Toshiba Voice Processing Vp100 Installation And Maintenance Manual

							PREPARING THE PHONE SYSXM 
2-3 
Figure 2-2 is a block diagram,of the VP 100 connected to a phone system that has in
						

							2-4 installation and Maintenance Manual 
2.2 DETERMINING NECESSARY CHANGES 
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A survey of the existing phone system. is done durin, 
0 the initial phase of the implementation .- process. From the descriptions of the application(s), decisions are made about how_the VP 100 
should be used. Refer to the Product Description manual - IMPLEMENTATION for a list of 
questions to ask during the survey. 
Use the results of the survey and the type of application to determine the necessary changti. 
Schedule and track these changes using the checklist found in the INSTALLATION chapter. 
Testing the Installation and Telephone Changes. 
For convenience, we separated CO trunk changes from PBX changes. The following sections 
discuss changes that may be required and guidelines for ordering the changes for both CO uunking 
and the PBX. 
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Toshiba VP Systems Retease 6.1 December, 1992  
						

							PREPARING THE PHONE SYSTEM 
2-5 
T 
-I 2.3 
./ CHANGES TO CENTRAL OFFICE TRUNKiNG 
Central Office (CO) changes may be needed t-o: 
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Add trunking capability. 
Change the order of trunk hunting. 
Create new trunk hunting groups. 
Add, change, or delete InWXTS (l-800) services. 
Add, change, or delete DID or Centrex services. 
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Split the hunt group (directory listed number), allowing some trunks to be directed to the 
console and some to the VP 100. 
Additional Trunking 
The specific number of PBX lines and trunks depends upon the number of VP 100 porrj and the. 
desired tnmking arrangement. 
Although the VP 100 port drops off after it transfers a call, the CO trunk is still occupied 
during the entire call. When you decide how many trunks to direct to the VP 100, remember 
each trunk is occupied,from the time the call is placed until the caller hangs up_ As a result. 
the VP 100 can answer incoming calls from more trunks than it has ports. 
Determine how many trunks to direct to the VP 100 by using PBX traffic data and the traffic 
engineering tables. The tables are designed to help decide how to use the VP 100 most 
effectively for a given situation. ‘After collecting the traffic data, it may be necessary to order 
changes from the telephone company to add or alter the number of trunks. 
Splitting Trunk Groups c 
If one two-way trunk group will be separated into two or more groups, the rotary hunting of the 
trunks must be changed. 
The VP 100 only handles incoming calls. If the trunks the VP 100 answers are two-way trunks. 
(also used for outgoing calls) make sure that sufficient trunks are available for both incoming 
and outgoing calls. Additional trunks or changes to the type of trunks may be advisable. 
Toshiba VP Systems 
Release 6.1 Csrrmber. 1992  
						

							‘, 2-6 lnstalla:~in and Maintenance Manual 
n Ordering CO Trunking Changes 
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Contact the customer about making arrangements for changes in ti-unking Typically. these 
changes require significant lead tive. The CO requires an agency letter from the customer 
authorizing you to act on their behalf. 
Figure 3-3 is a sample agency letter you may want to use. 
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DATE: 
TO: All concerned operating telephone companies and other 
common carriers 
ATTENTION: Supervisor 
On this date we have entered into a contractual agreement with (the VP 
100 supplier) to be our communications representative relating to all voice 
grade telecommunication needs. This agreement is for an indefinite period. 
(The VP 100 supplier) may order connection and disconnection of 
telephone-company provided services and equipment We hearby 
acknowledge that (the VP 
100 supplier) may obligate us for installation and 
other charges that may appear on our telephone bill. 
This authorization does not preclude our ability to act on our own behalf as 
necessary. 
. 
Please contact (contact name) of (the VP 100 supplier) at (address, 
phone number, and extension) 
if you have any questions. 
. . 
(CUSTOMER’S NAME) 
(TITLE) 
(COMPANY) 
Figure 2-3 Sample 
Agency Letter for CO Changes 
Toshiba VP Systems Release 5 7 December. 1992  
						

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PREPARING THE PHONE Sh’S-EM 
2-7 
2.4 CHANGES TO THE P.HONE SYSTEM 
Changes may be requirsj to the following: . 
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The VP 100 port extensions. 
. Called extensions. .-- 
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Trunks. 
- Redirection. 
- Selection. 
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Additional equipment ma)’ be required before these changes can be made. Most changes ane to the 
PBX database. 
n The VP 100 Port Extensions 
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Connect and configure the port extensions using the following steps: 
1. Designate one 2500-type, single-line, touchtone extension for each VP 100 port. _%ldirional 
PBX line circuits may be required. 
2. Terminate each of these extensions on an RI1 1 or equivalent jack. Clearly mark exh jack 
with the extension number. 
3. Assign a PBX class of service to these extensions permitting them to: 
. Initiate calls. . 
. 
Receive (incoming) calls. 
. Place calls on hold. 
. Transfer calls. 
. Forward calls. 
4. Remove any type of call waiting features from the VP 100 port extensions. 
t@ If configuring ports for outcalling to network locations for off-site message 
notification or for off-site alarm calls, make sure the port extensions are not 
restricted from making calls to these locations (e.g., toll restriction). 
5. Set up a hunt group for each group of port extensions configured to answer in the -Jrne 
way (company greeting, intercept position, mode). Where possible. make these cir
						

