ShoreTel analog connections and the 66 Block!

It is surprising that in the 21st century we are still punching down copper lines! None the less fax machines, credit card devices, postage machines and security circuits still populate the installed base of telephone systems. If you are converting from a legacy phone system to a VoIP solution, on premise or hosted, you will have to plan for “analog” devices. A “best practice” for any VoIP phone system is to have at least one analog telephone company provided central office line, per site, attached for power failure and E911 operation. ShoreTel, for example, has conveniently made it possible for one “port” on a ShoreGear switch to cut through to another port enabling basic POTS operation during a commercial power failure.

The venerable 66 type punch down block is typically used to accomplish analog device connectivity. We like to think of the 66 block as the “border controller” in the analog world. You can easily separate the telephone company (read WAN) from the customer owned and operated equipment (read LAN) by removing the bridging clip that separates one side of the block from the other. VoIP or not, the 66 block is not going away. Phone technicians love 66 blocks, but IT technicians prefer “patch panels”? Unfortunately, the telephone company typically delivers the circuits at the MPOE or “main point of entry” downstairs in the basement! If you want to get it up to your patch panel, you are going to have to deal with the 66 block.

The basic components are the 66M1-50 split 25 pair block and wall mount bracket. The block is designed to cut down two 25 pair cables on each side of the block using an industry standard color code. Typically you would put your equipment on one side of the block and your station distribution on the other side of the block. Generally “cross connect” pairs act as the equivalent of patch cables, interconnecting equipment and devices. A “bridge” clip is used to connect one side of the block to the other side. If you are thinking ahead, you might use a “rat tail” cable that ends in a male or female amphenol connector to limit punch down and facilitate quick connect.

The ShoreGear switches have a male RJ-21X amphenol connector on the face plate. You will need a female or red amphenol connector to bring 25 pairs of copper out to your 66 block or patch panel. Optionally, 66 blocks can be obtained with an RJ-21X amphenol connector built in. For reasons nobody can explain, the Male connector has a Blue cap and the Female connector has a Red cap over the connector pins for protection. Beware of what sex your connector needs to be!

There is an industry agreed color code and sequence that defines how a 25 pair cable should be punched down. ShoreGear switches, however do not use all pairs. Each switch type has a different port pin out, so pay attention to your planning and installation guide. Additionally, not all analog ports are equal on a ShoreTel switch. There are three types: Universal, Fxo and Fxs so make sure you know what device you are needing to connect and use the correct port type. Universal ports will support either a Central Office line (Fxo) or a Station device (Fxs).

The video walks you through the details of connecting a ShoreGear switch to a 66 block, outlines various cable alternatives and details the color code! With the help of our friends at cable supply.com there is a detailed presentation on how to “punch down” a 25 pair cable on a 66 block. Enjoy and as always comments are welcome!

Configuring SIP Trunks on ShoreTel!

We continue to get a lot of questions about SIP trunks and how best to use them on ShoreTel. Our preferred strategy at this point, is to focus on a TIE line solution that brings both off premise extensions and DID numbers into the ShoreTel. Many branch offices, for example, are just not able to justify even an SG30V to support 8 extensions. Creating a SIP Tie line strategy to deal with these situations is both economical and appropriate.

Not withstanding the usual DrVoIP speech on WAN connectivity, QOS and SLA it is very possible to setup a remote office on a shoe string budget. Using a appliance from Siplistic, we were able to plant a node at the end of a VPN between the HQ and the remote office. Then, create a SIP tie-line between an SG HQ switch and the remote Siplistic appliance. The remote office should have local Internet access in addition to the VPN back to the HQ site. In this way, the Siplistic appliance can setup a “peer” with the ITSP, bring in both local dial tone and DID numbers while also providing SIP extensions off the ShoreTel HQ site, to that location. The basic Siplistic appliance comes bundled with your choice of a DID number, a four channel “peer” and support for 10 Extensions. The DID cost about $5 a month and the “peer” is a flat rate.

Meanwhile back at the mothership, you have created a new trunk group, provisioned static trunks for that group and pointed them to the remote site appliance. The trunk group is accessible for “dial x” by authorized User Groups like any other ShoreTel trunk Group and is even considered for inclusion in Least Cost Routing. It can also be part of the dialing plan and includes a list of the off premise extensions in the branch office. If you want those OPX’s to have mailboxes on the HQ switch you will need to do some digit translation and call forwarding, or you can just let the branch appliance support VM for those users. We have been testing a Siplistic solution that is actually deployed on a ShevvaPlug (see also: http://www.blog.drvoip.com/shoretel-compatible-audio-conference-bridge-on-a-plug-server ) if you can believe that!

