DCSS Voice Telecommunications Project. Snapshot in July, 2001 134 Sites 1200 flat business rate lines AT&T System in A/B Buildings 600 additional lines.

DCSS Voice Telecommunication

s Project

Snapshot in July, 2001

134 Sites1200 flat business rate lines

AT&T System in A/B Buildings600 additional lines

Limited number of lines per siteNo system wide voice mail

No central directoryLong Distance about $5,000/month

• No system wide caller ID• No system wide call tracking• No way to measure voice traffic• No teacher phones/no teacher

voice mail• No information lines• No central directory• Limited Call Distribution Centers

– Help Desk and the Service Center

Snapshot in July, 2001 (cont.)

Redan High Voice Closet

Rehoboth Instructional Center

Rehoboth Wiring Problems

A-Building Voice Closet

System Capacity

• Maximum number of incoming /outgoing system wide calls per hour

2000-2500• No 5 digit dialing between sites• No call tracking• Limited Voice-mail

Community Relations

• Communications from school to home via US Mail, via student, PTA, Announcement Boards

• Not always reliable• Many community and parental

complaints

Cost to County• 1200 Flat Business Lines

– $58.64 per line (minimum)– Total $70,368 per month

• Other depts: $20,500 per month• Long Distance: $5,000 per month• TOTAL: $90,868 for FLB/month $60,000 for LD/year Personnel 8-10 people to

support

Cost to County(cont.)

• Outsource Vendor $185,000 + per year

• At least 50 lines were billing that had no use and sometimes no connection

• MTM was E-rate funded…. ….we were not receiving full benefit because we did not know everything we had.

ConnectivitySince March, 2003

• 140 sites installed• 9,600 phones installed• 11,875 voice mail boxes• 146 information lines• ALL sites connected via 5-digit dialing• Ability to transfer a call from one location

to another system wide• Conference call capability on every

phone

• Caller ID on every phone• Traceable 911 calls from every location• Every site with at least one fax• Call tracking capability and call reporting• Traffic measurement capability• Long distance available at every phone• Desktop messaging capability, faxing

from the desktop• Voice mail call distribution lists• Central Intranet Directory

Connectivity (cont.)

Automatic Call Distribution

(call centers to better handle calls)• Main Line, 1200

• Transportation and Dispatch• Insurance Services• Technical and Support Services Help

Desk• Human Resources Call Center• Accounts Payable• Payroll

OPTION 81CA/B Building9650 digital lines7511 analog lines17173 total lines600 trunks17,773 total ports*

* incl. All 9150 sites

Sam Moss173 digital lines44 analog lines217 total lines51 trunks268 total ports

Rehoboth127 digital lines11 analog lines138 total lines27 trunks165 total ports

East Campus328 digital lines11 analog lines339 total lines49 trunks388 total ports

