INTRODUCTION

CERN is currently promoting IP phones instead of traditional analogue or digital ones to offer new features and reduce general maintenance costs for fixed telephony services.

IP telephony is a general term that covers several fields. When speaking about IP phones, it's meant the physical connection between the telephone itself and the CERN telephone exchange. These IP Phones are only compatible with the CERN's telephone system infrastructure and cannot be used as a plug&play IP telephony solution in other environments (eg. at home).

From the user point of view, the usage of the telephone is similar to a digital device. Besides, the office changes, telephone connections, disconnections, modifications... will be faster since the phone can be treated as a regular IP device and users can handle this kind of operations by themselves.

The connection to the CERN telephone exchange will be done via the data network. The phone has an integrated 10/100/1000 Mbps switch, so you must use the same office outlet for both, the IP phone and the PC, plugging the PC Ethernet cable to the telephone switch (see the IP PHONE CONNECTION section below for further details).

IP PHONES

Two different IP phones are proposed, the Alcatel A4028 and the A4068. The main features for both of them are:

• Adjustable graphical display
• Contextual and programmable keys
• Voicemail message key + LED
• Hands-free mode
• External loudspeaker
• Mute key
• Alphabetic keyboard (dial by name)

The model A4068 offers furthermore color display, more contextual keys and optionally, Bluetooth wireless technology (for cordless headseats for instance).

GETTING AN IP PHONE

These IP Phones are only compatible with CERN's telephone system infrastructure and cannot be used as a plug&play IP telephony solution in other environments (eg. at home).

To be able to install an IP phone your office must be equipped with:

• A general purpose network outlet (IP Phones cannot be connected to the technical network or to a portable outlet).
• A power socket.

In case you don’t have a general purpose network outlet in your office, please contact your department secretariat to request the installation of a traditional phone.

WHEN TO ASK FOR A CERN IP PHONE

• You have already a fixed-line telephone number under your responsibility and:
• You move to another office.
• You want to change your current phone for an IP phone.
• You don’t have a fixed-line telephone number under your responsibility :
• You need a fixed-line telephone number.

Note: To verify if you have already a CERN fixed-line telephone number (7xxxx or 6xxxx) on your name, you can visit: https://hrt.cern.ch/hrt/PhonePrivs

REQUEST FOR A CERN IP PHONE

To get an IP phone, please submit the corresponding request via EDH: https://edh.cern.ch/Document/PhoneRequest/

This EDH form gives you the possibility to make a request for:

• Fixed line telephone subscriptions:
• New IP phone subscriptions.
• Modification or suppresion of an existing fixed line subscription.
• Migration of your analogue/digital telephone to an IP phone.
• Purchasing a new IP phone, incl. assignment of a new telephone number if desired;
• Exceptional telephone privileges that allow for professional calls outside CERN.

Please refer to the 'Help' of the EDH document for further information or follow this chart.

IP PHONE CONNECTION

To be able to connect an IP phone, you need to be the responsible of a fixed-line telephone number and to be in possession of an Alcatel IP phone.

Once you have a telephone number assigned and you have received your IP phone, you need to follow two steps:

• Connecting the IP phone to the data network
• Connecting the IP phone to the telephone network

Connecting the IP phone to the data network

As any other IP device, you should register you IP phone in the internal network database. To do so, use the following specific form https://network.cern.ch/register/ipphone.

The phone has an integrated 10/100/1000 Mbps switch, so you must use the same office outlet for both, the IP phone and the PC, plugging the PC Ethernet cable to the telephone switch.

You must insert your telephone number, location/outlet, ip phone model type and MAC address. The ip phone will be registered as 'telephone-xxxxx', where xxxxx is your fixed-line internal telephone number.

Note: Remember that a network connection could take up to 4 hours to be completed.

Connecting the IP phone to the telephone network

You will receive an email when your IP phone is connected to the telephone system.

At that moment, you should connect your IP phone to the data network according to the next picture:

• The PC cable should be connected to the PC connector outlet on the phone.
• The LAN cable should be connected to the LAN connector.
• The power supply should be plugged.

Please, be aware that it can take some time since the moment you ask for your network connection and the moment the ip phone is fully operational.

