Customer Service
Appendix 3-5: IPT Retrofit Weekly Project Gantt Chart
Day Time Task Assigned To
3 weeks before • Reserve Ops Center and staging areas PM
• Schedule wall phone jack brackets and wiring PM
2 weeks before Send out building notification to users PM
• Request security escort for access to locked room PM on Saturday
• Identify Escalation contact
2 weeks before, prior Walk buildings, floors, and staging area Retrofit Team to 3pm Monday’s Verify:
Go-No Go meeting • All FXS cards are installed in the BDF
• Cabling is in place from the FXS cards to the punch-down block
• Wall cabling is installed
• Ethernet switches are installed in lab
• Analog cards are ready
• IP phones are available
• Building is ready (from walk through)
• Work areas are reserved
• Security issues are identified
1 week before, at • Send out notification to users PM
3pm Monday meeting • Weekly retrofit meeting. Check off: WPR
• WPR Wiring & wall bracket ready IS LAN
• LAN Readiness Telecom Eng
• Analog cards ready PM
• IP Phones available PS team
• Building Ready (from walkthrough) PM
• Work areas reserved PM
• Security issues identified PM
• LAN support secured PM
• Locks installed in Ops/staging room PM
• IS staff on call PM
• Carts secured for phone movement PS
• Required cross connect wire secured PS PS
Monday 8am IS starts walk-through to produce Cut sheets Retrofit Team
Verify Ops Center is reserved PM
Tuesday 8am to 5pm Continue cut sheet production Retrofit Team
Move patch cables/punch down jumpers into IDFs PS as required
12am Determine # and type of existing phones PM
By 5 p.m. IP phones brought to secure staging area PM
Cut sheet delivered from Telecom to PS Telecom Ops
3–21 T h e C i s c o I P Te l e p h o n y C a s e S t u d y
IPT Retrofit Weekly Project Gantt Chart (continued)
Day Time Task Assigned To
All Day Make available multiple length LAN patch cables in IS LAN BDFs as required
By End of Day Cleanup and sort cut sheet by type and cluster. Retrofit Team By End of Day Verify analog cards are programmed correctly Retrofit Team By End of Day Determine # phones required & provide info to Retrofit Team
Inventory Manager
By End of Day Distribute copies of cut sheet to Project Manager and Retrofit Team others with ‘need to know’
By End of Day Order three e-containers per floor PM
Wednesday 8 am to 12 pm Scan MAC address into batch PS
12:00 AM Create phone placement spread sheet PS
Print floor maps PS
5pm Schedule phone pickup for delivery to staging area. PM
Thursday 8am to 12pm Scan MAC address into batch input Retrofit Team
8am to 5pm Verify Analog device cut sheet Retrofit Team
Convert IP Phone Cut sheet to batch input PS PE
9:00 AM Set up Ops Center PS PE
Activate 3 LAN ports in Ops Center IS LAN
2pm Final Building Review Project team
• Review special admin configurations
• Verify WPR status (wire and wall mount)
• Verify WR and Staging room
• Final review of cut sheet (adds & changes)
• Determine if additional admin meeting is required
• Final retrofit reminder
By 5pm Materials prep Retrofit Team
• Sort and print cut sheets for IP phone placement
• Print floor maps
• Print PBX collection documents
• User problem reporting instruction
• War room announcement update & make copies
• Place sign on Ops Center door
• Place three signs on e-container – “Do not remove”
– Equipment count sheets – “Deliver to…”
Start at 5pm Analog cut starts, one floor at a time Retrofit Team
• Data entry to CM
• Redirect extensions to CM
• Cross connect devices
Start at 5pm IP wall phone cross connects Retrofit Team
IPT Retrofit Weekly Project Gantt Chart (continued)
Day Time Task Assigned To
By End of Day Inform Lab owners of switch installation LAN team 8pm Verify e-containers availability. Notify PS if missing Retrofit Team
Friday 9am Move IP phones to each floor (elevator vestibule) PS
5:00 PM Deliver trouble reporting communique to PS PM
Identify test phones and analog devices PM
Key analog input PS
Start cross connecting analog devices to CM port in PM in BDF—at least one per exchange
5pm-12pm IS Staff on call PM
Start at 5pm Complete prep of batch data and run batch programs Retrofit Team Start at 5pm Resolve user ID conflicts from BAT run Retrofit Team Start at 5pm Restrict dialing of lobby and common area phones Retrofit Team
and lobby phone access to the directory
Start at 5pm Complete analog devices cut from Thursday Retrofit Team
Start at 5pm Redirect extension to CM Retrofit Team
Start at 5pm Install IP wall phones Retrofit Team
6pm Verify batch run PS PE
Start at 8pm Spot check IP Phone and analog devices, one phone Retrofit Team per cluster
End of Day Verify DHCP scope for building Retrofit Team
Saturday Beginning of day Review miscellaneous installation notes with Temp leads temporary worker.
All day Set all IP Phones** Retrofit Team
• Place user guide & User trouble reporting instructions with each phone
• Test each (see Test Phone Procedures)
Test phone and technical leads, correcting problems Retrofit Team as they are found.
Disconnect PBX phone*** Retrofit Team
Place PBX phone in provided box located in elevator vestibule. Record number of phones placed in box.
Test lobby phone and common area dialing restrictions Retrofit Team Cross connect analog devices to CM port in BDF PS
Test each Fax, Polycom and 2500 PS
By End of Day Building cleanup all floors: Retrofit Team
• Collect all loose phones, locate to Ops Ctr
• Close any secured door
• Identify duplicate IP phones
• Identify missed PBX phones
• Secure phones not installed
3–23 T h e C i s c o I P Te l e p h o n y C a s e S t u d y
IPT Retrofit Weekly Project Gantt Chart (continued)
Day Time Task Assigned To
Last thing Saturday E-page Proj. Mgr. with status message. If other than Retrofit Team ALL-OK, additionally send email with supporting detail.
Sunday All Day Correct problems reported on Saturday PS, PE
E-page PM with status message PS
Monday 7:30am – 5pm Receive trouble calls and resolve problems**** Retrofit Team 8am Send out speed dialing announcement to building users PM
3pm meeting Attend meeting directly or by conf. call Project team Discuss both Lessons Learned & issues log Retrofit Team By End of Day Move staging room stuff to Ops Ctr and cleanup Retrofit Team
Tuesday 7:30am – 5pm Receive trouble calls and resolve problems**** Retrofit Team 5pm Provide updated IP phone count, PBX phone count, Retrofit Team
and total hours worked.
5pm e-mail to 'avvid-docs@cisco.com' PM
• Retrofit activity report
• Retrofit Lessons Learned.doc
• IP Phones 12-5.xls
• Analog 12-5.xls
• Forward building cut sheets to CM Database Administrator
12am Forward lobby IP phone ports addresses to LAN group Retrofit Team requesting them to be restricted
By End of Day Schedule pickup of PBX phone boxes PM
By End of Day Send Ops Ctr location to Move Team, Workplace PM Resources and Security
By End of Day Move Ops Ctr equipment to new location Retrofit Team By End of Day Confirm the removal of Ops Center locks PS
Close Ops Center and enable voicemail to answer user calls until re-open scheduled for Thursday
12am Distribute reports PM
2 weeks after Conduct final dump of PBX to ensure all users PM
WR close are off the PBX
Remove Cross connects Retrofit Team
* Completion of AVVID Infrastructure readiness audit is a prerequisite for this project
** IP phone packing material to be placed in work area trash
*** PBX telephones to be placed in provided containers
**** IS Technical staff on call to support problem resolution