							2-8 lnstal~ation and Maintenance Manual 
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. n Trunks 
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t@? In cases Lvhere thePBX queues calls to a busy hunt group and no overflow position 
can be defined, you may want to set up a “terminal” hunr group with the arrendsnt. if 
possible. or other intercept position as the last member of the hunt. When all the 
VP _ 
100 
ports are busy, calls hunt to this last member of the 2roup for answer. 
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Record the pilot number for each hunt group. Depending on the PBX type_ the pilot 
number may be either: 
. 
A phantom number with no actual extension appearance. .‘-- 
0 
The first extension of the hunt group. 
Make the hunt group number easy to dial and easy to remember, since employees use this 
number to access the VP 100. Some phone systems permit single-digit access to hunt 
groups. For example, employees need only dial g to reach the VP 100. 
6. Determine how to set up a fail-safe answering position based upon features available for 
the PBX type. This may be either programmed in the PBX as an overflow situation or by 
call forwarding the hunt group pilot or member txtensions. If none of these are permitted, 
refer to item 5 (above). 
Called Extensions 
Because the VP 100 provides call coverage for busy stations, any type of call waiting] feature 
provided by the PBX is not required. Remove this feature from the PBX configuration for 
extensions called through the VP 100. PBX call waiting can mislead the second caller who 
hears that the extension doesn’t answer instead of hearing the true busy status. 
Remove any system call forwarding for call coverage (to a message center, etc.). 
. 
Possible changes to the PBX trunk programming include redirecting trunks to the VP 100 and 
assuring any trunking changes do not affect the selection of trunks for outgoing calls. 90 
changes need to be made to the DID trunking or programming in the.PBX. 
Trunk Redirection 
Trunks are directed to the VP 100 via a PBX feature. Many PBX manufacturers call this 
feature DIL, Direct In Lines, or DIT, Direct In Trunks. If the phone system does not provide a 
DIL - type feature, refer to Implementing the VP 100 on PBXs Without DIL Feature in this 
chapter. If you are trying to determine the appropriate feature, first look for DIL, the most 
commonly used name. 
When a busy station receives a second call, notification of the second call is given by a tone tha1 indicates 
a call is waiting. The busy station may ignore the tone or place the first call on hold to ans\ver ths second. 
The notification tone is only heard by the called person and the caller hears ringing instead of a busy tone. 
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Toshiba VP Systems Release 6 t December. 1992  
						

							PREPARING THE PHONE SY_=-Zkl 
2-7 
3 
2.4 CHANGES TO THE PHONE SYSTEM 
_- Changes may be require; to the following: . 
.- 
. 
The VP 100 port exr?nsions. 
. Called extensions. 
. Trunks. 
- Redirection. 
- Selection. 
- _ 
Additional equipment ma_v be required before these changes can be made. Most changes are to the 
PBX database_ 
IU The VP 100 Port Extensions 
Connect and configure the port extensions using the following steps: 
1. Designate one YKLtype, single-line, touchtone extension for each VP 100 port_ _Uditional 
PBX line circuits may be required. 
2. Terminate each of these extensions on an 
RJl 1 or equivalent jack. Clearly mark esh jack 
with the extension number. 
3. Assign a PBX class of service to these extensions permitting them to: 
. 
Initiate calls. 
. 
0 
Receive (incoming) calls. 
._ 
._ - 0 Place calls on hold. 
0 Transfer calls. 
. Forward calls. 
4. Remove any type of call waiting features from the VP 100 port extensions. 
6~ If configuring ports for outcalling to network locations for off-site message 
notification or for off-site alarm calls, make sure the port extensions are not 
restricted from making calls to these locations (e.g., toll restriction). 
5. Set up a hunt group for each group of port extensions configured to answer in the c-tme 
way (company greeting, intercept position, mode). Where possible. make these circular 
hunt groups. 
Toshiba VP Systems 
Release 6.1 :+::tmcr ,992  
						

