BT SIP Trunk CRF User Guide - BT Sales / Originator + Specialist

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1 BT SIP Trunk CRF User Guide - BT Sales / Originator + Specialist The following informa on provides an overview of how to use and complete the SIP Trunk elements of the BT System CRF portal. 1. Introduc on Prior to entering and comple ng the relevant sec ons the BT Salesperson should have the following :- His / her details - including their BT EIN number Customer and Customer Contact details including address, telephone number and address. Specific details rela ng to the sale and the customers environment. Knowledge of any specific or special instruc ons agreed / requested by the customer. Knowledge of the BT Specialist who will verify the entered details prior to submission. 2. Access Access to the portal is via the following URL: When accessing the site the user will require a valid Username and password. This will be created and will require changing immediately and every 90 days in line with BT Security requirements When access has been granted the user will be greeted with the following op ons :- 1. View / edit. If a CRF has been created previously but not submi ed, the user is able to edit the CRF configura on. To access this the user must enter the CRF reference and he / she will gain access to the previously stored data. 2. Create. If a new CRF record requires crea ng the user should select this op on. 3. User Guide. Select this op on to download the portal user guide to assist first me users navigate and operate the site. 4. User Se ngs. Users will be required to access this sec on of the portal when changing their password. 1

2 3. Create a new CRF record Select create and the following screen will appear :- 3.1 Originator Details : Please enter the required details ( Note those shown with a * are required. When complete please ensure the Save CRF is selected to save the entries. 3.2 Customer Details : On selec ng the Customer Details tab the following screen will be displayed : There are two sec ons that require comple ng. Once completed and the entered details saved, the Red Bu ons adjacent to each sec on will turn green to indicate data has been entered in the required fields. This is also the case for all other sec ons that require data to be entered. Please note: The site is designed to register a change in all op ons to make the Icon go green - this is to ensure users check and make amendments to every op on to ensure no important details are overlooked. When completed, the status icons will change green as follows :- 2

3 Please enter the required details ( Note those shown with a * are required ). When completed, please ensure the Save CRF is selected to save the entries. Once all mandatory details have been entered into these sec ons and the Save CRF bu on pressed the CRF will be created. This will be shown by the green CRF saved banner that will appear as per the screen shot below. Users are then able to exit the site and re-join as required using the CRF Reference shown on the top R/H side of the screen ( no 43 in the above example) and con nue, or edit any entered details as required un l the bu on is pressed. For details rela ng to this please see sec on 3.3.Once pressed, the originator will be sent a confirma on sta ng that the CRF has been created using the address contained in the BT Originators text box. Please note, once the Submit CRF bu on has been pressed, the site may appear to accept new changes to be entered however none will be saved so please only select the Submit CRF bu on when all sec ons of the CRF has been completed. The CRF will then be submi ed to BT Admin for processing and the details entered by the BT salesperson will become visible to customers when they are contacted as part of the CRF / System Pre Staging process. The above is the standard mode of opera on for submi ng Switch CRF s where the order does not include a BT SIP Trunk, however when either a BT SIP Trunk is ordered with a BT Switch or independently of a BT Switch ( Na ve SIP Trunk Order) an addi onal technical sign off process is required. Please see sec on x.x for details. 3

4 The BT originator and Customer Details sec ons are required to be completed prior to allowing the CRF to be saved. Once completed, and the entered details saved the Red Status Bu ons adjacent to each sec on will turn green to indicate data has been entered in the required fields. This is also the case for all other sec ons that require data to be entered. When completed correctly, the status indicators will turn green as follows :- 3.3 BT Na ve SIP Trunk Order Details The Order Details sec on is where you are requested to enter accurate details of the customer order and planned configura on. On selec ng the Tab the following will appear : Using the drop down op on select BT SIP Trunk and wait for the SIP Trunk template to be displayed. As shown below. It is recommended that users work through the sec ons in sequence star ng with the BT SIP Trunks Sec on. Notes rela ng to the comple ng of each sec on are as follows :- 4

