Budget Related
Q. What is a Profile 7 line?
A. It is an ISDN line with a 2nd path for dial-up data. A second number (the data path) is a 7-digit number that may appear on a button on your phone. Applications are now accessed through the Harvard University Network or your local LAN and Profile 7’s are not used anymore. You should change this to a less expensive ISDN Profile 6 or Analog Profile 1 line.
Q. What is an NT1P230, NT1P220 (etc.)?
A. It is a required component of the ISDN set. The $3.75 cost is itemized separately on your bill, but it is required for ISDN service.
Q. Each item appears twice on the audit sheet for one of my lines. Is this a billing error?
A. If all items appear twice (the line, the set, the voicemail and the usage) look at the column labeled % Chg. It’s probably split billing, 50% to one code and 50% to another. If the items are billed to two different codes, they will appear twice with a 50 in this column.
Q. Can a line be billed for more than 1 voicemail box?
A. Yes, when a line is being billed for a Menu mailbox (FVMMM), there could be one or more regular mailboxes (or pseudo mailboxes) associated with it. For example, the menu may have a departmental greeting on the Menu portion with options to press 1 for John Smith, 2 for Karen White and 3 for Sue Black. In this case the telephone number is billed for 1 FVMMM and 3 FVMST (standard mailboxes). John, Karen and Sue do not have their own Harvard telephone numbers, but they do have a 5-digit mailbox number not associated with a Harvard phone number. We call this a pseudo mailbox. If you find a telephone number being billed for 2 FVMST’s and no FVMMM, this could be an error. To remove a pseudo mailbox, you need to give us the 5-digit mailbox number being removed.
Q. Is there a charge to disconnect a line?
A. If you are disconnecting an ISDN line and set, there is no charge. If you are disconnecting an ANALOG line and a single-line telephone, there is no charge. If you are disconnecting a line and a set from a Merlin or Legend key system, you will be charged Time and Material for any necessary re-programming since these systems share lines.
Q. Is there a charge to change a line from ISDN to ANALOG?
A. Yes, you will be charged $40 for Verizon to change the line plus a charge for UIS to remove the ISDN set and replace it with an analog set (charge based upon quantity of sets.) You will, however, save on the monthly charges for the line and equipment and typically there will be a return on the investment within 2 to 3 months. See Departmental Telecom: University Information Systems for pricing details.
Q. How can I determine if a line should change from ISDN to ANALOG?
A. Generally, an ISDN line and set are not required if the user does not need appearances of other people’s lines on his/her phone. An ISDN line and set are also not required as long as the user is not in an answering attendant position (high volume of incoming and/or outgoing calls). With an analog line and set, you still have the ability to transfer a call, take a second call while you’re on the phone and originate a three-way conference (you and two other callers). If you order an analog display phone (Nortel 9316) you can have Call Waiting/Caller ID (on your second call). On a 9316, you can have visual voicemail indicator capability, as well. If you are unsure or have further questions, contact your analyst.
See http://www.uis.harvard.edu/departmental_telecom/faculty_staff_phones/analog_vs_isdn.php for more details.
Q. How should I go about reviewing my cell phones for cost savings?
A. First, you can take an inventory to make sure the cell phones you’re being charged for are being used. If not, cancel them. Make sure they are being billed to the correct billing code and that you are NOT paying for any cell phones used by somebody who no longer works for the university. You can choose to cancel the service or contact the user and require them to transfer liability from university to personal. See our web site for the form that needs to be filled out. See “Switching from Verizon Wireless Corporate Plan to Verizon Wireless Employee Plan” on http://www.uis.harvard.edu/departmental_telecom/wireless_phones/ordercorp_service.php
As part of the TEM review UIS will conduct an analysis on your cell phones to make sure all lines are on the optimum plan.
General
Q. What is an authorization code?
A. It is a 6-digit number that allows you to make a call from any restricted telephone within the University. When using a restricted telephone, you lift the handset, dial the long distance telephone number and after the single beep you enter the authorization code. The call will go through and be billed to the general ledger account associated with the authorization number, not to the number from which you dialed.
