All existing Chorus desk phones will be removed and the project will not supply personal handsets or headsets.
Personal users can use Teams Phone through:
- their computer’s inbuilt microphone and speaker
- a headset (that they might already be using for Teams meetings)
- Teams Phone compatible handset (if paid for by their department or college)
- the Teams Phone app on their personal mobile phone or tablet
The table below shows the Teams Phone equivalent for selected activities that might be in use in Chorus:
| Chorus |
Teams Phone |
| Hunt Group |
Call Queue |
| Pickup Group |
Call Group |
| EA Group |
Call Delegation |
People in dual roles
People in dual roles may have a personal line and a ‘role-based’ line. Only one telephone number can be associated with an SSO, so colleges or departments who want to provide a ‘role-based’ line will need to request a Common Area Phone for this purpose. They will also need to pay for a Shared Area Device licence if they want to use a handset, and they will need to pay for the handset itself. Alternatively, the ‘role-based’ line can be associated with a Call Queue, which when dialled could deliver the call to the user's ‘personal’ line. This could remove the requirement for a handset, and the associated costs. In this scenario voicemails for the personal line would be delivered to the user’s email address, and voicemails for the Call Queue would be left in the mailbox associated with the Queue. We can set rules on this mailbox to deliver the voicemails to specified Oxford email addresses.
Transitioning personal lines to Teams Phone
Telephone coordinators can already move personal lines to Teams Phone using Phoneman, and will be responsible for undertaking this at the appropriate time.
There are more than 10,000 common area devices in use currently across the collegiate University. These are handsets located in communal or shared areas allowing more than one person to make or receive calls (for example, receptions areas, porters’ lodges). The introduction of Teams Phone could result in some of these common areas no longer requiring a physical handset and the table below outlines the options for moving these lines. If you are unsure about the best solution to use or need further advice, please contact the project team.
Each common area phones (CAP) requires a Shared Area Device licence which is charged annually.
| Current Chorus configuration |
Suggested alternative |
How to achieve this |
Associated cost |
|
| Common area phone, e.g. lodge/library/lab etc where a phone is required |
Teams Desk phone using a Shared Area Device licence |
Inform the project via the survey spreadsheet (supplied to Telephone Coordinators at the appropriate time). The project will fund 1 reception or lodge phone per building and up to 10% of remaining common area devices (based on current numbers of Chorus shared area phones)
Your network will require configuration, a device will need to be ordered/configured/deployed, and a Shared Area Device account created for you. Contact the project team
|
Up front hardware cost, future hardware refresh cost
Ongoing Shared Area Device licence fee and line charge under new cost model
|
|
| Common area phone, eg lodge/library/lab etc where a phone is no longer required |
Move the extension to a Teams Call Queue/Autoattendant. Provide Teams Phone to the users who need to answer these calls. This will facilitate hybrid working |
- Assign the users who will handle calls Teams in Phoneman
- Complete the Call Queues and AutoAttendants Service Request
|
Ongoing annual line charge under new cost model |
|
| Intercoms |
Reconfigure these devices to talk to a user on Teams |
Contact the project team, which will handle these on a case-by-case basis |
To be determined individually |
|
Transitioning common area line to Teams Phone
Telephone coordinators will be able to move non-people lines to Teams common area lines when new functionality is available in Phoneman, which is likely to be in Michaelmas term.
Call Queues
A Call Queue is similar to a Hunt Group in Chorus. It allows calls to a single number to be distributed to a group of colleagues. This is managed through the Teams client of the named individual. To activate, complete the Call Queue/AutoAttendant section of the college/department survey (which will made available to Telephone Coordinators at the appropriate time) or complete the Call Queues and AutoAttendants Service Request.
AutoAttendant
AutoAttendant provides additional functionality such as welcome messages, time-of-day-routing, and configurable opening hours. This can be managed in the Teams client of the named individual. To activate, complete the Call Queue/AutoAttendant section of the college/department survey (which will made available to Telephone Coordinators at the appropriate time) or complete the Call Queues and AutoAttendants Service Request.
Network configuration: pilot users
Your Frodo already has the Teams Phone network configured, and the project team will coordinate this being enabled. There will be no downtime associated with the work. The project team will inform you when this work has been completed.
The Teams VLAN is on port 346 and you will need to configure your switches or network access control solution accordingly. Guidance on network configuration will be available in due course.
Handset acquisition process: pilot users
- Complete your survey, specifying the number of devices you require
- The project team will have the devices delivered to your location
- If you require more devices than the project can support, contact damen.hughes@avoira.com, account manager with the University's telephony hardware suppliers. Damen will provide you with a quote and purchase process for additional devices
Account creation: pilot users
- Personal lines: activate this through Phoneman. For completeness, please record the information in the Survey spreadsheet and return it via the project mailbox
- Common Area lines: the functionality allowing you to make this change yourself in Phoneman is expected to be available from late August, after which you can activate these accounts yourself (but please still complete and return the Survey spreadsheet). If you need to transition Common Area lines to Teams Phone before the functionality is available, please indicate this through the Survey spreadsheet, showing which numbers require Common Area Phones and what the Display Name needs to be for the account. The Display Name will appear on internal inbound and outbound Teams Phone calls. The project team will create these accounts for you, and provide the username/password you need to log in to the handset you deploy for the Common Area Phone
Handset deployment process: pilot users
- Deploy handsets to their required location. The device should pick up an address in the Teams network subnet associated with your building’s Frodo. You can check what is in Huginn: https://www.networks.it.ox.ac.uk/itss/huginn/frodos/
- The handset will boot up and display a URL and a code on the screen. Note: the handset will log in to the account associated with the browser you’re using
- personal phones: browse to the URL and log in with their SSO credentials. If they are already logged in on the browser, you will not need to perform this step
- common area phones: use the browser on your laptop or PC to navigate to the URL using a private or incognito window. Enter the code on the phone’s screen. When prompted, enter the Common Area Phone username and password supplied by the project team
- Unplug any Chorus handsets, otherwise your users will be able to make outbound calls using the same number on two systems, which would cause confusion
Handset collection process: pilot users
Please gather all Chorus devices in a central location from which the project team will arrange collection and secure disposal.