5 3.3.1 BT SIP Trunks : Using the drop down menu complete ALL the details and then Press Save CRF bu on at the foot of the page before moving onto the BT Net sec on SIP Trunk Details. Please ensure the details requested in the SIP Trunk Details sec on highlighted in Red are completed as these are required to calculate the BT Net Profile overview in sec on Please confirm the correct Codec to be used. ( Note G711 is standard but G729 may be used in special circumstances) New Telephone Number Requirements. Please select the Quan ty and Range rela ng to the DDI numbers required Directory Entry & Number Por ng. Please confirm if the customer requires a Directory entry and if they wish to port any exis ng numbers onto their new BT SIP Trunk service Extension Number Length. Please enter the required Extension Number length and note the help bubble opened when hovering above the text Call Barring. Please reflect the type of calls the customer requires to be barred. 5

6 3.3.2 BT Net Using the drop down op ons select the correct response pertaining to the customer order The Data Requirements details are required to be completed to allow the BT Net Profile Overview to be calculated The BT Net Profile Overview sec on auto calculates based on the details selected in sec on and above. Should the calcula ons not auto populate, this will be due to non comple on of the required sec ons. Please use the Help bubble to assist which will be displayed when hovering above the Auto calculate wording as follows: BT Net Details. Please complete the details as required. In the event the selected op ons fall outside of the design requirements warning no ces will appear to advise users accordingly and the entered details will need to be revised to ensure the service will operate correctly The Firewall and LAN sec on requires users to confirm the customer has signed and understood BT s requirements. In the event a No is selected users will be presented with a Warning message as shown and progress will be prohibited un l a Yes is selected in response to both ques ons. By pressing the BT SIP Trunk + Firewall Guide bu on, users will gain access to the document that needs to be signed by the customer. 6

7 3.3.3 Switch or IAD This sec on is designed to capture the details rela ng to the Switch the BT SIP Trunk service is to connect to. BT support BT maintained and non maintained switches based on specific criteria as outlined below The first op on available when accessing the Switch or IAD sec on is confirma on of whether the switch the BT SIP Trunk is to be connected to is BT maintained or not. Selec on of Yes or No will apply the specific template designed to address this op on. BT Maintained Switch As the BT switch is maintained please ensure you have the BT Account details and enter in the text box provided Part A Requirements. Please select the relevant BT Switch from the drop down list of approved BT Maintained switches SIP Licenses. Please confirm the BT SIP Licenses have been ordered. For assistance please refer to the help bubble that appears when hovering over the text as follows : Part B : SIP Gateway. Please confirm the line type that are connected to the BT Maintained Switch to allow the appropriate IAD to be installed as part of the BT SIP Trunk provision. 7

8 3.3.3 Switch or IAD Con nued The first op on available when accessing the Switch or IAD sec on is confirma on of whether the switch the BT SIP Trunk is to be connected to is BT maintained or not. Selec on of Yes or No will apply the specific template designed to address this op on. Approved Non BT Maintained Switch Part A Requirements. Please select the switch from the list of approved, non BT maintained switches In the event the switch to be connected is Not on the approved list please confirm this by selec ng the Not Listed op on in the drop down table. ( see ) Maintainer Presence. To ensure the SIP Trunk Service delivery is a efficient as possible it is essen al that the Switch maintainer is present on the day of install. Please confirm this and that the Na ve SIP Compliance No ce Form has been completed Please confirm the BT SIP Licenses have been ordered. For assistance please refer to the help bubble that appears when hovering over the text as follows : 8

9 3.3.3 Switch or IAD Con nued. Non Approved Non BT Maintained Switch Part A Requirements. Please select the switch from the list of approved, non BT maintained switches In the event the switch to be connected is Not on the approved list please confirm this by selec ng the Not Listed op on in the drop down table. This will open up the Non Approved, Non BT Maintained Part B - SIP Gateway sec on for comple on. ( See below) Maintainer Presence. To ensure the SIP Trunk Service delivery is a efficient as possible it is essen al that the Switch maintainer is present on the day of install. Please confirm this and that the Na ve SIP Compliance No ce Form has been completed Please confirm the BT SIP Licenses have been ordered. For assistance please refer to the help bubble that appears when hovering over the text as follows : Part B : SIP Gateway. Please confirm the make and model of the Switch to be connected and the Line interface on the Switch to allow the appropriate IAD to be installed as part of the BT SIP Trunk provision. 9