Q. How do I know if a line is restricted?
A. There is no indication on the TEM sheet or in TORTE if a line is restricted. You may contact Customer Service telecom_orders@harvard.edu to check the restriction on the line. You can refer to the telephone directory under telecommunications, page 6-4 for a full list of line restrictions.
Q. What is a CDAR?
A. CDAR stands for Customer Dialed Account Recording. From any telephone, you enter the 4-digit CDAR code, which then allows you to bill the call to the GL associated with the CDAR number. These numbers are very susceptible to fraud and should be cancelled and removed from billing. Mark them with a 3 for removal.
Q. Should I be concerned about jacks?
A. Every set associated with a line has a building, floor, room and jack location. You do want to make sure this is the correct jack that the set in residing on. If not, please correct the jack number and the room location.
Q. What if the jack number is illegible or there is furniture in front of the jack?
A. If the jack number is illegible, mark the spreadsheet with a 5 to be researched. A UIS technician will need to be deployed to identify and re-label the jack. If there is furniture blocking the jack so that the jack number cannot be read, please contact your facilities group to move the furniture so that you can view the jack number. The jack number is one of the most important pieces of information to verify.
Q. Do I have to check every location? I have a lot of lines and it seems overwhelming.
A. We do appreciate that for some, this will be a lot of work, however it is extremely important that the information is verified and that when the spreadsheets are returned that each location is completely correct. The location returned will be considered the location “of record” and will be changed in all telecom systems. When E911 responds, this is the information that is used and when a technician is dispatched on a work order, this is the information relied on to find the phone requiring service. One suggestion may be to utilize any students on work study for the verification or ask your facilities department for assistance.
Q. I have several lines that I don’t think are needed and want to disconnect them. What should I do to make sure they are not used?
A. There are several things you should do before marking the line for disconnection.
- Check TORTE and identify any recent usage on the line.
- Call the line. If you reach someone find out who is using the phone. You may need to change the billing code rather than disconnect the line. If you get voicemail, leave a message asking the user to identify who is using the line, otherwise it will be disconnected.
- Go to the location that is noted on the spreadsheet and check to see if it is being used.
UIS will also check our records for any information on the line if it is marked with a 5 for further research. As a final precaution, each disconnect will be placed on suspend for 2 weeks before it is disconnected. If a line is marked for disconnection in error and needs to be re-installed, regular install rates will apply.
Q. What is an EQMS £?
A. EQMS stands for Equipment Multi-Set. If you have a Merlin or Legend system, the telephone sets are billed to the EQMS £, not a 7-digit telephone number. In the Merlin/Legend environment, lines can appear on 1 or more sets, it’s not a 1-1 ratio, and therefore we bill the sets to the general ledger account associated with the MS £.
Q. Each item appears twice on the audit sheet for one of my lines. Is this a billing error?
A. If all items appear twice (the line, the set, the voicemail and the usage) look at the column labeled % Chg. It’s probably split billing, 50% to one code and 50% to another. If the items are billed to two different codes, they will appear twice with a 50 in this column.
Q. Does a name change affect only what I see on the phone bill?
A. If you request a name change, it will change what appears on your billing statement and the name associated with the voicemail box. It is the department’s responsibility to request the name change in the printed and on-line directory. The name should be consistent in all areas. There is no charge for a name change. Contact the UIS Telecom directory coordinator, Barbara Loblundo at 5-5457 or your directory contact to update the name in the directory. You will need to provide name, phone number, and office address.
If you do not know who your directory contact is, you can:
For more detail, see http://www.uis.harvard.edu/harvard_directory/update_listing/.
Q. How can I print the TEM worksheet on one sheet of paper?
A. You can fit it onto an 11”x14” sheet of paper if you bring it down to 65%. Or, you can copy the entire worksheet and paste it (choose paste special and select values) to a blank Excel sheet. Then you can remove or change columns. This may help when you’re walking around doing a physical inventory Just make sure the Action Items and comments are entered on the original worksheet.