Inter-machine trunks

Sample Elementary School12 lines1 trunk

11 total ports1 9150

9150

Sample High School24 lines1 trunk

25 total ports2 or more 9150s

BRI

T1

T1

T1

DCSS LAN

* Total of 137 school locations served by 9150

OPTIVITY TELEPHONY MANAGER (OTM)System Administration

Call Accounting

CALL PILOTVoice Messaging

SYMPOSIUMContact Center

Extreme 450Layer 3 switches

ISDN PRI

Opt. 1125.40

Opt. 1125.40

Opt. 1125.40

MULTIBAND MAX

PWR FLT ALRM DATA

MULTIBAND MAX

PWR FLT ALRM DATA

MULTIBAND MAX

PWR FLT ALRM DATA

PSTN USLEC: 2 DS-3

PSTN

BELL SOUTH

MULTIBAND MAX

PWR FLT ALRM DATA

System DiagramThe BIG Picture

9150

WAN

PSTN

Mridian

1

oo

o

o

o

o

Mridian1

o

o

o

o

o oo o

IPE

IPE

IPE

MM CNET

IPE

CNET

Dekalb SchoolsNetwork Layout

Meridian 1Opt81C PPII

ELNK 137.128.253.40MASK 255.255.255.0

ELANSwitch/ Hub

core 0

core1

ELAN

SamMossPRI

GLRSPRI

Rehoboth PRI

BarneyELAN

137.28.253.55CLAN&Gateway

FredELAN

137.128.253.60CLAN&Gateway

SCCSELAN

137.128.253.50CLAN&Gateway

CLAN MASK255.255.0.0ELAN MASK

255.255.255.0

CLAN

OTM ServerELAN&Gateway137.128.253.45137.128.253.0CLAN&Gateway

Call PilotSCCS

Clients

DesktopMessaging

Users

Multiple9150s

At manylocations

BRI circuits

THESWITCHROOM

The School House

CALL STATUS

• System calls per hour:– 11 hour day 86,000 calls per

day– 8,000 to 12,000 calls per hour

• Calls to 678-676-1200– Last Year 15,000 avg. per month– Since July 20,000 avg. per month

AUGUST DATE DATE DATE DATE DN Calls Monthly8/4/03 8/11/03 8/18/2003 8/25/03 Total

Extension

60291 2437 3000 2904 2547 265 1115390292 97 61 112 159 108 53790293 72 114 148 179 111 62460294 168 79 196 179 111 73360295 187 832 704 898 107 272860296 2889 117 121 174 16 331760340 242 187 152 291 425 129760341 0 0 0 0 257 257

Daily Total 6092 4390 4337 4427 1400 20646

Sample Calls Monitored by System for 1200 line

April 28-May 2, 2003

0

5000

10000

15000

1 2 3 4 5 6 7 8 9 10 11

0700 to 1700 hours

Av

era

ge

No

. of

Ca

lls/H

ou

r

Data Traffic for One Week89688 total calls based on 11 hour day

Data Traffic for One Week 86279 total calls based on 11 hour day

August 11-15, 2003

0

5000

10000

15000

1 2 3 4 5 6 7 8 9 10 11

0700 to 1700 hours

Av

era

ge

No

. of

Ca

lls/H

ou

r

Redan High School

Montclair Identification

Main Switch 81C

Switch Room/A Bldg

WBBC (Rehoboth)

Community Relations

• Improved Communications from home to school

• All teachers have voice mail• School events now posted on

school’s Information Lines• Parents now able to reach schools• Parents able to dial direct to

specific departments and areas

Additional Features

• Installation of Voting Lines for new DCSS Voting machines

• Installation of freezer monitor lines• Desktop Messaging to admin

desktops• Fax capability from each site and

from the desktop

Synervoice – School Connects

• Absentee Calling System– Makes 3500 calls per hour

• Broadcast Messaging Capability– Enables schools to call special groups

or the entire student body

Communications from School to Home

Cleanup• Consolidation of all business lines• Discovery of lines not in use• Disconnection of unused lines• Disconnection of duplicity• Streamline Billing Procedures• Streamline Requests/Trouble

Reports

Benefits• Ability to analyze work flow and call flow

within departments• Ability to make long distance calls on any

phone within the system via LD Access Codes

• Ability to trace calls, callers, and traffic throughout the system

• Caller ID• Intra Site Dialing• Transportability

Cost to County

• BRI Lines TOTAL– $34,500 $62,500/mo

• PRI Lines Long Distance– $28,000 - $1,200/mo

• Outsource Vendor $50,000 / yr• 1 manager, 1 engineer, 1 system

admin

Cost Savings Analysis

• Old System / Month• $90, 868 $1,090,416• Long Distance/ Year

– $60,000• Outsource

– $185,000• Yearly Total

– $1,335,416

• New System / Month• $62,500 $750,000• Long Distance/Year

– $14,400• Outsource

– $50,000• Yearly Total

– $814,400

SAVINGS $521,016

What’s next??

• Desktop Messaging to school sites• Synervoice- School Connects in all

schools• Final CSR analysis

– Elimination of duplicate and/or unused lines

– Cross check of lines

Connectivity Status

• ALL sites connected and FULLY functional

• Constant analysis and refinement of system

• System monitored daily 24/7

Additions

• Monthly Monitoring• Maintenance Assistance• Implementation Assistance

Benefits

• Enhanced Community Image• Better Security/Safety• Improvement for overall

communications• Addresses Homeland Security• Accountability for teachers

Cost to County

• New Sites $55,00 to $75,000• Increased BRI Lines $100/per

month/line• Monitoring

• ERATE funded at 74%– MTM line charges– Internal Connections

End of Slide Show