SIP firewall traversal is the major stumbling block for most implementations. You can get lost in a CISCO CUBE or other border controller, or you get configured using a STUN server solution. Port 5060 is as subject to hacking as your Webserver Port 80, but somehow we manage to survive! Most SIP registrations and RDP streams run on UDP which, unlike TCP, is connectionless and less hackable. Most SIP hacking happens because people do not use strong passwords. Even high school level hackers are using SIPVicious to scan for open 5060 ports and then scripting for log in and password. The wild west of the Internet, but at the end of the day, SIP is a real solution and there is no reason you can’t interconnect SIP DID’s to a ShoreTel.

The embedded video is just a trailer for a new 45 tutorial on ShoreTel SIP configuration we have added to the DrVoIP video library!

An iPBX in an Amazon Cloud? A disaster recovery story!

Did you every think that your company would be physically unavailable, the building not accessible and the phone system unmanned? The issue of business continuity and disaster recovery is on your ‘to do’ list and hopefully you can get to it before it gets to you. Recently, we had the experience of having to resuscitate a client from near death when their physical facility became unavailable. Clearly, the phone system was very high on the list of “must have” operational now.

Here is the solution we employed with amazing results. First, we signed in and created a brand new account at the Amazon EC2 cloud offering. This itself was an amazing experience. Once your account is open, which can take a couple of hours if you do not already have an Amazon account (is that possible?), you can create and access a server with the OS of your choice within minutes. We already had an Amazon account so adding the AWS functionality took less than 30 minutes. We then created a Microsoft 2008 SP2 32 Bit Server and provision RDP access in less time than it is taking to tell this story. The AWS service provisions and assigns a DNS public IP address, creates a security instance (‘firewall”) and candidly, that took more time to make operational then it took to build an “instance” of our Windows based HQ server!

Once the sever was provisioned, we were able to make “firewall” changes to meet our security requirements. This is all accomplished through the AWS management console. Then the fun started, we downloaded our favorite PBX system! All of this is taking place in the cloud and under a time constraint, but we were able to provision our PBX and get in a configuration mode very quickly. Using our preexisting ITSP SIP account we were able to provision a multi-channel SIP “peer”, obtain a DID number and have dial tone in and out of the system within 15 minutes!

From then on it became near Childs play and basically the same as any other deployment. We brought up the most urgent User profiles first, established remote call forwarding and even enabled several SIP softphones. We were able to get the phone company to call forward the clients main BTN to the newly provisioned DID number and we had this client back to worrying about business issues that had nothing to do with phone service pronto quick. The entire process from account setup, to first phone call took two and a half hours to commission!

Clearly, not the carefully conceived business continuity and disaster recovery plan that should have been in place, but a success story none the less. We keep a pre-paid ITSP account available at all times which enables us to bring up 4 channel SIP peers in a heart beat. It seems we never know when we are going to need a new DID and Peer. The Amazon AWS is mind boggling in terms of what you can do and you are billed on a metered basis. Currently they have a program that bundles some 750 hours of usage a month for free. They also have some canned AMI’s (Amazon Machine Images) that cost literally penny’s an hour to operate.

Not that we needed another reason to have a software based VOIP iPBX but this is an example of just how powerful these tools can be to create and deliver viable telecommunications solutions on demand! AskDrVoIP and we will provide you the list of software solutions we used to accomplish this emergency deployment and we are planning to recreate the entire experience for a another DrVoIP video cheat sheet.

ShoreTel – Does a “single image” deployment always make sense?

We continue to be a major fan of ShoreTel solutions, but that does not mean that they we accept everything without question.  One of the most touted advantages of the ShoreTel architecture is the concept of a “single image” solution with no single point of failure.   We find that in large enterprise deployments that may not be an advantage.  Just because you can deploy as a single image, does not mean that you should!  Lets take a closer look at this battle cry and test that claim against real world situations for large enterprise deployments.

First, the concept of a “single image” system.   All phone systems, bar none, have to deal with the realities of a database.   Generally a phone system has two databases;  the configuration database and the run-time or state machine.   Again, all telephone systems have the same challenge as there can only be one copy of the primary data base.   In a ShoreTel system, the primary database through version 10 was located on the HQ server.    If you lost the HQ server, you could not make any changes to the system configuration.  This meant agents could not log in or out of workgroups and automated attendants could not change from day to night mode.   If a user, as another example of a “state” , had their calling mode set to “out of office”  you were going to stay absent until the HQ serve came back!