							2-8 /nsta//ab;on and Akmienance Manual 
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n 
Toshiba VP Systems Release 6 1 December, 1992 
. n Trunks 
1. 
t@ In cases where the PBX queues calls to a busy hunt group and no overflou position 
can be defined, you may want to set up a “terminal” hunt group with the ansndanr. if 
possible. or other intercept position as the Iast member of the hunt. When 211 the VP . . 
100 ports are busy. calls hunt to this last member of the 3oup for answer. 
. 
Record the pilot number for each hunt group. Depending on the PBX type! the pilot 
number may be either: 
. A phantom number with no actual extension appearance. .*- 
. The first extension of the hunt group. 
Make the hunt group number easy to dial and easy to remember, since employees use this 
number to access the VP 100. Some phone systems permit single-digit access to hunt 
groups. For example, employees need only dial 
q to reach the VP 100. 
6. Determine how to set up a fail-safe answering position based upon features available for 
the PBX type. This may be either programmed in the PBX as an overflow situation or by 
call forwarding the bunt group pilot or member extensions. If none of these are permitted, 
refer to item 5 (above). 
‘ 
Called Extensions 
Because the VP 100 provides call coverage for busy stations, any tvp of call waiting’ feature 
provided by the PBX is not required. Remove this feature from the PBX configuration for 
extensions called through the VP 100. PBX call waiting can mislead the second caller who 
hears that the extension doesn’t answer instead of hearing the true busy status. 
Remove any system call forwarding for call coverage (to a message center, etc.). 
. 
Possible changes to the PBX trunk programming include redirecting trunks to the VP 100 and 
assuring any trunkinp changes do not affect the selection of trunks for outgoing calls. 90 
changes need to be made to the DID trunking or programming in the.PBX. 
Trunk Redirection 
Trunks are directed to the VP 100 via a PBX feature. Many PBX manufacturers call this 
feature DIL, Direct In Lines, or DIT, Direct In Trunks. If the phone system does not provide a 
DIL - type feature, refer to Implementing the VP 100 on PBXs Without DIL Feature in this 
chapter. If you are trying to determine the appropriate feature, first look for DIL, the most 
commonly used name. 
When a busy station receives a second call, notification of the second call is given by a tone that indicates 
a call is waiting. The busy station may ignore the tone or place the first call on hold to ans\ver rhz second. 
The notification tone is only heard by the called person and the caller hears ringing instead of a Busy tone.  
						

							PREPARING THE PHONE SYSTEM 
2-9 
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If you can talk with someone.familiar with the phone system. describe the feature (i.e.. “ability 
to direct a trunk or 
goup of trunks to a spscit>c estension or hunt group rather than being 
directed fo an attendant console-for ans~v&‘*). They should be able to supply the name of the 
feature for that phone system. 
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Trunk Selection 
With some phone systems, incoming cal.ls hunt from the beginning of a td;k group (trunk 1, 
trunk 2,...) for an available trunk, while out,going calls hunt in reverse order (trunk IO. trunk 9, 
. __). Others specif>- the first and second preference trunk groups for both incoming and 
outgoing calls. If a large two way trunk group is to be split, re-examine the PBX programming 
for outgoing trunk selection and determine thz trunk group to use for outgoing calls. 
Ordering Phone System Changes 
If your company is not the PBX provider, order changes from the PBX vendor on behalf of the 
customer. Provide a Service Provider Letter (Figure 3-4) to the PBX-vendor indicating the 
changes needed to the PBX for the VP 100, and schedule the changes. If possible, try to use 
that PBX’s terminology when requesting these changes. You may also want to provide them 
with information from this chapter. Review the previous sections of this chapter for iuformation 
to fill in the blanks. Read over the letter and in particular, the footnotes. Depending upon the 
application, portions of the letter may need to be expanded upon or deleted. 
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Toshiba VP Sysiems Release 6.1 &,:amber 19%  
						

							2-10 lnstaJ &on and hlaintenance Manual 
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Dear (PBX-Vendor Name):. * 
This is to confirm the service order(s) that needs to be placed for our mutual 
customer, (company name) to prepare for the installation of their VP 100 System? 
.‘-- 
The following items are pertinent to the order(s): 
I. Extension changes. These changes need to be completed by (date). The 
(manufacturer/model type switch) is to be configured as follows: 
a. Terminate (number) single-line stations on (number) in the telephone 
equipment room. 3 Be sure the customer has enough spare ports on station 
card(s) to support these. Please mark and identify these jacks with the 
assign& extension numbers. 
b. The single-line extensions are to have the following class of service (COS) 
features: 
l Extensions must be able to initiate, receive, transfer, and forward calls. 
l There should not be any call waiting features associated with these 
extensions. 
l There should be no toll restriction on (alvspecified) extensions.4 
c. The single line extensions should be placed in a circular hunt group.5 
Please make the pilot number easy to dial and to remember. 
d. When all members of the hunt group are busy, subsequent calls should be 
overflowed to (PBX console attendant/defined extension).6 Define the last 
hunt number as an overflow extension. 
2. Trunk redirection. The following (or attached) list of trunks need to be directed via 
the (name of DIL feature) of the (manufacturer name) PBX to the VP 100 hunt 
group pilot number.7 
Cut-over of these trunks tdthe VP 100 will begin at (time am/pm) on (date). Any 
programming of the (name of DIL feature) will need to be ready by this time.8 
Thank you 
for your cooperation. If you have any questions, please feel free to call 
me at (phone number and extension). 
. . 
Sincerely, 
(NAME) 
(TITLE) 
Figure 2-4 
Service Provider Letter 
Footnotrs on the following page. 
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Toshiba VP Systems Release 5 1 Decembe- 1992