7910

79107940

7960

Cisco – VOIP (Voice Over IP)- Phone System

The Pennsylvania State University - College of Engineering Electronic & Computer Services (ECS)

(formerly Center for Electronic Design, Communications & Computing - CEDCC)

(ECS Overview & Training – 2003)L:\trgdocs\Phones-VOIP-Cisco\Cisco-IP-Phone-Informational-Session.ppt (revised 08/07/03 - sbp)

Informational

Session

CEDCC - VOIP Phone Training

IntroductionIntroduction

• Jerry StimelyJerry Stimely – ITS Communication Analyst– ITS – Information Technology Services

• Tom LongTom Long – College VOIP contact – ECS (formerly CEDCC)

• In charge of the Unity ‘Unified Messaging’ Server (Voice mail into Email)

• Sue Pysher & Amy GrattanSue Pysher & Amy Grattan – College training– ECS (formerly CEDCC)

• In charge of providing training for users on new phone system– Training and documentation will be provided to users


What is What is VOIP?VOIP?• Voice Over Internet Protocol

– A telephone system which takes advantage of the existing data network combining elements of current telephone and data technologies


VoIP System StructureVoIP System Structure• Utilizes Utilizes existing Integrated existing Integrated BackboneBackbone

• Distributed architectureDistributed architecture

• Primary Components:Primary Components:• IPIP telephones telephones

• Gateways Gateways to the public phone to the public phone networknetwork

• Call managementCall management servers servers

• Specialized serversSpecialized servers (voice (voice mail, etc.)mail, etc.)


VoIP System StructureVoIP System Structure

PSUIntegratedBackbone

Public Telepho

ne Network

Call Manager Server

Verizon

AT&T


What is the What is the College Doing with College Doing with VOIPVOIP??

• The College of Engineering is beginning to implement 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 the College’s Mail Server

• Users will have the ability to pull up voice mail as an email attachment

• Users MUST have a College email account to use this feature

• The College is also planning to provide a FAX Server to port FAX’s received into the College’s Mail Server

• Once this service is available, users will have the ability to pull up FAX’s they receive as an email attachment


User AdvantagesUser Advantages of of VOIPVOIP (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 (814-865-4900) and entering your security ID # to gain access to your Voicemail, as well as your email messages

Use Directory Services through your phone to search for PSU phone numbers (future – will soon be available)– University will make information available from the Penn

State LDAP server• You can search for phone numbers directly from your VOIP

phone


Cost Savings Cost Savings of of VOIPVOIP (Voice Over Internet Protocol)

No monthly equipment maintenancePhones are covered for one yearReplacement cost is $100 additional to current cost

Save $7 per telephone line (from $18 to $11)Save $4 per TNS voice mail box (from $8 to $4)NO monthly charge for ‘Unified Messaging’ in

College (voice mail to email service)

Phone pricingPhone pricing (as of 06/2003): Model 7910 - $77 Add-on modules (7914):* Model 7940 - $227 1 add-on - $354 Model 7960 - $287 2 add-ons - $646

TSR work order fee $35 *add-ons require a 7960


What are the What are the DifferencesDifferences Between Between VOIPVOIP and and Existing Phone System?Existing Phone System?

MerlinExisting Phone Feature

VOIP 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


Features AvailableFeatures Available on the on the

VOIP Set/SystemVOIP Set/System•Features will vary depending on phone model

•Some VOIP capabilities will be provided and controlled through University


Standard FeaturesCall forward busyCall forward not answeredCall forward programmableCall routingFive digit dialing on campusCaller ID displayHoldMessage waiting indicatorRecallThree-way callingTouch-tone dialingOn-hook dialingCall pick-up groups

TransferVolume control for station and ringingCall parkCall statusCall waitingDistinctive ring for on-campus vs. off-campusVarious ring settingsLast number redialMeet-me conferencingConference callingSpeed dialUtilize system-wide authorization codes


Cisco Phone Models

Let’s take a look at the various VOIP phone models that are available and their features

[Available Models - 7910, 7940 & 7960]


Cisco IP Phone 7910 (one-line)LCD screen (2)• The IP Phone "desktop" which displays the time, date, your phone

number, caller ID, line/call status and the soft key tabs.

Line button (3)• Opens a new line, speed dials the number on the LCD screen, or

ends a call.

Hold, Transfer, Conference, Forward (4, 5, 9, 10)• Commonly used call features

Messages, Redial (8, 11) • User convenience features

Volume buttons (14)• Increases or decreases the volume for the currently active voice

receiver: handset, or speakerphone. The volume keys also control the ringer volume (if on-hook), and the contrast of the LCD.

Function toggles (12, 13)• Toggles the speaker, and mute functions on and off.

– (Note the speaker function is call monitor only)

Dialing pad (16)• Press the dial pad buttons to dial a phone number. Dial pad buttons

work exactly like those on your existing telephone.

Handset (1)• Lift the handset and press the dial pad numbers to place a call,

review voice mail messages, answer a call, and so forth.

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.

NO speaker phone capability on this phone & no LCD screen like other 2 models


7910 - TNS Design: Lines/Speed Dials, Options

The Cisco IP Phone 7910 is configured with 1 Directory number and two speed dials**.