Lets consider a large system deployed over several time zones.  Assume a HQ server in the PST zone and a workgroup in the UK on GMT, with maybe a few branch offices in the EST and CST!    Any network issues, even a simple flapping WAN, will result in the UK agents going off line and not being able to log back in.  After Version 10 ShoreTel implemented “distributed’ databases and optional, distributed workgroup services.  You had to make a choice however, either you could distribute your database or you could distribute your workgroup service, but you can not do both.    As you can have one but not the other, it seems that though the workgroup service might be available the current state would not be available to change.  What does this mean?

If we distribute workgroup services, in the above example, away from the HQ server to a distributed server running in the UK,  ShoreTel workgroup functionality would be enabled for  continued operation in a WAN down scenario.     Agents, however, would not be able to change their states from log in to log out or back again.   This is because the availability of the only read/write database is still unavailable.  ( Generally, we would recommend that workgroup services , in a large ShoreTel deployment, not be distributed for this reason, opting to have the ability to change call handling modes and have workgroups fail over to hunt groups).

Nobody that has had responsibility for maintaining or upgrading a multi-site deployment with the geography as defined above, would ever vote for a “single image” solution!  Imagine organizing an upgrade for the above scenario?  All of the servers, switches and phones across all time zones would have to be upgraded in a single maintenance window.   Then again,  this might have been the wrong deployment model to begin with!  Just because you can install as a single image, does not mean you have to deploy using a single image.   The above scenario could have been deployed using two separate systems, one in North America and One in Europe.   They could have had a uniformed dialing plan that would have masked the two system as a single system to the users, through a SIP tie line between the two systems.  Clearly, they would have had two voice mail systems and two administration portals.  On balance, however, it  might be a more stable model with less operational head aches and certainly a lot more manageable when it came time to upgrade!

Then again, that deployment strategy model would look an awful lot like a CISCO deployment!

Compare ShoretTel and CISCO Part 3 – Users and phones

All of the architecture “geek speak”  aside, CISCO and ShoreTel have fundamental “cultural” differences that defines their approach to the entities of  a “phone” and  a “user”.    Simply stated in the ShoreTel world a phone can not exist without a user, but the CISCO world a phone can exist without a user.  Now this is  not a bad thing or a good thing, it is a just the way it is thing!  What does that cultural distinction mean to you and your business?   Does it mean anything?   From a system definition perceptive, it does change how you think about your deployments.

In the CISCO world, you can bring up a range of phones, auto-assign an extension number, have a fully functioning dial plan  and never define a user!  In a ShoreTel deployment you can auto-register a range of phones, but they can not participate in a dial plan until they are assigned or “owned” by a user.   In one solution, the privileges that a phone has, like being able to make International phone calls, is set by the privileges of the user.  In ShoreTel a user is associated with a user group and that group has privileges associated with it.

In the ShoreTel world,  users are licensed but phones are not directly licensed.  You clearly have to have ShoreGear resources for the phones to register in the system,  but aside from the cost of the phone and ShoreGear switches, the phone is not directly licensed.   If you deploy that phone in the “Parts”  department you will need to create a User and associate that User to the phone.    So we now need to create  a user and user name like “Parts Desk1” and assign it to a phone.   Optionally, we could create a user named Tony Slavetore who works in the parts department, but that brings up the issue of of separating a “function” from a “person” which is an entire deployment discussion in itself and the subject of another blog.

In the CISCO world, you can have phones with extension numbers and they do not have to have a User profile associated with them.   In a CISCO deployment, phones belong to “partitions” and “calling search spaces” and that is what determines the phones privileges.    In fact the concept of a “partition” makes it possible to separate phones in such a way that “staff” for example, can not dial “executives”.   ( If asked in a ShoreTel system to restrict a phone from being able to dial a specific other phone, I would have to puzzle that one out ).   Again, this is not a which strategy is better discussion, but it is a distinct cultural difference that we seldom hear about.

The included video demonstrates adding a user and a phone in both the ShoreTel and the CISCO CUCM solution.  System Administrators will spend +80% of there time in this area!  Adding, deleting or modifying Users is a key part of the day to day maintenance of a phone system.

