INDeX Technical Bulletin

INDeX Technical Bulletin Bulletin number: 209 Date: 29-JUL-2004

INDeX Technical Bulletin Bulletin No: 209 Date: 29 July 2004 General Availability (GA) of INDeX Media Gateway Avaya are pleased to announce the General Availability of the INDeX Media Gateway. Overview The INDeX Media Gateway represents the recommended migration path for existing INDeX users, enabling the use of the advanced features already available to the IP Office range. The INDeX Media Gateway will allow the use of the INDeX Cabinets, PSU s, DSLC cassettes, and DT or 20xx series telephones. INDeX Media Gateway Conversion Process Initial considerations From a project management perspective the migration process from an INDeX system to an IP Office should be considered as a new install. Although the same telephones are used (DT and 20xx series) the operational manner of the features is slightly different, and requires consideration prior to installation. Also, changes around the Voicemail access, Operators consoles, Pickup, etc., should all be clarified with the client in order to manage expectations properly. Technical Considerations When discussing a possible migration site with the client ensure the following details have been covered: DASS II Line Conversions. With the IP Office only supporting E-PRI and BRI interfaces rather than DASS II, conversion by the network provider will be required. The timeframe for this conversion varies between providers, but estimate at least four weeks. Voicemail and SoftConsole The functionality is significantly different in their method of operation. Investigation should be carried out regarding the clients usage of current systems to ensure that the configuration can be mapped from one system onto another. Page 1 of 15

DT/20xx Series Terminals The Media Gateway is capable of running either old-style DT type and new-style 20xx series telephones, providing the software version for these phones is 2.4 or greater. This can be determined individually on the phone by running the self test or by looking in the channel details of the DSLC cards in Linecard information as shown below. Training Extra training should be considered for the client in order to identify the differences in operation for the end users when using the phone, Voicemail, SoftConsole, etc. DPNSS DPNSS is not directly supported on the IP Office. DPNSS to QSig converters are available, however the level of functionality is reduced to a basic Desk to Desk dialling environment. Multiple Cabinet INDeX Multiple cabinet systems are likely to have DSLC cards and their respective amphenol connectors spread out across the cabinets. Relocation of these cards and cables will be necessary to ensure the sequential layout of DSLC cards within the Cabinet. Page 2 of 15

Technical Implementation of the INDeX Media Gateway The INDeX Media Gateway (IMG) allows the IP Office to control the DSLC s as they would a DT30 or DT16 module. The IMG can only be controlled via the IP Office 406 or the IP Office 412. The IP406 will support 1 INDeX cabinet, allowing up to 180 extensions maximum, the IP412 will support a maximum of 360 extensions via 2 INDeX Cabinets. All the DSLC types are supported with the IMG (DSLC 8, 16, 24 & 32), although there is a restriction on the DSLC 32. Only 30 extensions are supported on this card, the last two ports are redundant. For each DSLC installed in the cabinet and connected to the IMG, an expansion port will be used from the control unit. The IP406 has 6 expansion ports and the IP412 has 12. These expansion port connections are shared with the standard external expansion modules for the IP Office. As a result, there is a trade-off between the number of DSLC s supported and the number of expansion modules supported. This is of particular relevance when considering a customer s ALOG Cassette replacements. IP406 DSLC Required 0 1 2 3 4 5 6 Modules Supported 6 5 4 3 2 1 0 The same rule applies to the IP412, but with 12 available connections. The DSLC cassettes should be populated sequentially in the Cabinet leaving no slots between cassettes. It should be noted that slots 1 to 6 are used by the IP406 in the first cabinet. The IP412 uses slots 1-7 in the first cabinet and then slots 1-5 in the second cabinet. The INDeX Media Gateway connects to the INDeX Cabinet via an ELC cassette and a Link Cable. These connections can be seen on the rear of the IMG unit, along with the associated RJ45 expansion ports, which are slot specific. Note the slots start 1/1 on the bottom left, above that is 1/2, and so on. Page 3 of 15