−Standard phone template for TNS deployment

1 Primary Directory number 2 Speed Dials (user configured)**

OPTIONS – Cisco IP Phone 7910 features include:

─ 2 user-adjustable ring tones ─ A hearing-aid-compatible handset (meets American Disabilities Act [ADA] requirements) ─ Comfort noise generation and voice activity detection (VAD) programming on a system basis

The phone also includes the following settings:─ Display contrast ─ Call status

**Speed dials on this 7910 model MUST be programmed on the phone by TNS


Cisco IP Phone 7940 (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 [?] 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.


7940 - TNS Design: Lines/Speed Dials, OptionsThe Cisco IP Phone 7940 can be configured with 2-

Directory numbers or two speed dials*.

─ Standard phone template for TNS deployment1 Primary Directory number1 Speed Dial (user configured)**

– Template 2 Option1 Primary Directory number2nd Directory Number (same as PDN or other)No speed dials

Soft Key Options:RedialNew CallCall Forward AllHoldEnd CallResumeAnswerMeet-Me ConferencePick-upGroup Pick-upTransferParkConference (Ad-hoc)

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

*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)

**TNS must currently configure speed dials


Cisco IP Phone 7960 (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 [?] 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.


7960 - TNS Design: Lines/Speed Dials, OptionsThe 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 number5 Speed Dial (user configured)

– Template 2 option1 Primary directory number1 Secondary directory number4 Speed Dial (user configured)**

– Template 3 Option3 (or 4 or 5 or 6) Appearances of the same Primary directory

number3 (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:RedialNew CallCall Forward AllHoldEnd CallResumeAnswerMeet-Me ConferencePick-upGroup Pick-upTransferParkConference (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.

*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)

**TNS must currently configure speed dials


What What YouYou Need to Determine for Need to Determine for Your New Phone SetYour 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

– Pick-Up Groups

– Call Forwarding Paths

– Unified Messaging• Voicemail to College mail

server


Unified Messaging - College ‘Unity’ server [Sending Voice Mail to Email]

• Tom Long (ECS – formerly CEDCC)– 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

• FAX Server to be installed (future capability)– FAX capabilities would also be available

• FAX’s received could be ported to College email server as attachments


How Does My VOIP Phone How Does My VOIP Phone Work with My Email???Work with My Email???

How Does My VOIP Phone How Does My VOIP Phone Work with My Email???Work with My Email???

How do my VoiceMail messages get into my Email

InBox?


HOME or Remote

LocationOFFICE(w/ VOIP phone)

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/

University TNS (formerly OTC) ‘VOIP’ (Voice Over IP) Servers

Incoming CallNo answer –

Voice Mail left

Incoming CallNo answer –

Voice Mail left

College Servers‘Unity’ – Unified Messaging Services (handles VOIP voice mail and ties to our mail server)

Exchange MAIL Server(College’s Email Server)

Vo

ice

Mai

l mes

sag

eU

nit

y se

rver

Voice Mail Message sent to

Email server

Voice Mail Message sent to

Email server

I can’t answer that-I’ll let voice

mail pickup

Incoming CallIncoming Call

Inco

min

g C

all

To check your voice mail, you can:

•ON PHONE--Use the [Messages] button ** OR **•USING EMAIL - Check your email (if an Exchange client)

‘Call Manager’

Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment

ReceivedFAX sent toEmail server

ReceivedFAX sent toEmail server

Received

FA

X sen

t toF

AX

l serverCollege FAX Server (handles incoming FAX’s and sends to mail server)

Inco

min

g F

AX

University

Centrex System

https://mail.engr.psu.edu/exchange/




What’s Next?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


Questions

? ? ?

VOIP

VOIP


Pre-Installation, Installation, & Post-Installation

• PRE-InstallationPRE-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

• InstallationInstallation – – Phones installed

by TNS – new phones activated

• Post-InstallationPost-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 VoiceMail Setup for Email client (optional)

• Information at www.engr.psu.edu/unity/

– Check Phone numbers & test out phone

http://www.engr.psu.edu/unity/

http://www.engr.psu.edu/unity/


Timeframe for VOIP Implementation• You may have already received info concerning implementation dates/times

Action Date(s) & Location DescriptionInformational Meetings – Introduction to VOIP

Week 1 Brief informational meetings to provide an overview of VOIP and its capabilities (J. Stimely & ECS (formerly CEDCC) staff)

Individual Group Meetings(within your area/dept)

Week 2 Individual group meetings to discuss/identify VOIP phone set requirements & line setup (J. Stimely)

Submit phone set order & TSR

Week 3 ITS submits phone set order and TSR

Training & Documentation available

Weeks prior to actual phone installation & activation

Training on phones provided in Training Lab (153J Hammond) ECS (formerly CEDCC)

Closet equipment installation

Week 12 ITS Telecommunications closet equipment installation & patching cables to identified faceplates

Phones placed within area & accounts configured

Week 13 VOIP phones placed in offices by ITS and accounts configured – phones NOT activated

Phones activated – service cutover

Week 14 ITS & Verizon move service over to the new VOIP phone sets – old phones would not work after cutover


ECS (formerly CEDCC) – VOIP Training – 2003

CiscoVOIP Phones

* * Quick Reference * ** * Quick Reference * *

7910

Documents

phone tosearch

cisco phone models

various voip phone models

colleges phone number

college voice mail

public phone network

new phone system training

ip phone desktop