Ring Central Telephony Project

40%

Status

In Process [In Process]

40% complete, updated on Tue 1/21/25 9:28 PM by Darryl Kimak

Changed Percent Complete from 25% to 40%.
meeting Minutes January 21, 2025

Porting Discussion (Lumen to RingCentral)

  • RingCentral will contact Lumen
  • Craig will contact RingCentral Professional Services
  • Need to sign Letter of Authorization (RC to act in behalf of BYUH) to move from Lumen to RingCentral
  • RingCentral will issue a Statement of Work
  • Craig will send the LOA that was sent at the beginning of the project but will request for a new one from RC
Cisco Phones Firmware upgrade
  • Ramond is unsuccessful with the upgrade. Firmware has been failing
  • Jose suggested to probably buy new models of Cisco Phone
  • Buy and upgrade or rent poly come phoes
    • David Te'o has approved that we rent poly phones
    • Two models (base and mid) Poly 250 and 450 series
    • $3/phone per month or $4 per phone per month
    • VIPs to have 450 series
    • Regular users base model
E911 Location Address
  • Check with Security the fire alarm dispatchable addresses; this should be the same for E911 Location calls
Headsets
  • Samples were bought to show users/customers
  • Users are being notified their current headsets/headphones will work
  • Recommended headsets won't inject unwanted signaling or sounds, or noises, and the recommended headset buttons are recognizable by the app
  • Common areas will have physical phones
  • David said however many physical phones were provided for students would be the number of headsets that will be provided or we will provide a physical phone for use
  • Follow up and check if the President Council prefers a physical phone or headsets
Travel Plans
  • We will cover Craig's car as he did not have BYUH pay for his airfare ticket. His car rental is equivalent to the airfare ticket if we were to pay for his ticket
  • This is approved by David.

Details

Dates
Tue 1/9/24 - Mon 6/30/25
Acct/Dept
Office of Information Technology
Type
Project Types / Operations
Health
None - No health has been set
Portfolio(s)
Classification
Implementation
Created
Wed 7/10/24 8:03 PM
Modified
Tue 1/21/25 9:28 PM
Requesting Department
ITI

01. Project Information

Constraint Matrix
Describe the constraints for schedule, scope, and resources.
Most Constraint
Moderately Constraint
Least Constraint
Issue
State the opportunity, problem, need, or issue clearly and simply in one sentence.
Current BYU-Hawaii Telephony system is outdated.
Detailed info on the $125,000 budget (procurement, rental)
Recommendations
This is the "bottom line." Put the key recommendations in one or two sentences. These are to be clear, simple action statements of what to do--not how to do it. Do not include the reasons or the justification-just what you recommend be done.
Migrate BYU-Hawaii to a cloud-based telephony service
Advantages
Simply state the advantages of the proposed change. Who will be benefited and how? How long will it take to recover the cost of the change? How will this benefit the Church? Distinguish between what is fact and what is estimate.
- “Soft-phone” capabilities to make and receive calls with your BYUH number from anywhere with an easy-to-use application
- Texting
- Improved capabilities for call centers.
- Ability to use Windows, macOS, Linux, iOS, Android, and web browsers to make and receive calls and text messages
Possible Concerns
List here any difficulties or concerns that are relevant to the proposal. Here is where you note any opposing views or challenges that might affect the decision. What is the down-side risk? What is the worst thing that can happen?
Rollout
How many licenses?
Employees that does not have an office

Description

BYU-Hawaii is replacing its outdated phone system in Spring 2025. The new solution is a cloud-based offering that will better meet the needs of today’s flexible working environment.

This transition will affect anyone currently using a BYUH-provided phone number.

The new system is cloud-based, which extends the ability to use BYU provided phone numbers in new and helpful ways, such as:

“Soft-phone” capabilities to make and receive calls with your BYU number from anywhere with an easy-to-use application
Texting
Improved capabilities for call centers.
Ability to use Windows, macOS, Linux, iOS, Android, and web browsers to make and receive calls and text messages

Goals

  1. Improve the quality of the university experience

  2. Reduce costs

Systems Affected

  1. BOC - Bridge Operators Console

  2. CNA/ITI

  3. IP Phones

  4. Networking

Manager

Sponsor

Stakeholders (7)

AS
Arlene Sewell
CIO
Consulted, Informed
Sponsor
Fri 8/2/24 1:09 PM
CY
Carl Yamagata
ACL Manager
Responsible, Consulted, Informed
Call Center Manager
Fri 8/2/24 1:19 PM
Darryl Kimak
Darryl Kimak
Client Services Manager
Responsible, Consulted, Informed
Project Manager, Technical Support Manager, Deployment, Training
Fri 8/2/24 1:11 PM
DT
David Te'o
Director, IT Infrastructure
Responsible, Accountable, Consulted, Informed
Senior Manager ITI
Fri 8/2/24 1:10 PM
HT
Hans M. Taala
Responsible, Informed
TSA, Deployment
Fri 8/2/24 1:19 PM
JM
Jared Mariano
Technical Solutions Analyst
Responsible, Informed
TSA, Deployment
Fri 8/2/24 1:19 PM
RB
Ramond Brothers
Telephone Services Manager
Responsible, Accountable, Consulted, Informed
Telephony Manager
Fri 8/2/24 1:12 PM