INDeX to IP Office & INDeX Media Gateway Conversion Depending on the nature and complexity of the customer s database there are two ways to migrate the programming from the INDeX to the IP Office. The options are: 1. The Media Gateway Database Conversion Tool. 2. A complete rewrite. There are benefits and drawbacks to both processes. The Media Gateway Conversion Tool is designed to identify valid Users, Extensions, and Groups within the INDeX database, and present them in a format where they can be imported into an IP Office configuration via the Wizard or Manager programs. The drawback to this method is that an upgrade process is currently required to match the types of databases that can be converted, as discussed further in the following section. The other method of rewriting the configuration would allow the existing database on the INDeX to be cleaned up and redundant programming not to be uploaded into a clean system. Clearly this process would take more time to complete. Database Conversion Tool There are currently two versions of the database conversion tool to assist in the preparation of an INDeX to IP Office migration. 1. 90V-MG.exe For converting a 9.0V Database 2. 101X-MG.exe For converting a 10.1X Database The two conversion tools are centred on the two hardware types of CPU s most commonly installed, which are the CPU-V and the CPU-X. The conversion tools are available for download at the following address: https://emea-businesspartner.avaya.com/support/technicaldatabase/index.html The tools are also based on software versions and it is important to realise this in attempting to convert early versions of database, e.g. 6.3.1 & 7.1 etc. For CPU-V If the customers database is prior to 9.0 then the database should be progressively upgraded, in line with current upgrade procedures, to 9.0 software prior to running the conversion tool. e.g: Database is at 6.3.1. Upgrade to 7.0 Upgrade to 8.0 Upgrade to 9.0 For CPU-X If the customers database is prior to level 10.1 then the upgrade process should be performed accordingly. Conversion should be performed using the 10.1 version of the conversion tool. e.g: Database is 9.0. Upgrade to 10.0 Upgrade to 10.1 Do not use the 9.0V Conversion Tool on a version 9.0 CPU-X database. Page 4 of 15

Running the Conversion Tool Copy the required conversion tool into a folder accessible from DOS and rename the file to MGCONV.exe. (To activate a DOS window: Click START then RUN, then in the space type cmd and click OK.) In this example the conversion tool is in the kermit229 folder and the database being converted is example.db. The first line shows the size of the database, the second line confirms the version of software the database originated from. The tool is now displaying 3 options. The IP406 and IP412 have different hardware mappings, which is why there are different options for each. Make the selection then press return. The Conversion Tool will prompt for a Destination Folder ; in this case the same folder as the tool was located in was selected by pressing return. At this stage a file called IPODATA.CSV has been created and can be viewed through Notepad or a similar application. Be aware if modifying this file using Excel not to add proprietary formatting to the CSV file. Page 5 of 15

Implementing the converted user database A good way to build the configuration off-site is by using the IP Office Wizard application. This is installed as part of the IP Office Administration suite of programs. With this you are able to create a blank IP Office configuration into which you can import the CSV file generated by the Conversion Tool. Before starting make sure that you have the CSV file generated by the Conversion Tool. The Wizard program is run from Start Programs IP Office Wizard. When the program starts choose the IP Office Installation and Administration Wizard option. This will take you to the welcome screen, click on the Next button located at the bottom right hand side of the form. The Wizard will now start searching for IP Office units on the network. At the configuration screen select the Offline radio button and then make sure the Create New option is selected. Leave the file name and location as the default. (File name IP OfficeConfig located at C:\Program Files\Avaya\IP Office\Configfiles). Select the appropriate country from the drop down list and then click on Next. At the Hardware Configuration screen, start by selecting which control unit you will be using, the IP406 or IP412. The Conversion Tool automatically assumes that the media gateway DSLC connections will start at expansion port 1 so it is not possible to add any IP Office expansion units through use of the Wizard. These will need to be added to the configuration by physically building the system and connecting the modules to the appropriate expansion slots. When you have selected the required IP Office control unit for configuration click on Next. The next screen allows you to select the IP address of the IP Office and whether or not it is to act as a DHCP server. It is recommended that you leave all of these as default for now as the purpose of this exercise is to obtain a base configuration. Click on Next to cycle through the other options until you come to the Parameters screen. A Save Page 6 of 15

option will now appear at the top right hand side of the form, click on this to save your configuration. At the save configuration screen change the file location to C:\Program Files\Avaya\IP Office\Manager and name the file accordingly. Click on OK. The file will now be saved and the Wizard can be closed down. Open the IP Office Manager application and choose Offline Open File from the file menu. Select the configuration file that you have just created with the Wizard. Once this has been opened select Import/Export Import as Text from the file menu. Browse to the location of the CSV file created by the Conversion Tool and open it. The configuration will now be updated with the contents of the CSV file. Save the configuration file. Now run the Wizard again, but this time at the configuration screen select Offline and then Open Existing. Browse to the location of the configuration file that you have just saved and select it, then click on Next. The Wizard will now attempt to validate the configuration file. If there are any errors in the configuration these will be highlighted by the Wizard. If there are errors the offending configuration item will be listed on the left hand side of the screen. Clicking on each of these in turn will then show the cause of the error on the right hand side of the screen. If you then click on the error a pop up message will appear, when you then click on OK the Wizard will open the appropriate screen to allow you to edit the item and correct the error. The following can cause errors in the configuration: User names can only be 15 characters in length on IP Office, INDeX allows 16 You cannot use characters such as #? / &,. which INDeX would allow Supergroups may be in existence, these are not supported and must be either modified or deleted All Hunt Groups and Users should have names Group 0 may stop you from dialling out if no trunk access code is being used When all of the errors have been corrected click on the save button at the top right hand side of the form to save your configuration. This configuration can now be uploaded to your IP Office system. The only remaining thing to do is to connect any additional IP Office expansion modules to your system so that you can complete the programming. Page 7 of 15

