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ASU Desk Phone Reduction - ASU Campus-Wide Implementation: Phase 2


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Summary: 

ASU has the opportunity to realize significant savings by reducing the number of desk telephones that are now used across all ASU campuses.

The desk phone reduction options include:

  • Remove the ASU desk phone and eliminate the monthly expense of $33.00
  • ASU provides a Soft Phone for the employee at no cost - this is software that uses the computer as a phone
  • ASU provides a cell phone for the employee and pays all expenses
  • Employee uses their personal cell phone and ASU reimburses for business usage
  • Employee uses their personal cell phone and absorbs cost

UTO will be working together with ASU Colleges/Departments in determining where desk phones are currently utilized and potential savings.

The ASU Colleges/Departments will make the decisions regarding replacement of desk phones and which options will be implemented.

To participate in this opportunity, please contact Rebecca Newton at Rebecca.Newton@asu.edu or (480) 965-2010.

Start Date: 
July 1, 2009
Go Live: 
December 31, 2009
End Date: 
December 31, 2009
Current Milestone: 
AVP approval.
Stage: 
On hold
People
Sponsor/Champion: 
Adrian Sannier, Vice President and University Technology Officer
Lead Customer: 
Adrian Sannier
Project Manager: 
Sharan Johnson
Contact for more information: 
Rebeca.Newton@asu.edu
Associate VP University Technology: 
Kari Barlow
University Technology Director: 
Dave McKee
More Info
Source: 
Executive
Priority: 
Medium
Scope: 

ASU has the opportunity to realize significant savings by reducing the number of desk telephones that are now used across all ASU campuses. UTO will be working together with ASU Colleges/Departments in determining where phones are currently utilized and potential savings. The ASU Colleges/Departments will make the decisions regarding replacements and selected options.

Effective July 1, 2009 ASU's standard for phone services will be one of the following options.

Option 1: Soft Phone with ASU Mobility

  • Removal of the ASU desk phone
  • Software is provided for use on the employee's computer at no charge
  • Keep the ASU telephone number with automatic forwarding to a cell phone
  • ASU number rings to the specified cell phone
  • Forwarding can be disabled when out of the office
  • No business card changes are needed
  • ASU number can be reassigned if duties change
  • Mac laptops will need Windows Parallel software installed to use the Soft Phone software

Limitations of Soft Phone:

  • Computer must be turned on
  • If the ASU network is down calls cannot be received
  • Mobile laptops - 911 will not identify your location
  • For optimal use, a headset and microphone would be needed
  • Currently this is designed to replace a desk telephone in your office

Option 2: Cell Phone with ASU Mobility

  • Removal of the ASU desk phone
  • Keep the ASU telephone number with automatic forwarding to a cell phone
  • ASU number rings to the specified cell phone
  • Forwarding can be disabled when out of the office
  • No business card changes are needed
  • ASU number can be reassigned if duties change
  • ASU may provide a cell phone for the employee and pays all expenses (ASU College/Department decision)
  • Employee uses personal cell phone and ASU reimburses for business usage (ASU College/Department decision)
  • Employee uses personal cell phone and absorbs the cost

Option 3: Voice Mail Only

  • Removal of the ASU desk phone
  • Keep ASU number and ring directly to voice mail to leave a message
  • Can be announcement ony with no ability to leave a message (hours, directions, etc.)
  • Can be accessed from any number
  • Cannot phycially answer the call
All Milestones and Schedule: 

Phase 2:

I.  Presentations to ASU Colleges/Departments - On-going Activity

  • College of Liberal Arts and Sciences - Completed
  • W.P. Carey School of Business - Completed
  • ASU West Campus - Completed
  • The Barrett Honors College - Completed

II.  Creation of TSRs - On going effort

III.  Implementation - Pending receipt of software licenses

  • College of Liberal Arts and Sciences
  • W.P. Carey School of Business
  • ASU West Campus
  • The Barrett Honors College

Milestones:

  1. Receipt of softphone licenses - To be met by July 31, 2009
  2. Implementation at College of Liberal Arts and Sciences - TBD pending recipt of softphone licenses
  3. Implementation at W.P. Carey School of Business - TBD pending receipt of softphone licenses
  4. Implementation at ASU West Campus - TBD pending receipt of softphone licenses
  5. Implementation at The Barrett Honors College - TBD pending receipt of softphone licenses
Deliverables: 
  • Presentations to ASU Colleges/Departments
  • Creation of TSRs for the implementation of the selected options and the removal of designated desk phones.
  • Implementation across ASU Colleges/Departments
Risk & Threats: 
  • Policy regarding 911 issue
  • Availability of software licenses from Cisco
Links
Uto Presentation
Softphone - Wikipedia
Current TSRs
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