University designing new phone system

The University is working with NEC in a "technical design process" for the new phone system. The design process is meant to ensure that the proposed new system will accommodate the University's needs. As part of the process, NEC staff have already begun to survey existing phone equipment and wiring in many parts of the University. The process is scheduled for completion by end of March, 1998, at which time the University will either award the contract to NEC or will be able to choose another vendor.

While existing telephone numbers are not expected to change during the system transition--which is likely to begin first at Highland Hospital and then be implemented across the University--the new system will have the capacity to provide additional lines, and will allow individual phone users and departments more options. Some of these options will be changeable from the user's own phone.

The system being developed represents many of the needs voiced in customer interviews conducted prior to a request for proposals from various vendors, and includes a wider range of features that users now generally find available in their telephone service at home. Approximately 160 staff, faculty, and students were interviewed prior to the telephone system bid. "Those interviewed reflected a wide range of customers from our diverse communities so that their differing needs and desires could be incorporated into the telephone system bid," said David Lewis, director of University telecommunications.

"We intend to define a standard set of options for phones for the average user; individual departments could then request extra features or different configurations depending on individual or business needs," Lewis said.

In faculty and staff offices, standard phones may include a two-way speaker so that hands-free conversations will be possible. The speakers would be "two-way," unlike those currently in use, so that one party isn't cut off when the other one is speaking. Standard phones may also include digital displays that will make it easier for phone users to forward, park, or otherwise program their phones, and that will allow them to look up numbers of those they wish to call.

Students could have multiple VoiceMail boxes--one for each resident--in a residence housing several individuals who share a single phone line.

At Highland Hospital and Strong Memorial Hospital, the system could also seamlessly link physicians' off-campus offices to the University. Some new features for patients are also being considered.

In customer interviews, "PhoneMail" was cited often as a feature needing improvement. The "VoiceMail" solution included in the telephone system upgrade offers major improvements in response, reliability, and mailbox message length. Additional features of the new system include the ability to accept faxes in a PhoneMail box.

In addition, early indications are that the new system will be easier to manage and maintain. For example, when an individual is hired, one entry into the telephone system database will set up that person's phone line, VoiceMail box, and directory information listing. In addition, phone usage and billing records will be more readily accessible, easier to customize, and more adaptable to tracking department expense.

River Campus and Medical Center advisory committees have been established to advise the telecommunications staff about the impact of the phone system switch over. The River Campus committee includes Norm Acunis, Kate Crowley, and Cheryl Joyce, UTD; Liudvikas Bukys, associate vice provost for computing; Ovide Corriveau, Physics and Astronomy; Marita Labedz-Poll, Residential Life; Pam Harvey and Cheryl Peacock-Clarke, the College; Rich Hayden, Rush Rhees Library; Phil Ponella, Eastman School; Stacy Stern, Design and Construction; Jean Steve, Laboratory for Laser En ergetics; Nancy Pritchard, Simon School; Robert Kraus, University Public Relations; and Jim Newman and Martha Dobson, Warner School.

The Medical Center Advisory Committee includes John Fitzpatrick, David Lewis, and Cheryl Joyce, UTD; Peter Chesterton, Administrative and Financial Affairs; John Clark, Emergency Department; Don DiVita, Highland Hospital; John Glynn, ISD; Vickie Hines, School of Nursing; Joan Hunt, Communications Center; Roberta Parker, Nursing Hospital Support; Kathy Parrinello, Hospital Operations; Bill Passalacqua, Finance and Administration; Ed Schiedel, Security; Mark Schwartz, Medical Center Facilities; Renu Singh, Outpatient Department; Bill Wayne, Strong Partners; and Barbara Love, Highland Hospital.

University Telecommunications now plans to move as quickly as possible to request, through the deans, directors, and department chairs, the names of "telephone coordinators" from each department throughout the University. Those individuals will be asked to work with UTD and vendor staff to gather information on department telephone needs, relay suggestions from faculty and staff to make the process smoother, and to disseminate information about the new phones and how their installation will affect University departments. Also, as the "cut over" date for any particular division approaches, each coordinator will work with UTD and the chosen vendor to set up telephone and voice mail training for his or her department.

"We do not underestimate the complexity of this implementation, or of its impact on faculty, staff, and students throughout the institution," Lewis said. "We will be moving quickly, but we do hope to have appropriate input as we move into the next semester, and, of course, appropriate training so that those in the University community know how their phone works."

Status reports on the telephone system project will appear in Currents, Medical Center Update, Vital Signs, Campus Times and on the UTD web page (www.utd.rochester.edu) over the coming months.