Importing Speed Dials The conversion tools do not import the Speed Dial list from the INDeX. The process for importing speed dials is described below. It is best to capture the speed dial list through Kermit. To do this, go to INDeX system administration, Reports, List External Directory. At this stage Kermit can be used to capture the list. Keystroke sequence: Press Ctrl & ], then C, Kermit should respond and show the KermitMS> prompt. Type: log Speed.txt (Where Speed.txt is the name of the capture file, and will be captured to the same directory from where Kermit was started.) The system should respond with the KermitMS> prompt. Type: C (and press return) Now on the INDeX menu choose External with Pagination By Name. Wait for the list to complete scrolling. Type: Ctrl & ] then C KermitMS> Close KermitMS> C There should now be a file in the directory called Speed.txt which will need some reformatting. When capturing these files, extra characters are inserted for line feed, carriage return, etc. These need to be removed before progressing. The sections highlighted in the screenshot below need to be removed. Page 8 of 15

The file should now look like this: In the above screenshot there is a mixture of line specified line access (the separate 9) and combined line access numbers. These should be removed prior to bringing the file into the IP Office configuration. The separate line access column can be removed as shown below. The simplest way to convert this file into a CSV file is as follows. Start Excel, go to File Open. Select the file type as.txt and find the file specified containing the speed dials. The Excel wizard should now ask how the file needs to be imported. Make sure the Fixed Width is selected and then click Next. Excel will suggest the columns, normally the default settings are fine, however they can be adjusted at this point if necessary. Page 9 of 15

The 9 column should be selected for Not Imported (Skip) as the IP Office Speed dials do not require the line access. The next step requires the Number field to be set to Text in the Data Format section. The other fields may be left as General. If the 9 has been included in the number, this should be removed manually later. Click Finish and Excel will display the list. Choose File then Save As. Choose the file type CSV (Comma Separated Variable ) This banner may show, warning that some formatting will be lost. Click Yes and the new.csv file will be saved. This is the format that the file should be in: There is one final modification to be made prior to uploading the list into the IP Office. Page 10 of 15

The Wizard will allow the speed dials to be imported into both the Directory and Shortcode areas of the configuration. This will allow access by directory search and by direct speed dial number access. Due to compatibility with the Speed Dial functions on the INDeX and IP Office, the speed dial numbers (100, 101, 9000, etc) need to be prefixed with a #. This will allow the use of all the INDeX Speed dial numbers, but with a slightly different method of access. Instead of the user having to press Speed Dial then System then 100, the user may now simply dial #100. The finished CSV file should look like this: Using the IP Office Wizard, this file may be imported into the configuration. Run the IP Office Installation and Administration Wizard and open your IP Office configuration file. Select the Speed Dials option from the menu tree on the left hand side of the screen and then click on the Import button on the right hand side. This will allow you to browse for your speed dial CSV file. The Wizard will automatically take this list and insert them into the Directory and also as short codes so that the speed dials can be dialled by name or by number, e.g. #100. Once the list has been imported click on the save button at the top right hand side of the form. Conversion Limitations The INDeX database is structured differently to the IP Office configurations and as such minor anomalies may become apparent running through the wizard. Logged On and Logged Off Users The database conversion tools work on the basis that the terminals and users present at the time of the INDeX database download will be present in the IP Office database. Hotdesk users on the INDeX that are not logged on when the database is taken will be allocated as users, but not associated with a physical extension. These users are not, however, tagged as hot-desk in the IP Office configuration when brought through the conversion, and as such would need to be modified. 30 Physical Extensions on a DSLC32 The conversion process will drop the last two physical extensions on a DSLC32 cassette and create them as users. Re-patching or re-wiring would be required to reconnect these users to another valid physical extension port. Page 11 of 15