Compare ShoreTel & CISCO Part 2 – System Admin Portal

All telephone systems have to deal with the same key architectural  issues regardless of who manufactured the equipment.   All phone systems have to provide for the definition of a system “dial plan”; trunk groups, call flow options, phone devices, gateways and user profiles.   The dial plan, for example,  not only has to identify the patterns used to route callers between system extensions, but as is often the case in a VoIP deployment, between geographically distributed corporate locations or “sites”.    The dial plan identifies the legitimate patters that define system end points and also include system extensions.  System extension define various facilities and features with in the system.  The Automated Attendant, for example, has a system extension number that can not be used by another extension in the system.  Likewise so does the conference bridge, park feature, hunt groups and paging groups.

The phone system defines Trunk Groups which in turn contain individual telephone lines.  Permissions are defined within the system to enable access to these different trunk groups and also define what other facilities a user might  have access to.  Devices are defined within the system, typically consisting of phone instrumentation, media gateways to the PSTN or Remote Sites and collaboration facilities like conferencing and presence.  Other application servers are also defined in the system to provide for advanced functionality like Contact Center.

The entire subject of User configuration is contained within the system database as both a comparatively static form as well as a run time representation.    A user name and extension number, is an example of a relatively static configuration data parameter.   Which mode or state that users is in, would be an example of a “run time” state.   Which phone the user is currently assigned, where do their voice message reside and what restrictions have been placed on them are all examples of administrative options that need to be configured.
Both ShoreTel and CISCO have developed Web based interfaces to enable system administration.  ShoreTel argues a single “brilliantly simple”  portal to all system configuration facilities.  CISCO argues a level of control over configuration details that enable laser like configuration options.   For example ShoreTel operates on the concept of canonical dialing.  If a user dials 123-4567  ShoreTel will translate that into +1 (123) 456-7890.   CISCO anticipates  “dial-patterns” that make it possible to strip +1 (123) 456-7889 out from +1 (123) 456-7890 and route it differently.   The System Administration portal is the interface that is used to configure, define and revise all system options and for this reason it is as important as the phone set itself!

Over the next few blogs we will look at the actual web portal interface of both of these solutions.  In this first video, we will go over the portal interface in general, comparing both systems.  In subsequent blogs on this subject we will compare different administrative activities such as adding users, phones, gateways, sites and configuring call flows including automated attendants and hunt groups.

Deploying ShoreTel – A project managers notes!

Having deployed literally thousands of phone systems of all sizes and levels of complexity, we have distilled a set of rules and check lists that work.   (see our “network readiness check list” and our “VoIP planning guide”) When phone systems were analog or traditional TDM based solutions,  deployments were challenging enough!  You always had the User group, Call flow and “K plans” to hammer out along with the usual Telephone carrier challenges.  With VoIP solutions however, the level of complexity has dramatically increased.  This technology touches so many other infrastructure domains that it is becoming increasing more difficult to draw a box around what is included in the project!   Consider that you are required to  integrate a phone system with Active Directory,  Exchange, CRM applications and deploy over a geographical topology that might be global in scope!  You need a road map for success and  project management becomes an essential component of a successful deployment.

The first post sale step should be to organize a “kick off” meeting.  The kick off meeting  is an opportunity to set expectations and establish guidelines that will help complete the project on time and within budget. When you leave the kickoff meeting, everyone on the project team must be on the same page.  It is imperative that we identify the key “stake holders” in this project.  Minimally this list has to include an Executive sponsor, the Account manager and the Project manager.    During this meeting you will want to spell out goals, objectives and deliverable identities then obtain “buy in” from the kick off team.   You will introduce the project team members and identify their individual “roles and responsibilities”.   Setting a target for “go live” often helps drive the milestones that have to been executed if that time line is to be achieved, so I am a big proponent of working backwards from a target date!   Developing a contact list should be accomplished at this meeting and if the project will use a web portal for communicating, it should be demonstrated.   Allow for the possibly that there may be outside vendors that need to be identified at this time and added to the contact list.  Finally, assign “home work” and set due dates for the next meeting.

The kick off meeting is almost a social event and is a time for people to associate names and faces.   It is not a working session, but an effort to set expectations for all that will be either on the project implementation team or will be impacted by the implementation process.   There is a wide range of personalities and skill sets at a “kick off meeting” so it is important to adopt a language that is comfortable for all.  The team will consist of very technical people, financial  professionals and technology consumers (We are trying to avoid using the work “users”.  There are only two industries that call customers users.  The IT community and the drug trade).   It has been my experience that we will almost always get all of the technical stuff settled; all the speed and feeds, bits and bytes.   The area that is always the most difficult to extract is the Call Flow information .  For this reason it is imperative that the team have a representative that can speak for the User group.   Someone has to define a callers experience and the scripts that are head by the caller as they progress through the telephone system (see also: http://www.blog.drvoip.com/call-flow-the-callers-experience-when-reaching-your-business ).