10 3.3.4 Number Por ng the customer ( See Note)) ( GNP Le er of Authority) Port Numbers. Please select yes if you wish to port numbers as part of the service Cupid ID. By selec ng the OFCOM CUPID Lookup bu on users are able to view the relevant OFCOM documents pertaining to this Le er of Consent Template. This is to be transferred onto the Customers Company Headed paper and required to be signed to allow the service to progress. Please use the BT Le er of Consent bu on to open up the template document as required. Important Note : Standard Geographic Number Por ng (GNP) customer le er of authority must be obtained in every case, this should be on the customer s le er headed paper & signed by the customer. Customers should use this document as a template on their le er headed reply Por ng Scenarios. Currently BT support 6 por ng scenarios. Use the Radio bu ons to select One of the op ons. Please note, although listed Op on 7 is not currently supported Range Holder. Please confirm the Range Holder details using the drop down op ons. Por ng Details. Please refer to sec ons & for details. 10

11 3.3.4 Number Por ng Con nued Port Single Line Numbers. Please select Yes if you wish to port single numbers Single Line selec on. When Yes selected in above, you will be presented with 11 single line op ons. Select Yes against all required lines for the number of single lines that require por ng Single Line 1 Details. Once selected, the details pertaining to the relevant single line will be displayed. Please provide the relevant details by selec ng the appropriate drop down op on or by adding the details using the free text boxes as required Single Lines 2 11 Details. Please entered required responses for Single Lines 2 11 as required. 11

12 3.3.4 Number Por ng Con nued Port Mul Line Numbers. Please select Yes if you wish to port Mul Line numbers Mul Line selec on. When Yes selected in above, you will be presented with 6 Mul line op ons. Select Yes against all required lines for the number of Mul lines that require por ng Mul Line 1 Details. Once selected, the details pertaining to the relevant mul line will be displayed. Please provide the relevant details by selec ng the appropriate drop down op on or by adding the details using the free text boxes as required Mul Lines 2-6 Details. Please entered required responses for Mul Lines 2-6 as required. 12

13 4.0 Pre Installa on The pre installa on sec on is designed to provide a checklist for the BT salesperson to ensure all order and installa on details are addressed and recorded. However this is not required as standard and will only be displayed when a Non BT maintained switch is selected in the Switch or IAD sec on of the portal. When this applies, the following sec ons require comple ng. The format of the Pre Installed requirements replicates previous sec ons of the portal. By selec ng the first sec on the detail will open up and the BT salesperson requested to address each op on on display. Where appropriate help pop ups will be on hand to provide assistance. Please ensure you select the Save CRF bu on a er comple ng a sec on and prior to moving onto another, otherwise the details entered will not be retained. 5.0 Special Instruc ons. During the sales process BT may become aware of Special Instruc ons or requests from the customer rela ng to the provision of the BT SIP Trunk service. The agreed features sec on allows sales person or specialists to add details as required. Please therefore enter any relevant details in the free text box and ensure Save CRF is pressed prior to exi ng the sec on. 13

14 6.0 CRF Submission. When completed, please ensure the Save CRF is selected to save the entries. Once all mandatory details have been entered into these sec ons and the Save CRF bu on pressed the CRF details will be saved in the database. This will be shown by the green CRF saved banner that will appear as per the screen shot below. 6.1 Comple on Status Icons. The System CRF has 3 status comple on icons located at the top L/H side of the screen. This is to show users if there are any sec ons that s ll require data to be inpu ed. All completed CRF s should show the Green Tick icon as follows: However, should one of the following icons appear, addi onal details are required prior to submission:- Shows the CRF has been par ally completed but that addi onal details is required. Shows the CRF has no details entered. Once the SIP Trunk CRF has been saved, the portal will have detected that a Na ve SIP Trunk CRF had been selected and completed as detailed in sec on As the SIP Trunk CRF requires an addi onal Technical specialist verifica on prior to submission, the op ons to facilitate this will now appear in the Originator screen as shown below :- 6.2 BT Technical Specialist Contact Details. The BT Technical Specialist s approved to verify BT SIP Trunk CRF s prior to submission are pre installed. Users will need to select the relevant Specialist from the drop down box and press Save CRF. 6.3 Submit for Verifica on. To send the BT Technical specialist no fica on that the SIP Trunk CRF is ready for verifica on, users should select the Blue Submit for Verifica on bu on. 14

