Minnesota House of Representatives Minnesota House of Representatives 1 1 VOIP IMPLEMENTATION VOIP IMPLEMENTATION MINNESOTA HOUSE OF MINNESOTA HOUSE OF REPRESENTATIVES REPRESENTATIVES National Conference of National Conference of State Legislatures State Legislatures Paul Schweizer Paul Schweizer September 4, 2008 September 4, 2008
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VOIP IMPLEMENTATIONVOIP Implementation Timeline 2004 Staff Research Planning Preliminary Meetings Preliminary Cost Analysis 2005 Feb & March > Budget proposal to Rules Committee April
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Minnesota House of RepresentativesMinnesota House of Representatives 11
VOIP IMPLEMENTATION VOIP IMPLEMENTATION MINNESOTA HOUSE OF MINNESOTA HOUSE OF
REPRESENTATIVESREPRESENTATIVES
National Conference of National Conference of State LegislaturesState Legislatures
Paul SchweizerPaul SchweizerSeptember 4, 2008September 4, 2008
Minnesota House of RepresentativesMinnesota House of Representatives 22
What is IP Telephony?What is IP Telephony?The technology for transmitting voice The technology for transmitting voice communications using voice over IP.communications using voice over IP.
Uses a single network infrastructure for the Uses a single network infrastructure for the transmission of data, voice an video traffic.transmission of data, voice an video traffic.
Supports a telephony environment where higher Supports a telephony environment where higher level features such as advanced call routing, level features such as advanced call routing, unified messaging and intelligent contact centers unified messaging and intelligent contact centers can be utilizedcan be utilized
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Should Your Legislature Convert to Should Your Legislature Convert to VOIP? VOIP?
Assess readiness of organization for new Assess readiness of organization for new technologytechnology
Assess state of technology & costsAssess state of technology & costs
Weigh risks against rewards, pros & cons Weigh risks against rewards, pros & cons
Advantages Experienced Advantages Experienced
Manage Moves, Adds & ChangesManage Moves, Adds & ChangesImproved Customer ServiceImproved Customer ServiceImproved Control Flexibility & OnImproved Control Flexibility & On--site site SupportSupportOperating Cost ReductionsOperating Cost ReductionsCleanClean--up of Telephone Number up of Telephone Number AssignmentsAssignmentsAdditional Features and Functions Additional Features and Functions AvailableAvailable Minnesota House of RepresentativesMinnesota House of Representatives 44
Additional Features & FunctionsAdditional Features & Functions
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Potential DisadvantagesPotential Disadvantages
Increased Risk & ResponsibilityIncreased Risk & ResponsibilityChange in Staff responsibilitiesChange in Staff responsibilitiesAdditional Staffing?Additional Staffing?Loss or Delay of Current FeaturesLoss or Delay of Current FeaturesSignificant Investment CostSignificant Investment CostStaff Time for Research, Project Staff Time for Research, Project Management, Contract Review, Management, Contract Review, Purchasing, Implementation, TrainingPurchasing, Implementation, Training
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Potential RisksPotential Risks
What if?What if?Your data network goes down?Your data network goes down?The internet goes down?The internet goes down?Poor voice quality?Poor voice quality?Too much traffic at the same time?Too much traffic at the same time?Unexpected costs?Unexpected costs?