Some of the internal players that will need to be included on the implementation team are responsible for key infrastructure components.   Active Directory integration is now almost always a part of a VoIP deployment.   Messing with a companies domain and user authentication polices are never take lightly and you will need to get key intellectual resources involved to pull this off successfully.   Clearly, the computer network both LAN and WAN will touch the the new phone system and this area requires even more planning and communication.  Generally, there will be outside vendors involved especially as it relates to the WAN connectivity.   Getting the carrier to the table early on in the process will greatly facilitate the success of the project.

Facilities management or property management and the bag full of deal killing goodies needs to be addressed early on!  If you are deploying in a “greenfield” you will have a different set of challenges then if you are replacing an existing phone system.   Often a “greenfield” is another word for “new construction” and construction always means scheduling conflicts and delay.  This is where your project management software really gets exercised!

The actual deployment of equipment is almost reduced to a task list. Properly managed most of the heavy lifting has already been accomplished before the equipment is actually installed.   The network has been assessed, made ready, routes updated and QOS applied.   The user database, IVR scripts, trunk facilities, Extension lists, Hunt groups and system definition have already been programmed.   We are down to “rack and stack” and set placement in anticipation of exercising our detailed system test and acceptance process.

It is about this time that we will want to have the Training team make an appearance.    Generally, it is best to schedule user training as close to the “go live” dat as possible.  We have found that we can brake user training into two groups.  The first group is a an abbreviated session design to assure that all can answer an incoming call, park, transfer and conference.  If users can do that by “go live”  only good things can happen.    The second group is an extended session augmented by multimedia and other online solutions.  This training is for your power users and special users like Operators, Agents and Supervisors.  Actually, this is a process not an event and your training program has to be ongoing over the life of the deployment.   People come and go in any company.  Your reputation and phone system stay. Make sure new users have a good impression!

The “go live” is also more of a process than an event.   Moving the old numbers to the new phone system, might be a single task in time, but it is part of a process that includes a series of collateral events.  For example, how do we get our Voice Mail off the old system?   In fact, what happens to the old system?   Was Garbage removal in the project plan?   A new VoIP deployment needs a “post cut” support plan that includes establishing a “help desk” and identifying a problem reporting process and resolution team.

If there is a “kick off” meeting there should also be a project close and review meeting.    This is where we can review what happen and how to transition the project to a support mode.   There should be an “as built” documentation package that is handed off from the project team to the operations team.  These documents will be outdated in less than a month, but it makes ongoing support viable if we have a record of changes to date, so make the extra effort to get this package completed as part of your project plan.   Ultimately you will want to have a 30 day review.   Keeping a client takes as much effort as getting a new client, so make ongoing client contact and system optimization part of your service offering.   Include ongoing training and you should be able to keep a client for life!

Hosted “virtual” phone system or own your own?

We are often asked for an opinion on the subject of what is better solution: a hosted “virtual” PBX or owning your own phone system?    Lets take a look a quick look at both solutions and see if anything stands out as making one solution more obvious than another.  First, let me lay out some quick assumptions!  We have to make some assumption about the size and scalability requirements for your phone system.  If you are a one or two man shop, don’t waste anymore time reading this blog, call Vonage or get a Magic Jack and be done with it!  If you are a start-up, and your hosting company is willing to provide all the equipment you need at no cost to you,  you can stop reading here also.   We assume that you are a viable business,  with some scale or plan to scale and  10+ desktops and “who can provided the cheapest “dial tone” is not your only criteria!

We have given the “your VoIP deployment is only as good as the computer network it is built on” so often, we will omit it here other than to say; crappy computer network, crappy phone service!  However, one of the biggest misunderstandings about “hosted” anything, is the issue of equipment.  Regardless of which solution you run with, you are going to need equipment at your place of business.  The equipment list includes:

  • a high speed connection to the Internet;
  • a Router;
  • SIP savvy Firewall;
  • Quality CAT5 or better Cabling!
  • a Power Over Ethernet Switch;
  • and the actual telephone handsets!

