DATE: 12/15/15 TIME: 2p Location: CFISD. CFISD Frankie Jackson Phone Selection Committee Meeting Two Agenda Charles Newton

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1 DATE: 12/15/15 TIME: 2p Location: CFISD MEETING CALLED BY TYPE OF MEETING PROJECT MANAGER CFISD Frankie Jackson Phone Selection Committee Meeting Two Agenda Charles Newton CFISD Charles Newton Sonia Martinez Roland Padilla Katie Hernandez Paula Ross Alan Bragg ATTENDEES Frankie Jackson Steven Stone Becky Cook CFISD Brittany Morillon Kathryn Newman Lisa Fleischauer Delia Baker Kia Andrus Margery Martindale Donnetta Lowry Larry Barrios Melissa Mcanear Elizabeth Martinez Laurie Brunner Michelle Rice Jaxie Landolt Leticia Anciso Sherma Duck Agenda: 12/15/15 Item No. 1. Subject 2014 Bond Technology Referendum Goal 5.1 Recap Project Overview Agenda 2. Questions Answer to questions from 12/10/15 meeting (see NOTES below answers in RED) Major considerations Phones in each classroom, voic , video conferencing, location requirements 3. Overview Technology Services strategy focus unified look and feel, durability, advanced feature set, robust platform, scalable, future proof, ease of administration Revision: 1.0 Page 1 of 5

2 Item No. 4. Subject Equipment Recommended Cisco Phone Models with Discussion for Approval 7821 Lobby / Public Space / Break Room 7841 CFISD Personnel 8851 Receptionist and Administrative 8800 Side Car (Additional Lines) 8865 Executive 8831 Conference Room 8845 Conference Room Companion 5. Next Steps Task and schedule breakdown Project Discussion 6. Q&A /15 Notes Discussion Items: Bond Technology Referendum Goal 5.1 Recap Provided a brief description of the project The agenda was briefly covered Introductions were brief 2. QUESTIONS 1. Panic Button The demo phones were configured with a button labelled Panic. This was a major concern for some of our receptionists who would like the ability to DISCREETLY hit a button that would QUIETLY notify a supervisor / police officer / co-worker of a difficult situation. My question is what is its intended use? Could it be configured to notify nearby (multiple) personnel to assist with difficult situations? Can be addressed with 3 rd party software application called Informacast. Will work with vendors to quote. Revision: 1.0 Page 2 of 5

3 2. Intercom For administrative assistants, can a hotline or intercom button be configured to directly notify a supervisor of incoming calls / visitors etc over the speaker. For instance, boss is on a call and a second call comes in and the assistant can simply alert their supervisor of a caller or visitor? This feature is offered with the system as is but requires that a dedicated intercom button be assigned on the phone 3. Headset I know that all of these phones are compatible with many headsets. The concern is that existing headsets (Plantronics, Jabra, others) and lifters may not work and new headsets will need to be purchased. My answer to the group is that most headsets are forward compatible and should work but there may be issues with some brands. 1st questions are lifters required? Can the phones be used successfully and easily without lifters? 2nd question is there any brand/model that we know simply will not work with these phones that will need to be replaced? Most headsets are forward compatible and should not require new headsets to be purchased. However, there may be exceptions as well as ancillary equipment such as cables and lifters. 4. Voic A few related questions, (We want to be sure we cover all in training) A.) Can we forward a call straight to voic ? Will that require dialing a code? Two button press, forward all, then the voic button. B.) Checking voic , can you simply hit a button on the phone or will it required entering login credentials? Can be configured but creates privacy and security issue since anyone could check your voic s C.) Message delivery, phone notification is a given. Can we also send notification? Yes, notification can be configured. Will work with AT&T to confirm details and quote (if needed) 5. Lync / Skype What is required to integrate functionality with Lync and Skype? Integration is not currently part of project scope. Will require further review and consideration and addressed as another project at a later date, 6. Soft phone How readily can we deploy soft phone client? Licensing? Yes, however, AT&T will need to confirm details and quote licensing. 7. Call Center One question from a receptionist was, Can I use my computer as my phone to route calls? Is licensing on a per user basis or group? How many can we deploy? This may be addressed with a soft phone or attendant console which may require licensing or additional desk equipment to be purchased. See next answer for attendant console details. 8. Attendant console Our main receptionist fields calls for the ENTIRE district and she would like a phone that has important numbers for all campuses for ease of transfer etc. (We ll have ongoing discussions with her to better understand the requirement) I understand that there is a LITE version of the console that doesn t require special licensing or hardware. Can we get pricing and functionality detail? An attendant console is a larger phone with more button capacity. There are 3 levels of console from basic to enterprise. Basic does not require additional back room equipment but the other two models do. All versions require purchase of desktop equipment. We will discuss more with Kia Andrus to meet her requirements and AT&T for pricing. Revision: 1.0 Page 3 of 5

