Phone Upgrade (5/18-5/24)

OIT will be upgrading the phone system the week of 5/22 with some preparation work performed on 5/18 and 5/19

During the upgrade all services will remain available, with some minor exceptions.
Prior to the upgrade we are required to bring all 1500 VoIP phones up to the most current firmware release.   We will be doing this preparation work  on 5/18 at 6:00 PM and on 5/19 both at 6:00 AM and  6:00 PM.  Phones will be unavailable for about 2-5 minutes during this firmware upgrade.  If you are currently on a call, the upgrade will be delayed until you hang up.  The schedule by building is at the end of this announcement.  We have scheduled these upgrades outside of normal business hours to minimize adverse impacts.
On Monday, 5/22 we will begin the phone system upgrade. Most services of our phone system are supplied by redundant servers, so during this upgrade services will remain available.  The order of our upgrade is as follows:

Monday (5/22/2017)

Voicemail systems

These systems allow messages to be left for you and for you to retrieve them.  No disruption of this service is expected.  During the transition in the afternoon, if you are connected listening to a voice mail, you may get disconnected.  You will be able to immediately reconnect and try again and you will be able to listen to your voice mail.

Tuesday (5/23/2017)

Call Manager Systems

These systems are what allow you to make and receive calls.  No disruption of service should occur during the upgrade, except when we start to bring systems back on line, if you are on a call, you may not be able to use some feature buttons (e.g. hold, transfer, conference).  The time where this may occur will be sometime between 2 PM and 6 PM. Once you disconnect your call, those features will be available for your next call.

Presence Manager systems

These systems are primarily used by the Jabber client, which about 100 people are using on campus.  Sometime between 2PM and 6PM the client will lose it connection to its server, and the application will need to be closed and restarted.  OIT recommends that Jabber users exit their Jabber application prior to 2 PM, and if possible, not try to use it again until after 6 PM.  If for some reason the Jabber application stops working and after you try to connect it still does not work, please contact the Faculty/Staff Support Desk at x4090 or email ticket@williams.edu with a description of the problem.

Call Center system

This system is used for phone applications that are used by a small number of departments.  This server will be updated after 4 PM.  Currently, only the Health Center (which closes at 2PM on Tuesday), Village Transport Service (forwards to 4444 when Health Center is closed), CTD Box office (which currently is not open), and WTF Box office (not open until June) use this server.

Wednesday (5/24/2017)

Webex systems

This system is used for audio and video conferencing.  This system will be down for about 2-4 hours during the day.   (Currently there are no webex conferences scheduled for this day)

Firmware Upgrade

The firmware upgrade of all phones needs to be completed by the end of this week (5/19), so we can perform a system upgrade on the phone system starting 5/22.
We will be upgrading the firmware on about 500 phones at a time. We will do this in 3 groups by building, starting Thursday at 6:00 PM, and do another group at 6:00 AM on Friday and then the final group at 6:00 PM on Friday.  The upgrade consists of sending a signal to each phone to tell the phone to restart.  When the phone restarts it will download the new firmware version, and after about 1-2 minutes it will display a message. You should ignore the message and the phone will just continue the upgrade on its own.  The phone will restart again at the point, and the upgrade will complete in 1-3 minutes.  If you are on a call when the restart signal is sent, the phone will wait until your call is complete before restarting.
As always, if this schedule will impose specific major difficulties on your own work, please let me know as soon as possible so I can look into the possibility of rescheduling.

Firmware Schedule

 

Thursday, 5/18

6:00 PM

37 House
ABC House
Agard
American Legion
Bascom
Bernhard
Brinsmade
Brooks
Bryant
CDE
Chadbourne
Chandler
Children’s Center
Clark Hall
Cole

6:05 PM

CTD
Currier
Dodd Annex
Doughty
East
Fayerweather
Fitch
Fort Hoosac
Gladden
Goodrich
Greylock
Griffin
Hardy
Hopkins Hall
Hubbell

6:10 PM

Ice Rink
Jenness
Jesup
Jewish Resource Center
Kellogg
Lambert
Mark Hopkins
Mason
Mission Park
Oakley Center
Parsons
Poker Flats
Pratt
Prospect
Rice
Sage

6:15 PM

Sears
Sewall
Smith Rudnick
Spencer Dorm
Susie Hopkins
Thompson dorm
Tyler
Tyler Annex
Water Street Books
West
Weston Field
Williams
Wood

Thursday, 5/19

6:00 AM

B & L Building
Driscoll
Droppers
Facilities

6:05 AM

Faculty House/Alumni Center
Lasell
Lawrence
Mears

6:10 AM

Mears West
Miller
Paresky
Sawyer/Stetson

6:15 AM

Southworth
Thompson Health Center
Vogt
Weston Hall

Friday, 5/19 6:00 PM

6:00 PM

Bronfman Science Center

6:05 PM

Hollander
MSL and Schow

6:10 PM

Schapiro
Spencer Art
Thompson Biology

6:15 PM

Thompson Chemistry
Thompson Physics