Much the way you would still need a desktop display and keyboard if you have a “hosted Microsoft Office”,  you are still going to need a handset and all the cable and connector stuff.  So then, from an equipment standpoint what is the difference?   Well someone has to provide the “box” that does all the Unified Communications Magic everyone wants in today’s business world!   All that Voice to Email, Digital Receptionists, Mobile connectivity and web based call control.  That box has to live somewhere and it is either in the hosted “cloud” or down the hall with the rest of your stuff!.  My guess is that you will not save much money on equipment by going “virtual”  phone or computer.    (Read Return on Investment.  At sometime you will own the box).

Lets take a look at that Internet requirement.   If quality means anything to you and your business, you are not going to be running a business of any size on a DSL connection to the internet if you are hosting your voice services in the cloud!   In fact the more of your voice that you move into the cloud, the more bandwidth you are going to need.  You don’t have to be a VoIP engineer to understand that when Bob picks up his phone to call Sue down the hall, the box has to connect them.  If the “box” lives in the cloud the we are going to use two times the band with for a simple office to office phone call.   If every phone call in or out of your place of business needs to go over that Internet connection, your own ramp is going to need to be very broad!   Generally, a dedicated T1 service will be required!  (Read increase variable monthly cost).

Quality will always be an issue for VoIP, again, regardless of where the “box” is located.   If every phone call is over the Internet then we need to understand that, unless the service is provided by the Internet provider you get your phone service from, you will have a quality issue.   What is this mean?   When we send anything over the Internet, we can not guarantee the quality of service unless we have a “private” path through the pubic Internet and an SLA (service level agreement) with our carrier.  Generally, if you are getting your hosted VoIP service from Cox, for example, and your Internet connection is provided by Cox you will have a more predictable experience.    If you are getting your VoIP  service from the “The Big Box in the Sky VoIP Company” and it is delivered over a COX circuit, you will not have the same level of service.  That is a fact.

Business continuity and disaster recover?   Clearly, if you lose Internet connectivity, you lose everything.   Hopefully your VoIP service provider continues to handle phone calls and allows you to re-route your phone calls to your cell phone! (Read, feature check list addition).   Actually, this is one area in which I prefer to design with a “hybrid” approach.  Regardless which solution you go with, I would argue that you need both Internet and Local Telephone lines.  If the Internet goes down, you have your local telephone lines to fall back on.   Like wise, if your local lines go down, you have your VoIP dial tone to make use of.  The bigger issue is this:  In a hosted or “virtual” solution where would you connect some local telephone lines for back up?  Remember the “box” lives in the cloud!

The “hosted” world, both computer and phone, boast that virtualization will enable you to free yourself from maintenance, backup and some electricity!   Not sure if I can buy into this, as we still have all that equipment onsite we have already outlined!  Someone still has to take care of that equipment.   Have you called your favorite credit card company lately?  How was the customer service?   So now that we have killed off our onsite tech support, we are going to bet that the hosted provider has a customer service organization that is more responsive to your business than your credit card company?

Application Integration?   If you have unique applications, your “hosted” provider may not be able to accommodate you.  Many can integrate with Salesforce.com but if you are using a proprietary Medical, Dealer Management, IVR, Predictive dialer or if you have extensive call center needs, this may be an area that will be a key determinant in your decision to host or own.  This seems to apply to hosting your computer system as well.  The more you move outside the basic Microsoft Desktop Office Suite, the more difficult it gets for “hosted” providers to accommodate you.   You may also need to evaluate any regulatory “compliance” issues as they may also dictate what you can do in a hosted environment.

At the end of the day, VoIP over IP “dial tone” has some real value in either solution.   You are able to get DID numbers form any geography around the country or around the world!   You do not have to have a “hosted” phone system to get this functionality, however.  We can bring VoIP DID lines into any telephone system, so that is not a determining issue.  What then is the determining issue?  If you think like we do, you want the best of both worlds!  A hybrid solution!  VoIP lines or SIP trunks, remote access for my mobile workers/branch office and back up telephone lines on the back end!  I think the CFO needs to get involved here as there is no way that renting forever, can compete with the ROI of a equipment purchase!

3CX a Contender along with ShoreTel and CISCO For the SMB!

Lately, we have been playing with a Windows based solution offered by 3CX.  We remember the “UnPBX” products of the late 90’s early 2000!  There were a few companies that tried to build PBX systems on Microsoft Platforms like Windows NT.   Popular gateway cards were produced by companies like Dialogic and inserted on the back plane buss of a Microsoft engine.  Unfortunately rebooting your phone system everyday was not received well and these products fell to the wayside.     Our personal experience with COM2001, Alexis and Xantel were part of our learning curve! We approached the 3CX product with some trepidation because of these early experiences, but we were pleasantly surprised at how far this product had come.    In the SIP world, it is not necessary to put gateway cards for analog or PRI connectivity in the Microsoft engine.  You can use an external gateway of your choice or do a complete deployment using only SIP trunks.