Issues to be AddressedIssues to be Addressed
Cost & Capacity of Circuits Cost & Capacity of Circuits -- Connect to Connect to PSTNPSTNLong Distance ProviderLong Distance ProviderSecuritySecurityEnd User TrainingEnd User TrainingRecords of Legislative CallsRecords of Legislative CallsMaintenance of Switches & Phone SetsMaintenance of Switches & Phone SetsPort (Change) all UserPort (Change) all User’’s Phone #s Phone #
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VOIP Implementation in VOIP Implementation in Minnesota LegislatureMinnesota Legislature
MN House Converted in Late 2005MN House Converted in Late 2005
Joint Legislative Units & Senate in 2008Joint Legislative Units & Senate in 2008
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Minnesota House of RepresentativesMinnesota House of Representatives 1111
Minnesota House of Minnesota House of Representatives Representatives
Election every two yearsElection every two years
100 100 –– 200 telephone moves200 telephone moves
New members start January of Odd New members start January of Odd Numbered YearNumbered Year
Current members may keep offices Current members may keep offices through Decemberthrough December
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Minnesota House (cont)Minnesota House (cont)
Telephone users:Telephone users:134 Members134 Members251 Permanent Staff251 Permanent Staff35 other Staff 35 other Staff
143 Misc. Phone lines143 Misc. Phone lines
House of Representatives total annual budget = $29 House of Representatives total annual budget = $29 millionmillion
Technology responsibilities:Technology responsibilities:IT director > for data networkIT director > for data networkSergeantSergeant--atat--arms staff > for voice network arms staff > for voice network House controller > contracts, purchasing House controller > contracts, purchasing & budget& budget
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Established Project Team, Goals & Established Project Team, Goals & TimelineTimeline
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Goals of VOIP ImplementationGoals of VOIP ImplementationPrimaryPrimary
Reduce operating costs as part of solution to budget Reduce operating costs as part of solution to budget problemproblemReplace call routing service that was being Replace call routing service that was being discontinued by vendordiscontinued by vendor
Secondary Secondary Improve administration of phone systemImprove administration of phone systemMaintain features and high quality voice serviceMaintain features and high quality voice servicePosition the House to take advantage of technological Position the House to take advantage of technological advances advances Improve the data network through increased Improve the data network through increased redundancyredundancy
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VOIP ImplementationVOIP ImplementationTimelineTimeline
20052005Feb & March Feb & March > Budget proposal to Rules Committee> Budget proposal to Rules CommitteeApril & May April & May > Pilot Project> Pilot ProjectJune June > Choose New Direction> Choose New DirectionJuly July –– Oct Oct > Purchase & Installation > Purchase & Installation Nov Nov > Implementation Completed> Implementation Completed
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Communication & Project ManagementCommunication & Project ManagementNetwork EquipmentNetwork EquipmentService & Purchase contractsService & Purchase contractsStation reviewsStation reviewsPhone setsPhone sets911911Training Training Cutover to new system Cutover to new system -- two phasestwo phases
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Communication & Project Communication & Project ManagementManagement
Regular communication to members & Regular communication to members & staffstaffKeep House leaders informed of progress Keep House leaders informed of progress
& issues& issuesWeekly meetings with vendorWeekly meetings with vendorWeekly project staff meetingsWeekly project staff meetings
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House network upgradesHouse network upgradesSwitches with POESwitches with POERedundant firewallsRedundant firewallsAdditional UPSAdditional UPSRedundant central switchesRedundant central switchesWiring review and upgrades Wiring review and upgrades
Vendor installation of serversVendor installation of servers
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Station Reviews/ProgrammingStation Reviews/ProgrammingCollect data base of information on each line, Collect data base of information on each line, such as the followingsuch as the following
Service InformationService InformationPhone number, MAC address, service type, model of phonePhone number, MAC address, service type, model of phone
Site InformationSite InformationFloor location, switch location, jack number, phone IP Floor location, switch location, jack number, phone IP address, division, subaddress, division, sub--account number (billing)account number (billing)
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Phone EquipmentPhone Equipment
Cisco IP phone equipmentCisco IP phone equipment
Standard set deployed Standard set deployed -- Model 7960Model 7960
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911911
Cisco Emergency Responder Cisco Emergency Responder CER server and software installed in House CER server and software installed in House computer roomcomputer room
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TrainingTraining
As part of contract, Vendor used a trainAs part of contract, Vendor used a train--thethe--trainer approach trainer approach
House provided training room onHouse provided training room on--sitesite
Vendor staffed an onVendor staffed an on--site help desk during site help desk during transition periodtransition period
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Cutover to New System Cutover to New System -- Two Two PhasesPhases
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Summary of House VOIP Summary of House VOIP ImplementationImplementation
ResultsResults
Achieved monthly cost savings Achieved monthly cost savings January January ‘‘07 Transition to new majority party 07 Transition to new majority party ––seamless move of hundreds of phones seamless move of hundreds of phones HighHigh--level of satisfaction with phone services level of satisfaction with phone services & sets& setsCost savings paid for upgraded network Cost savings paid for upgraded network equipment in placeequipment in place
LCC & Senate ConversionLCC & Senate Conversion
3 Units Reached Agreement to Operate a 3 Units Reached Agreement to Operate a Single NetworkSingle NetworkElegant Network DesignElegant Network DesignMaintained separate billing, separate, but Maintained separate billing, separate, but interinter--connectedconnectedRepurposed existing serversRepurposed existing servers
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Combined System BenefitsCombined System Benefits
55--digit dialing across legislaturedigit dialing across legislature