Notes:

• In case you have forgotten you pin code, please send an email to Standard.Telephone@cern.ch
• When migrating from a traditional phone to an IP phone the delay for your IP phone to be activated may differ.
  Digital telephones usually have special features (supervision, secretary...) that need to be reconfigured in the new IP phone, increasing that delay.

DOCUMENTATION

Quick guides:

• Alcatel A4028 English
• Alcatel A4028 French
• Alcatel A4068 English
• Alcatel A4068 French

SUPPORT

In case of problem or for any further information, please call the CERN switchboard: 76111

FAQ

1. I am new at CERN. How can I get a fixed-line telephone?
2. I have a telephone in my office and I need to make external calls, but I don't have sufficient privileges. What shall I do?
3. I change my office, what shall I do?
4. What should I do with my phone when I move?
5. How do I know if my telephone is an IP phone?
6. I want to know the status of my request, who should I contact?

1. I am new at CERN. How can I get a fixed-line telephone?

• Open the EDH document https://edh.cern.ch/Document/PhoneRequest/
• Select ‘New fixed telephone line number’ in the subscription Information dialogue, choose a telephone number and a PIN code, the exceptional rights needed and purchase an IP phone if your department secretariat has not provided you one.

2. I have a telephone in my office and I need to make external calls, but I don't have sufficient privileges. What shall I do?

Are you the responsible of the telephone number?
You can check this information in the following link: https://hrt.cern.ch/hrt/PhonePrivs.

• If you are not the responsible and you are sharing the telephone in your office, ask your department secretariat.

• If you are the responsible:
• Open the EDH document https://edh.cern.ch/Document/PhoneRequest/
• Select ‘Fixed telephone line modification’ in the subscription information dialogue, insert your telephone number in ‘Fixed telephone line number’ (you will see your current access rights) and select the appropriate ‘Exceptional rights with extra cost’.

• If you are not the responsible and you are not sharing the telephone in your office:
• Open the EDH document https://edh.cern.ch/Document/PhoneRequest/
• Select ‘Fixed telephone line modification’ in the subscription Information dialogue, insert the telephone number in ‘Fixed telephone line number’ and change the Responsible Person to your name.
  Then you can select the appropriate ‘Exceptional rights with extra cost’.

3. I change my office, what shall I do?

• If you are not the responsible and you are sharing the telephone in your office, ask your department secretariat.

• If you are the responsible:
• If you are already using an IP phone:
• Move your IP device making a ‘Move System’ request in https://network.cern.ch/
• Your IP phone is called 'telephone-xxxxx', where xxxxx is your fixed-line telephone number
• You should plug your IP phone to the same outlet as your PC.
• If your current telephone is not IP, you need to migrate to an IP phone.:
• Open the EDH document https://edh.cern.ch/Document/PhoneRequest/
• Select ‘Migration from traditional phone to IP phone’ in the subscription information dialogue and insert your telephone number in ‘Fixed telephone line number’.
• In ‘Phone information’, purchase a new IP phone if you don’t have one, or select Existing IP phone and its type if the department has already given you one.
• If you are not the responsible and you are not sharing the telephone in your office:
• Open the EDH document https://edh.cern.ch/Document/PhoneRequest/
• Select ‘Fixed telephone line modification’ in the subscription Information dialogue, insert the telephone number in ‘Fixed telephone line number’ and change the Responsible Person to your name. You should also ask for ‘Exceptional rights with extra cost’ if needed.
• Follow the steps as marked above when you are the responsible.

4. What should I do with my phone when I move?

Both traditional an IP telephones belong to the department.

Traditional phones (analogue and digital) should be returned to your department secretariat when moving.

IP phones should be returned to your department secretariat in case you change your department. Otherwise, they can be moved as usual IP devices (PC for example) when changing office. Check the following link for further information about moving procedures.

5. How do I know if my telephone is an IP phone?

You should turn your telephone and check if there are two connectors called 'LAN' and 'PC' as well as an entry for the power supply as shown in the next picture. Some digital telephones are similar to the proposed IP phones but the connection outlets are different.

6. I want to know the status of my request, who should I contact?

You can contact the CERN switchboard (76111) or send an email to Standard.Telephone@cern.ch.