The 3CX is a fully featured phone system with all the bells and whistles for a Unified Communications platform.  It runs on the most current version of  Microsoft Desktop or Server OS.   For a small installation you can bring it up under Windows 7 using a small PC hardware platform.  As the demand for redundancy, scale, backup and memory expand the Microsoft 2008 Server makes more sense.  What impacted us the most was how easy the initial installation and system bring up were.   With all our product evaluations we use these basic criteria:

  • Ease of Installation (qualitative judgement)
  • Administration Process (GUI or Command Line)
  • Phone Provisioning (automated or manual)
  • Feature Set and Licensing options
  • Automated Attendant and IVR functionality
  • Integration with popular CRM
  • Mobility Options (find me follow me)
  • Multiple Site and Remote User Connectivity
  • Call Center Options

With this list in mind, we would rate 3CX very high!  The installation was flawless.  We downloaded a free copy from there Webiste and later obtained a license key that opened up the full feature set.   Within 30 minutes we had operational telephone extensions defined and working.  We create SIP trunks to our provider and had outside dial tone connectivity as fast as we could complete the SIP trunk definition.    We provisioned the first few phones manually, but later setup the appropriate profiles for auto provisioning.   The 3CX was following the best practice of the big boys like CISCO and ShoreTel.   Using DHCP options, we could stuff a new phone with its extension and feature set.   We also brought up the 3CX soft phone application on an apple iPhone!  Again, this was very straight forward and registration with the mothership and connectivity with the other phones was as straight forward as the implementation of an onsite wired phone.

The feature set covered the minimum daily adult requirement for phone usage.  The advanced feature set was impressive.  Call Queuing, recording and message notification options were all available to the individual users through a web based application.   Each user had the option of bringing up a browser and having a visual call control application for their individual extensions.  This was impressive, but the integration with Microsoft Outlook Salesforce and Exchange was equally available and effective.  We noted a HTTP api that seems to enable integration with any application that supported web based CRM.

The Automated Attendant was robust, but our real focus was on tenant services.  Many small business have multiple identities under one roof.  If the client wants to be able to have one phone number answered by an Automated Attendant with a script for Company A; and another for Company B this simple requirement sometimes knocks out a contender.  The 3CX handled this brilliantly and we were able to direct a caller to  different Automated Attendants or Digital Receptionists based on the number dialed.   You would think all phone systems can do this, but you would be surprised to find that many can not.  We love the CISCO 320w, but if tenant services was a requirement, we would not be able to meet that expectation.

Mobility options enabled a caller to an extension set up with a “find me follow me” option to reach a cell phone.   Again, this is a feature that is becoming an absolute standard for a VoIP deployment!  3CX was able to do this quite easily and also enable the individual user to manipulate these options without the need for the System Administrator.    The last couple of steps we are just playing with and will report more as we explore the Call Center and Site options.   Technically, we see no reason that we can not have remote users.  The key issue is, can we plant a 4960 type PRI gateway at a remote location over a WAN and operate a remote trunk group.    More on this later, but we are eminently impressed with the 3CX product and would recommend it for a small business deployment, or as a remote site for a large ShoreTel or CISCO deployment.

Interestingly the system is licensed not by features, but by simultaneous calls.  A very interesting approach!   You can set up a system with a 100 extensions, the issue is how many calls will the system allow.  Do you license the system for a 100 calls?   Not likely, but you would have to make a determination as to how many of your 100 extensions can be making use of the system at the same time.  Generally, we like that licensing strategy.   Other systems might be licensed based on the number of extensions.  In a ShoreTel deployment, for instance, you would be paying some $20,000 dollar in license fees to bring up this 100 user deployment.  Licensing based on simultaneous calls is an interesting approach and it is being adopted by most of the systems that are sold and supported by other than the freeware community.

At the end of the day , your Dad was correct when he said “you get what you pay for”.   Yes you can download a free phone system from the internet.   We should all thank Mark Spenser for the creation and contribution that Asterisk has made to the telecommunications universe.  The derivations of this contribution are global!   More an more new products are based on the core contribution that Mark has made.   Unless you are a true phone geek and you want to play with Linux and Asterisk code all day, you are not going to create a scalable, supportable telecommunications platform without an organization to stand behind it.  Yes community support is available, but at the end of the day, you want a 1-877-DrVoIP1 number available that is answered by a support organization that can be there when you need assistance.  ( We have arranged some exciting packaged solutions with our partner VoipLink so see our DrVoIP Recommends section or click here for a sample http://www.voiplink.com/product_p/3cx-cisco.htm ).

