UTSC Phone Migration

UTSC is committed to innovation on campus – as of fall 2014, IITS began to migrate the current telephone system on campus to VoIP (Voice-over Internet protocol) platform. VoIP includes the same features you currently use, while also providing the UTSC community with a variety of new collaboration and communication tools as well as reducing wait times for service requests. Implementing VoIP will ensure that UTSC deploys modern and scalable technology to meet the needs of a growing campus.

See below for more details on VoIP, its benefits and why UTSC is proud to be the first of our tri-campus colleagues to implement this new service. The migration will follow a strategic schedule, which will maximize efficiency and effectiveness of this multifaceted project.

Goals

  • Migrate 95% of all existing UTSC telephone lines to VoIP (click here for scope details) and implement VoIP into new facilities at the campus. With the help of VoIP, additional advanced communications tools and features can be rolled out to end-users (i.e. voicemail to e-mail notification). 
  • Streamline phone services across UTSC to allow trained UTSC VoIP staff to troubleshoot issues faster and more effectively than the current system. 
  • Help departments make effective decisions that are data driven by creating transparency on phone utilization through reporting.

Timeline

For each building, the migration entails three steps:

1 Phone Deployment Team creates list of services by building and confirms it with the department’s point of contact, then inactive VoIP telephones are placed on each desk.
2 Training Phone training will be scheduled to make sure you are familiar with your phone set once calls start coming in on the new phone.
3 Migration Team communicates the exact migration date to the departmental point of contact.  Once the migration is complete, incoming calls will start to ring on the VoIP phones.

Details

Phone Models

  Model Description

Cisco phone model 7821

Cisco 7821

2 Line set

Network speed capacity - 100 Mbps

Funded by the project

Cisco phone model 7841

Cisco 7841

4 Line set

Network speed capacity - 1000 Mbps*

Department covers the cost difference between Cisco 7821 and 7841

*Recommended for users regularly transferring files in excess of 1gb, with only one network drop at the work station. 

Cisco phone model 7861

Cisco 7861

16 Line set*

Network speed capacity - 100 Mbps

Department covers the cost difference between Cisco 7821 and 7861

*Recommended for users requiring hard buttons for line apperances or speed dials. 

With the exception of the above outlined differences, all three phones provide access to the same features and functionality such as: conference calling, transferring, forwarding, speed dials, hands free, voicemail, message waiting, and call waiting etc.

Headsets

NOTE: Prices are subject to change

  Model Price
Jabra Pro 9470 Jabra Pro 9470
Mono - Wireless -  Over the head, Over the ear, behind the neck
$352.00 + tax
Jabra Pro 920 Jabra Pro 920
Mono - Wireless - Over the head, Over the ear, Behind the neck 
$226.00 + tax
Jabra Biz 2300 Jabra BIZ 2300

Mono - Wired - Over the head - Noise Cancelling Microphone

GN 1200 Smart Universal Coiled Cable – 6.6ft
Cable required to connect to Cisco 7821, 7841, & 7821 IP Phones

$87.00 + tax

$33.00 + tax

Voip Support

User Guides

Features on the Web Portal

Available to all users:

Programming Speed Dial

Forwarding Calls

For Select Users with Departmental Cell Phones:

If interested, please place request through departmental administrator.

Single Number Reach

 

Contacts

  • Cassie Missen - Telecommuniations Assistant  Tel: 416-208-2000
  • Glenn Attwood - Manager, Networking and Telecommuncations  Tel: 416-287-7364

FAQ

How can I get a new telephone headset?

  • During phased migration, individual departments will be consulted for end-user requirements using the station review document. This process will include accessory requirements such as headsets. Headsets can be ordered by the VoIP project team once department head approval has been obtained.
  • The project budget will cover the cost of the standard VoIP phone (Cisco 7821). The price difference between the Cisco 7821 phone and other phone models as well as the cost of accessories must be funded by the department.

How much will VoIP migration cost my department? Will it affect our monthly charges?

  • The project budget will cover the cost of the standard VoIP phone (Cisco 7821). The price difference between the Cisco 7821 phone and other phone models as well as the cost of accessories must be funded by the department.
  • Ongoing funding for telephony will be pulled back by Financial Services and held centrally.

Are VoIP phone lines as safe and secure as tradtional phone lines?

VoIP phones can be as safe and secure as traditional phones. For calls within UTSC, the call will stay inside UTSC in a private, secured network.  Calls outside of UTSC will depend on the security at the other end of the call.

How do I use long distance with the Cisco VoIP phones?

  • Local: 9 + xxx-xxx-xxxx
  • Long Distance: 9 + 1 + area code + number
  • International: 9 + 0 + 11 + country code + city code + number
  • Note: authorization to make long distance and international calls are controlled at the user level.

Can I move my VoIP phone to a different location?

The VoIP phones can be moved to any location with a data jack. Nonetheless, all moves should be communicated to Telecommunications for maintaining information sent to 911 up to date.

How can I reach the Help Desk to report issues during a power or network outage?

In the case of a power outage, the phones will continue to function for a few minutes. In the case of a network outage, you can report issues in person to the Helpdesk in room AC200.

During an emergency, can I rely on my VoIP to call 911?

You will be able to dial 911 (and 9,911) in case of an emergency. If your call is dropped, the 911 operator will be able to call you back.

If I am happy with current phone, can I continue to use it?

Unfortunately, the current phone system is using obsolete technology for which obtaining support will become problematic in the near future.  To proactively prepare for this challenge, all office phones - with the exception of out of scope areas -  will be migrated to the new system.  You will be trained on the new phone in advance of the migration for a smooth transition.

What are the new international calling rates for VoIP?

North American calling rate is .03 cents per minute.  For all other countries, see PDF document.

If the new phone goes over the internet, why are there long distance charges?

While VoIP may be using the internet to transmit voice data, when you try to call a PTSN (Public Switched Telephone Network aka “normal” telephone service) number, the provider is going to have to connect with the telephone company. The VoIP carrier usually enters a fee agreement with the phone company and the long distance costs are charged back to the client. 

Can I continue to 4-digit dial during the VoIP migration project?

VoIP Users:
Users who have moved to VoIP can 4-digit dial the UTSC community. Bell Centrex Users: Users on the old Bell Centrex phones, wanting to dial other users on Bell Centrex phones, can 4-digit dial. Users on the old Bell Centrex phones, wanting to dial users who have migrated to VoIP, will need do dial the complete 10-digits of their phone number. If you accidently dial the 4-digit extension for users on VoIP, a voicemail message will prompt you to hang up and dial the complete phone number.

What will happen to my voicemail?

Users will be given a 24 hour grace period, after migration to VoIP, to check and delete their voicemails from the Centrex phones. Thereafter, the voicemails will be inaccessible.

Why do I have a telephone on my desk that I cannot recieve calls on?

IITS will deploy the new VoIP phones to end users prior to disconnecting the Centrex phones. The short overlap will allow users to get familiar with the new phone unit as well as record their voicemail greetings prior to migration. Once the migration takes place, incoming calls will start to ring in on the new phone.

What will happen to the conference room phone(s) in my department?

  • Meeting/conference rooms with Polycom units will continue to use the Polycom units as their replacement is not part of project scope. IITS will, however, install a softphone on the in-room computer. If softphone proves to be sufficient, the Polycom phones will be phased out down the road.
  • Meeting/conference rooms with a regular Centrex phone will be migrated to VoIP using the standard VoIP phone. The standard VoIP phone has speaker phone functionality that can be utilized during conference calls.