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ASU Desk Phone Reduction - Proof of Concept UTO: Phase 1


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Summary: 

8-17-2009 This project is being closed out, as the original list of deliverables has been met. Resolution of 911 issues is required for phase II of this project.

A Proof of Concept is being tested and implemented at the ASU University Technology Office (UTO). 

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: 
March 16, 2009
Go Live: 
July 1, 2009
End Date: 
August 31, 2009
Current Milestone: 
August 21, 2009 -- Resolution regarding 911 issues.
Stage: 
Recently Released - Completed in last 3 months.
People
Sponsor/Champion: 
Adrian Sannier, Vice President and University Technology Officer
Lead Customer: 
Adrian Sannier
Project Manager: 
Sharan Johnson
Contact for more information: 
Rebecca.Newton@asu.edu
Associate VP University Technology: 
Kari Barlow
University Technology Director: 
Dave McKee
More Info
Source: 
Executive
Priority: 
Medium
Scope: 

A Proof of Concept is being tested and implemented at ASU University Technology Office (UTO). 

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 0:  Acquire softphone software 

  • Determine licensing and costs to provide needed Avaya softphone licenses  - Completed
  • Determine licensing and costs to provide needed Cisco softphone licenses  - Completed
  • ABOR approval for funding - June 19, 2009  - Completed

Phase 1:  Proof of Concept at UTO

  • Proof of Concept at UTO - June 30, 2009 -- Completed 
  • Meet with Fire Marshall. -- To be completed by July 22, 2009
  • Resolution of 911 issues -- To be completed by August 24, 2009.
  • Closeout project -- To be completed by August 31, 2009
Deliverables: 
  • Implementation at ASU University Technongy Office.
  • Presentations to ASU Colleges/Departments
  • Creation of TSRs for the implementation of the selected options and the removal of designated desk phones.
Risk & Threats: 
  • Mobile laptops - 911 will not identify your location
Links
UTO Presentation
Softphone - Wikipedia
CLAS - Other Departments
Current TSRs
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