We will continue to review the products we support!   Our current list of supported products has now grown from ShoreTel and CISCO to include Digium,  Elastix, Astrisk in general and 3CX when it comes to a Windows solution.   If you are planning a VoIP deployment of less than 100 handsets, 3CX offers a fully feature Unified Communications solution at a price that is compelling!

ShoreTel SIP trunks using Asterisk?

Since we published the blog on the ShoreTel SIP implementation using Ingate, we have been deluged with requests for more detail.   Specifically, people want to know if there is a more economical  solution for bringing  SIP dial tone into the ShoreTel architecture when you are trying to add just a few local lines to a branch office.    Historically, given the feature depreciation that users might experience with a SIP trunk on ShoreTel, we had discouraged the adoption of SIP dial tone entirely!    In fact, if you already have a ShoreTel T1/PRI supporting your deployment  there is little economic benefit to be gained by replacing the PRI with SIP.   After all you already own the PRI gateway and now you have to go buy an Ingate box.  Might make sense for a new deployment, but it does not make since for an existing deployment or for adding just a few SIP dial peers at a remote office location.

Well then, what about, keeping the ShoreTel PRI but bringing the dial tone in over a SIP trunk?

The fact of the matter is, that many carriers do bring the PRI circuit in over a SIP trunk!   They then run the circuit through a Integrated Access Device (e.g. IAD) that converts the SIP trunk to PRI and the resulting hand off to the ShoreTel is a traditional TDM flavor of PRI.   This makes the carrier happy and the ShoreTel PRI continues to operate with no feature depreciation as everything from a ShoreTel perspective remains TDM!   The original investment in ShoreTel equipment is protected and you get some of the benefits of having a SIP trunk  like foreign DID’s and more fail over options.

This got  us wondering if we could do the same configuration by rolling our own?  We came up with two solutions.

First we created our own SIP Appliance using a low cost Linux box running CentOS and our favorite Asterisk dis tro, both of which are available as freeware.  For the SIP to PRI configuration we added a Digium T1 card bringing our total hardware cost to less than $900 for both the PRI hardware and the Linux computer!   Next we setup a  simple T1 Tie line between the ShoreTel iPBX and the SIP appliance.   We then created an IAX trunk to our SIP provider from the WAN side of the SIP appliance,  assigned our DID’s to the SIP dial peer and we were up an running in no time!  The configuration is a classic B2BUA and it works just like the carrier provided CISCO or Adtran IAD!

Next we set out to build a SIP solution that was a pure dial peer with no TDM hardware at all!    Lets assume you have a remote branch office and you would like to provide a local DID for that branch.   Using a SIP DID and less than $500 dollars worth of Linux computer hardware ( see our blog on the Shiva plug) you can easily make this happen.   We used the same appliance we created for the PRI conversion, this time without the Digium T1 card.   We specified the remote SG50 as the IP trunk source and terminated it on the SIP Appliance.  Again we created a SIP dial peer from the Appliance to the SIP dial tone provider and assigned our DID numbers.  It worked flawlessly as a simple, end point SIP dial tone solution providing local DID numbers to that remote branch office.

One of the challenges of ShoreTel is that the entire architecture needs to be described, from an IP topology, inside a private address space.   That is why you can’t just interconnect a ShoreTel SIP trunk group with an ISP.   When establishing your SIP Peer to your provider,  you are generally going to link with a public IP address.  Using our SIP appliance we were able to bring up a remote branch office with an end point that supported 4 SIP Peers and used a local DID for that branch.     (ShoreTel SIP trunks are licensed in packages of 5, while all SIP dial peers provide dual channels?) Again, the SIP trunks between the ShoreGear SG50 and the SIP appliance was created completely within the required private IP address space, yet the appliance interfaced with a public IP address to create the multichannel SIP dial peer.    The Asterisk configuration we created enabled us to configure on the LAN side of the firewall, yet specify a public IP address for the dial peer end point with no NAT issues to contend with.

At the end of the day, there are a variety of solutions for bringing SIP into your ShoreTel deployment!  Sometimes the best things in life are free!  We are no busy integrating the ViciDialer with ShoreTel to provide an enterprise class Outbound dialing solution for the contact center using freeware! More on this later……