Telecom Fact Finding. B Obtain contact information for all service provider account representatives. C Gather internal phone and fax directories.

Transcription

1 Telecom Fact Finding This process is an important part of today s expense reduction assignment. Please complete as much of the information that is requested. The completion of this document will give you a full list of issues to consider and questions to ask in order to identify your expenses. Ensure you obtain all of the following voice, Internet, Wi-Fi expense documentation for all of your locations: A Gather ALL bills, whether paper or electronic (usually 3 most current months). B Obtain contact information for all service provider account representatives. C Gather internal phone and fax directories. D Gather contracts and term plan details. E Gather all maintenance agreements for hardware. F Obtain the name of the company or companies that maintain hardware. G Obtain the name of the company that is responsible for alarm systems and elevators. 1

2 Contact Information Name of Head Start Agency: Contacts: Usually the person in the organization that is knowledgeable about the phone/data systems. Primary Contact: Title/Position: Phone Number(s): Address: Fax Number: Preferred time/method of contact ( /phone): Secondary Contact: Title/Position: Phone Number(s): Address: Fax Number: Preferred time/method of contact ( /phone): Notes: 2

3 Does the organization have any plans for future expansion/reduction of their telecom requirements? Will the organization be moving, expanding, acquiring new locations, downsizing etc. in the foreseeable future? Is the organization a member of any associations? For instance, this may include educational associations. 3

4 Locations (Add any additional locations on a separate sheet) Address City Zip/Postal Code Primary Phone Contact Person Connectivity between multiple locations? (E.g. Wide-Area-Network (WAN)): List any rural locations (sites that have limited connectivity options from service providers): 4

5 Phone System *Note: If there is more than one location, please fill out separate service profiles for each. This refers to the phone system/pbx located in the server closet. Or, is your system on-premise or cloud-based? Obtain information about the system including the name and model number from the name plate on the system. Brand Name (from name plate): Model(s) (from name plate): Primary handset model: Is the system leased/rented/owned: Approximate age of system: Term of any lease/rental agreements: Company that services/maintains system: Contact person: Phone Number: Maintenance contracts (include): # of employee handsets: # of receptionist handsets: # of conference handsets: # of employees making outgoing calls daily: Devices using phone lines? Fax Credit Card Terminal Alarm Elevator Internal/Fax Directories: Postage Machine Cameras Servers 5

6 Voice Services Provider: Type of Service (Centrex, PRI, SIP, VoIP, Long Distance, Local, etc.): Contracted? Y / N Y / N Y / N Required features? Name: Name: Name: Associated Contacts: Phone: Phone: Phone: BILLING INFORMATION: (paper, electronic, usernames, & password): Voice, long distance, and toll free services under the same provider? Notes: 6

7 Wireless/Cellular Services (If you have additional service providers, please include them on a separate sheet). 1 2 Provider: Contracted? Y / N Y / N Associated Contacts: Name: Phone: Name: Phone: BILLING INFORMATION: (paper, electronic, usernames, & password): Other Information: (peak months, non-business usage, data inaccessible employees) Peak Months: Non-business Usage: Voice Plan Only Employees: Peak Months: Non-business Usage: Voice Plan Only Employees: Is there online access available? Provide any additionally information that may be important: Any users located in areas different from those listed previously? Seasonal devices? (details) 7

8 Data/Internet Services Provider: Type of Service(s): Bandwidth (speed) Up/Down: Satisfied with current speeds? Y / N Y / N Y / N Static IP Requirements? What are they being used for (e.g. cameras, servers, etc.)? Website On- premise or cloud- based? On- premise or cloud- based: Y / N Y / N Y / N Y / N Y / N Y / N Contracted? Y / N Y / N Y / N Name: Name: Name: Associated Contacts: Phone: Phone: Phone: Name of IT Company/IT Person (if applicable)): BILLING INFORMATION: (paper, electronic, usernames, & password): Networking hardware/equipment (provide photos of equipment front & back if possible & include model make and number): Routers - Firewalls: Switches: Wireless Access Points: Other (Wireless Bridges, USPs, servers, cameras, etc.) 8

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