bt system crf sip trunk user guide - bt salesperson v1 sip trunk crf user... · 3 bt sip trunk crf...

1

BT SIP Trunk CRF : BT Originator User Guide V1.1

BT SIP Trunk CRF User Guide - BT Sales / Originator + Specialist

The following informa"on provides an overview of how to use and complete the SIP Trunk elements of the BT System CRF

portal.

1. Introduc!on

Prior to entering and comple"ng the relevant sec"ons the BT Salesperson should have the following :-

• His / her details - including their BT EIN number

• Customer and Customer Contact details including address, telephone number and email address.

• Specific details rela"ng to the sale and the customers environment.

• Knowledge of any specific or special instruc"ons agreed / requested by the customer.

• Knowledge of the BT Specialist who will verify the entered details prior to submission.

2. Access

Access to the portal is via the following URL: www.btsystemcrf.com

When accessing the site the user will require a valid Username and password. This will be created and will require changing

immediately and every 90 days in line with BT Security requirements

When access has been granted the user will be greeted with the following op"ons :-

1. View / edit. If a CRF has been created previously but not submi6ed, the user is able to edit the CRF configura"on. To

access this the user must enter the CRF reference and he / she will gain access to the previously stored data.

2. Create. If a new CRF record requires crea"ng the user should select this op"on.

3. User Guide. Select this op"on to download the portal user guide to assist first "me users navigate and operate the site.

4. User Se*ngs. Users will be required to access this sec"on of the portal when changing their password.

2


3. Create a new CRF record

Select create and the following screen will appear :-

3.1 Originator Details :

Please enter the required details ( Note those shown with a * are required. When complete please ensure the Save CRF is

selected to save the entries.

3.2 Customer Details :

On selec"ng the Customer Details tab the following screen will be displayed :

There are two sec"ons that require comple"ng. Once completed and the entered details saved, the “Red Bu6ons”

adjacent to each sec"on will turn green to indicate data has been entered in the required fields. This is also the case for all

other sec"ons that require data to be entered.

Please note: The site is designed to register a change in all op�ons to make the Icon go green - this is to ensure users check and

make amendments to every op�on to ensure no important details are overlooked.

When completed, the status icons will change green as follows :-

3


Please enter the required details ( Note those shown with a * are required ).

When completed, please ensure the Save CRF is selected to save the entries.

Once all mandatory details have been entered into these sec"ons and the Save CRF bu6on pressed the CRF will be created.

This will be shown by the green CRF saved banner that will appear as per the screen shot below.

Users are then able to exit the site and re-join as required using the CRF Reference shown on the top R/H side of the screen

( no 43 in the above example) and con"nue, or edit any entered details as required un"l the bu6on is pressed.

For details rela"ng to this please see sec"on 3.3.Once pressed, the originator will be sent a confirma"on email sta"ng that the

CRF has been created using the email address contained in the BT Originators Email text box.

Please note, once the Submit CRF bu6on has been pressed, the site may appear to accept new changes to be entered however

none will be saved so please only select the Submit CRF bu6on when all sec"ons of the CRF has been completed.

The CRF will then be submi6ed to BT Admin for processing and the details entered by the BT salesperson will become visible

to customers when they are contacted as part of the CRF / System Pre Staging process.

The above is the standard mode of opera"on for submiBng Switch CRF’s where the order does not include a BT SIP Trunk,

however when either a BT SIP Trunk is ordered with a BT Switch or independently of a BT Switch ( Na"ve SIP Trunk Order) an

addi"onal technical sign off process is required. Please see sec"on x.x for details.

4


The BT originator and Customer Details sec"ons are required to be completed prior to allowing the CRF to be saved.

Once completed, and the entered details saved the “Red Status Bu6ons” adjacent to each sec"on will turn green to

indicate data has been entered in the required fields. This is also the case for all other sec"ons that require data to be entered.

When completed correctly, the status indicators will turn green as follows :-

3.3 BT Na!ve SIP Trunk Order Details

The Order Details sec"on is where you are requested to enter accurate details of the customer order and planned

configura"on. On selec"ng the Tab the following will appear :

Using the drop down op"on select BT SIP Trunk and wait for the SIP Trunk template to be displayed. As shown below.

It is recommended that users work through the sec"ons in sequence star"ng with the BT SIP Trunks Sec"on. Notes rela"ng to

the comple"ng of each sec"on are as follows :-

5


3.3.1 BT SIP Trunks : Using the drop down menu complete ALL the details and then Press Save CRF bu6on at the foot of the

page before moving onto the BT Net sec!on.