General Information Software Upgrades The INDeX Media Gateway may arrive from the factory without the latest level of software pre-loaded. This can be checked in the Manager by selecting Unit from the configuration tree and observing the version of software on the Media Gateway. The current version at release is 2.1(1601). If any other version is on the unit it should be upgraded. This is done in exactly the same way that an IP Office module is upgraded, through use of the UpgradeWiz program. It should be noted that the Media Gateway is identified as Media Gateway and also as MG Expansion if more than one DSLC is connected. The only unit that should be upgraded is the one called Media Gateway. The latest software is available with the conversion tools at the following location: https://emea-businesspartner.avaya.com/support/technicaldatabase/index.html New Install First Power-On When installing the INDeX Media Gateway, please ensure that reference is made to the appropriate manual detailing the full installation procedure. Fault Finding As an indication to aid fault finding on new systems, the following has been noted during trial and testing. This sequence should be followed if problems have been experienced in bringing the system live. 1. Connect all leads to the INDeX Cabinet, Media Gateway and IP Office. 2. Power on the INDeX Cab. A mixture of red and green lights will come on. 3. Power on the Media Gateway. After approx 10s all the red lights on the cassettes in the INDeX Cabinets will go out. The Media Gateway box will show Cabinet lights for the appropriate number of boxes. 4. Power on the IP Office. Once the IP Office is operational the Config light on the Media Gateway will come on providing all associated Expansion Cables have been correctly connected. New Install Go Live Customer and user expectation regarding the specifics of the telephone usage needs to be handled properly once a migration is brought live. From a user s perspective, the telephone is exactly the same, however the features and usage will be performed slightly differently. To help in this there is a quick reference guide relating to the terminals comparative usage and this is available for download. A copy of this is also included in the Appendix at the end of this bulletin. https://emea-businesspartner.avaya.com/support/technicaldatabase/index/manuals.html Page 12 of 15

Appendix A INDeX Media Gateway Terminal Functions The list below details the most common INDeX phone features and their equivalents when using an IP Office via INDeX Media Gateway. For other features see the relevant IP Office User Guides. The display information for calls is generally presented as Calling Parties Name or Number, followed by Called Parties Name or Number. INDeX Log On Log Off Media Gateway. (This key does not disappear when the phone is logged on) Making Calls Dial a call Redial Make a Page Call Return a Missed Call Set up a Conference Call Transfer a call Hold a call Park a call Call using a BLF key Call using a Speed Dial Leave a Message Light Press REDIAL, SCROLL to see other numbers, select CALL or DELETE as required (Dial tone is heard when PAGE is pressed) Press the Soft Key next to the Number 1-30 on the display. Press SCROLL to see other numbers, select CALL or DELETE as required Dial Ahead ; Hold and Dial. If holding more than one call, there is an idle state between toggling between users. If two calls are held, a broker call, two presses of the Hold key are required to toggle to the other party See IP Office terminal User Guide Answering Calls Answer a call Answer using a BLF key Call Pick-up Press the DSS key, then SPEAKER Page 13 of 15

Miscellaneous Functions Search the INDEX Set a Divert Set No Calls Change Group status Program a Speed Dial Program a BLF Key Set Absent Message Set an Alarm Change Ringer settings Forward Calls Set Pick-up Number Set Soft Keys Set Callfree Status Set Background Music Change Password Change Language Lock Phone Soft Key Usage Voice Mail Listen to Voice Messages Delete a voice message Change voice mail greeting Leave a voice mail message, use SET and CLEAR to make divert active or not. TARGETS option - see IP Office User Guide Only if VoiceMail Pro is running. See IP Office User Guide (Group Numbers Only allowed) (If enabled on the system) (Not password protected). RETRY key allows another option to be selected Note: A password may be required depending upon system setup Press VOICE, LISTEN, NEW, SAV or OLD to access messages, then follow the on-screen prompts Press VOICE, LISTEN, NEW, SAV or OLD to access messages, then follow the on-screen prompts Press VOICE, GREETING then follow the on-screen prompts Press VOICE, MESSAGE and extension number Agent Features Log On Log Off Set Busy Wrap Up Set Busy Not Available Send Supervisor Message Busy Not Available Reasons. (This key does not disappear when the phone is logged on) Not Available Not Available Page 14 of 15

Issued by: Avaya SMBS New Product Introduction Tel: 01707 392200 Fax: 01707 364131 Email: gssfsg@avaya.com Internet: http://www.avaya.com Page 15 of 15