4 / 8845 Camera Functionality 8865 s have been identified for executive use. If users have these phones, can they make camera phone to camera phone video calls as the equipment is currently delivered? Can we get a breakdown on functionality as we have currently ordered hardware? Specifically, could they join video conference calls if a bridge was provided? The phones will support video to video with another video phone or mobile device. No large scale video conferencing is currently included in this scope of work. We can review further and if a need is determined, address the need as a separate project. 10. Phone customization Can the font be adjusted on each phone to address eyesight issues? How large can we make the font? Contrast adjustments can be made on monochrome displays on the 8821, 8841 models but the font size cannot be changed. The monochrome displays currently meet ADA requirements and current regulation. Font size can be changed on the color displays of the 8851 and Failover scenarios No questions but we will need to discuss this a bit more in depth. The concern is how will phones work if we have a power down issue at a campus? Without power, phones won t work so we need to address a solid strategy to insure positive contact can always be achieved at instructional facilities. Or calls can be rerouted. Many failover and rerouting scenarios are being discussed with the vendor and will be addressed further at the campus and district level to insure positive contact is maintained to avoid outages. We will be discussing more in the future. 3. Overview Phone committee focus and goals were outlined to reaffirm project intent 4. Equipment Recommended phones ALL phone models were again discussed in detail Phone model estimated totals were proved to the group Only existing phones will be replaced during project execution period KEY DECISION POINT The group, after discussing with their teams and campus personnel, decided that phones in the classroom were not needed. The reasoning was that phones will distributed throughout the campus, allowing access as needed and required to support teachers and students. In emergency situations cell phones could be used. Michelle Rice advised that some phones may need to be added in common work areas to support teachers need for voice service Only a single side car may be needed at MS and ES locations due to smaller size and fewer personnel Chief Bragg advised that a listening capability (microphone) may be needed. Frankie Jackson replied that there may be other solutions better suited and would be reviewed on an as needed basis. Sherma Duck proposed that HS campuses may require a larger phone solution that the 8851 with side cars to support the campus receptionist Frankie Jackson to visit CyRanch to review receptionist operational activities and assess need for larger phone or attendant console Revision: 1.0 Page 4 of 5

5 Berry Center may need more conference phones (spoke with Mike Mallet post meeting, 3 conference phones should suffice as none are need to typical event support) Conference room phones may be needed at some campus locations. The need will be assessed on a per campus basis The group expressed approval for all recommended models to be confirmed at next meeting on January 6 th, 2016 meeting. 5. Next Steps All tasks and schedule were shared with the group Decision confirmation meeting for recommended phone equipment on 1/6/16 at 2p Equipment order to be placed by 1/8/16 An overview of project implementation with tentative project timelines for phases 1 and 2 was given 6. Q&A A Phone equipment functionality and feature matrix was requested for comparison Stephen Stone and team will consider using google voice and other options to meet their needs Revision: 1.0 Page 5 of 5