15 6.0 CRF Submission Con nued. 6.4 CRF Submission. Once the Submit for Verifica on bu on has been pressed, users will get a visual confirma on of this onscreen. An will then be sent to the Originator and the selected Technical Specialist using the contact details within the portal. The will show the CRF reference to allow both the Originator and Technical specialist access to the portal to edit / amend details as required. 6.5 Technical Specialist Sign off and CRF Submission Upon receipt of the CRF submission generated by the originator as detailed in above, the BT Technical specialist will be able to gain access to the respec ve CRF and verify the details. If correct, the specialist is able to submit the CRF to the BT Admin team by pressing the Red Submit CRF bu on. Please note once this has been selected, the CRF will only be able to be accessed in Read Only mode and any changes a er this point can only be made by the BT Admin team. In the event the specialist is not able to sign off the CRF he / she will need to contact the Originator via mail and confirm what is required. The originator is then able to log into the portal and using the CRF reference, access the CRF details and amend as required. Submission to the specialist is as outlined in sec ons

16 7.0 SIP Trunk Order when accompanied with a new BT Switch order. Should a SIP trunk provision be ordered with a supported BT Switch i.e. BT IP Office or Mitel MN3300, the following will apply. In the Order Details sec on, when a new Switch CRF is selected the following template will be displayed:- 7.1 BT Switch CRF template. The template shown is the standard BT System CRF template. For details on how to complete this sec on please refer to the BT System CRF user guide found on the front page of the portal - see below. 7.2 Users will also view a BT SIP Trunks template op on. Upon opening, users will be asked if the BT System Order is to include a SIP Trunk provision. Select Yes / no as appropriate. On selec ng Yes and then press Save CRF the standard BT SIP Trunk CRF op ons will be displayed as shown. 7.3 Please complete all SIP CRF sec ons as shown in this user guide sec ons to

17 7.0 SIP Trunk Order when accompanied with a new BT Switch order con nued When a SIP Trunk provision is ordered with a new BT Switch, the Switch or IAD sec on has been amended to reflect this as shown below. 7.4 Please ensure the correct op ons rela ng to the BT Switch are selected and saved. 17

18 8.0 Export of CRF details and conversion into a Word Document Once the Submit CRF bu on has been pressed the CRF will display this status. At this point an Export bu on will appear that will allow the BT Salesperson to obtain a summary of the entered details in HTML Format. By following the process outlined below, the CRF summary is able to be converted into Word format to allow it to be imported into the BT Salesforce database. 8.1 Once the CRF has been submi ed, press the Export bu on ( shown below in Red) and a summary of all details will be displayed as follows:- 8.2 Once displayed, Scroll over all of the export and once highlighted, using the Windows drop down op ons, select Copy and then open up Word and select Paste Once the export contents are displayed in the Word document save as required, prior to uploading to Salesforce or OCS as re- quired. 18

19 9.0 Process overview + Help and assistance 9.1 Process Overview. Below, for reference, is the CRF / System Pre Stage process. It shows clearly the start to end process and the requirements / responsibili es for the :- BT salesperson / Originator BT Technical Specialist BT CRF Process Admin BT Customer System Pre Staging Team BT Installing Engineer 9.2 Help and Assistance Should help or assistance be required, please contact the BT CRF Admin team using the following:- BT Pre-staging team on /508 prestaging@btsystemcrf.com 19

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