3.3.1.1 SIP Trunk Details. Please ensure the details re-

quested in the SIP Trunk Details sec"on highlighted in Red

are completed as these are required to calculate the BT

Net Profile overview in sec"on 3.3.2.2

3.3.1.2 Please confirm the correct Codec to be used. ( Note

G711 is standard but G729 may be used in special

circumstances)

3.3.1.3 New Telephone Number Requirements. Please

select the Quan"ty and Range rela"ng to the DDI numbers

required.

3.3.1.4 Directory Entry & Number Por!ng. Please confirm

if the customer requires a Directory entry and if they wish

to port any exis"ng numbers onto their new BT SIP Trunk

service

3.3.1.5 Extension Number Length. Please enter the

required Extension Number length and note the help

bubble opened when hovering above the text.

3.3.2.6 Call Barring. Please reflect the type of calls the

customer requires to be barred.

6


3.3.2 BT Net

Using the drop down op"ons select the correct response pertaining to the customer order.

3.3.2.1 The Data Requirements details are required to be

completed to allow the BT Net Profile Overview to be

calculated.

3.3.2.2 The BT Net Profile Overview sec"on auto

calculates based on the details selected in sec"on 3.3.1.1

and 3.3.2.1 above. Should the calcula"ons not auto

populate, this will be due to non comple"on of the re-

quired sec"ons. Please use the Help bubble to assist which

will be displayed when hovering above the Auto calculate

wording as follows:

3.3.2.3 BT Net Details. Please complete the details as

required. In the event the selected op"ons fall outside of

the design requirements warning no"ces will appear to

advise users accordingly and the entered details will need

to be revised to ensure the service will operate correctly.

3.3.2.4 The Firewall and LAN sec"on requires users to

confirm the customer has signed and understood BT’s

requirements. In the event a No is selected users will be

presented with a Warning message as shown and progress

will be prohibited un"l a Yes is selected in response to

both ques"ons. By pressing the BT SIP Trunk + Firewall

Guide bu6on, users will gain access to the document that

needs to be signed by the customer.

7


3.3.3 Switch or IAD

This sec"on is designed to capture the details rela"ng to the Switch the BT SIP Trunk service is to connect to. BT support BT

maintained and non maintained switches based on specific criteria as outlined below.

3.3.3.1 The first op"on available when accessing the Switch or IAD

sec"on is confirma"on of whether the switch the BT SIP Trunk is to

be connected to is BT maintained or not.

Selec"on of Yes or No will apply the specific template designed to

address this op"on.

BT Maintained Switch

3.3.3.2 As the BT switch is maintained please ensure you have the

BT Account details and enter in the text box provided.

3.3.3.3 Part A Requirements. Please select the relevant BT Switch

from the drop down list of approved BT Maintained switches.

3.3.3.4 SIP Licenses. Please confirm the BT SIP Licenses have been

ordered. For assistance please refer to the help bubble that

appears when hovering over the text as follows :-

3.3.3.5 Part B : SIP Gateway. Please confirm the line type that are

connected to the BT Maintained Switch to allow the appropriate

IAD to be installed as part of the BT SIP Trunk provision.

8


3.3.3 Switch or IAD Con!nued.

3.3.3.6 The first op"on available when accessing the Switch

or IAD sec"on is confirma"on of whether the switch the BT

SIP Trunk is to be connected to is BT maintained or not.

Selec"on of Yes or No will apply the specific template

designed to address this op"on.

Approved Non BT Maintained Switch

3.3.3.7 Part A Requirements. Please select the switch from

the list of approved, non BT maintained switches .

3.3.3.8. In the event the switch to be connected is Not on

the approved list please confirm this by selec"ng the Not

Listed op"on in the drop down table. ( see 3.3.3.11)

3.3.3.9 Maintainer Presence. To ensure the SIP Trunk Ser-

vice delivery is a efficient as possible it is essen"al that the

Switch maintainer is present on the day of install. Please

confirm this and that the Na!ve SIP Compliance No!ce

Form has been completed.

3.3.3.10 Please confirm the BT SIP Licenses have been or-

dered. For assistance please refer to the help bubble that

appears when hovering over the text as follows :

9


Non Approved Non BT Maintained Switch

3.3.3.11 Part A Requirements. Please select the switch from

the list of approved, non BT maintained switches .

