •   VoiceMail Greeting
                  requested                                                             •   VoiceMail
       –   Forms are completed –                                                        •   <any other settings>
           official request made
              •   6-8 weeks prior to
                                                                                  –   Download/Install Optional
                  implementation to obtain                                            ViewMail Setup for Outlook
                  phones                                                              Email client (optional)
       –   Training & documentation                                                     •   Information at
           provided                                                                         www.engr.psu.edu/unity/
                                                                                  –   Check Phone numbers &
                                                                                      test out phone
ECS - VOIP Phone Training
   Timeframe for VOIP Implementation
 • You may have already received info concerning implementation dates/times
           Action            Date(s) & Location                         Description
Informational Meetings –               Week 1                Brief informational meetings to provide
Introduction to VOIP                                         an overview of VOIP and its capabilities
                                                             (TNS & ECS (formerly CEDCC) staff)
Individual Group                       Week 2                Individual group meetings to
Meetings                                                     discuss/identify VOIP phone set
(within your area/dept)                                      requirements & line setup (TNS)
Submit phone set order &               Week 3                ITS submits phone set order and TSR
TSR
Training & Documentation     Weeks prior to actual phone     Phone demos and onsite training can be
available                    installation & activation day   provided by ECS (formerly CEDCC)
Closet equipment                       Week 12               ITS Telecommunications closet
installation                                                 equipment installation & patching cables
                                                             to identified faceplates
Phones placed within area              Week 13               VOIP phones placed in offices by ITS
& accounts configured                                        and accounts configured – phones NOT
                                                             activated
Phones activated – service             Week 14               ITS & Verizon move service over to the
cutover                                                      new VOIP phone sets – old phones would
                                                             not work after cutover
 ECS - VOIP Phone Training
           Cisco VOIP Phones




                            * * Quick Reference * *
                                 ECS – VOIP Training
ECS - VOIP Phone Training

				
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