3.3.3.12. In the event the switch to be connected is Not on

the approved list please confirm this by selec"ng the Not

Listed op"on in the drop down table. This will open up the

Non Approved, Non BT Maintained Part B - SIP Gateway

sec"on for comple"on. ( See 3.3.3.15 below)

3.3.3.13 Maintainer Presence. To ensure the SIP Trunk Ser-

vice delivery is a efficient as possible it is essen"al that the

Switch maintainer is present on the day of install. Please

confirm this and that the Na!ve SIP Compliance No!ce

Form has been completed.

3.3.3.14 Please confirm the BT SIP Licenses have been or-

dered. For assistance please refer to the help bubble that

appears when hovering over the text as follows :

3.3.3.15 Part B : SIP Gateway. Please confirm the make and

model of the Switch to be connected and the Line interface

on the Switch to allow the appropriate IAD to be installed

as part of the BT SIP Trunk provision.

3.3.3 Switch or IAD Con!nued.

10


3.3.4 Number Por!ng

3.3.4.1 Port Numbers. Please select yes if you

wish to port numbers as part of the service

3.3.4.2 Cupid ID. By selec"ng the OFCOM CUPID

Lookup bu6on users are able to view the relevant

OFCOM documents pertaining to this

3.3.4.3 Le=er of Consent Template. This is to be

transferred onto the Customers Company

Headed paper and required to be signed to allow

the service to progress. Please use the BT Le=er

of Consent bu6on to open up the template

document as required.

3.3.4.4 Por!ng Scenarios. Currently BT support 6

por"ng scenarios. Use the Radio bu6ons to select

One of the op"ons. Please note, although listed

Op�on 7 is not currently supported.

3.3.4.5 Range Holder. Please confirm the Range

Holder details using the drop down op"ons.

Por"ng Details. Please refer to sec"ons 3.3.4.6 &

3.3.4.12 for details.

( GNP Le6er of Authority) the customer ( See Note))

Important Note :

Standard Geographic Number Por"ng (GNP)

customer le6er of authority must be obtained

in every case, this should be on the

customer’s le�er headed paper & signed by

the customer.

Customers should use this document as a

template on their le6er headed reply.

11


3.3.4 Number Por!ng Con!nued

3.3.4.6 Port Single Line Numbers. Please select

Yes if you wish to port single numbers.

3.3.4.7 Single Line selec!on. When Yes selected

in 3.3.4.6 above, you will be presented with 11

single line op"ons.

Select Yes against all required lines for the

number of single lines that require por"ng.

3.3.4.8 Single Line 1 Details. Once selected, the

details pertaining to the relevant single line will be

displayed.

Please provide the relevant details by selec"ng

the appropriate drop down op"on or by adding

the details using the free text boxes as required.

3.3.4.9 Single Lines 2—11 Details. Please entered

required responses for Single Lines 2—11 as

required.

12


3.3.4 Number Por!ng Con!nued

3.3.4.10 Port Mul! Line Numbers. Please select Yes

if you wish to port Mul" Line numbers.

3.3.4.11 Mul! Line selec!on. When Yes selected in

3.3.4.10 above, you will be presented with 6 Mul"

line op"ons.

Select Yes against all required lines for the number of

Mul"lines that require por"ng.

3.3.4.12 Mul! Line 1 Details. Once selected, the

details pertaining to the relevant mul" line will be

displayed.

Please provide the relevant details by selec"ng the

appropriate drop down op"on or by adding the

details using the free text boxes as required.

3.3.4.13 Mul! Lines 2 - 6 Details. Please entered

required responses for Mul" Lines 2 - 6 as required.

13


4.0 Pre Installa!on

The pre installa"on sec"on is designed to provide a checklist for the BT salesperson to ensure all order and installa"on details

are addressed and recorded. However this is not required as standard and will only be displayed when a Non BT maintained

switch is selected in the Switch or IAD sec"on of the portal.

When this applies, the following sec"ons require comple"ng.

The format of the Pre Installed requirements replicates previous sec"ons of the portal. By selec"ng the first sec"on the detail

will open up and the BT salesperson requested to address each op"on on display.

Where appropriate help pop ups will be on hand to provide assistance. Please ensure you select the Save CRF bu6on aPer

comple"ng a sec"on and prior to moving onto another, otherwise the details entered will not be retained.

5.0 Special Instruc!ons.

During the sales process BT may become aware of Special Instruc!ons or requests from the customer rela"ng to the provision

of the BT SIP Trunk service. The agreed features sec"on allows sales person or specialists to add details as required.

Please therefore enter any relevant details in the free text box and ensure Save CRF is pressed prior to exi"ng the sec"on.

14


6.0 CRF Submission.

When completed, please ensure the Save CRF is selected to save the entries.

Once all mandatory details have been entered into these sec"ons and the Save CRF bu6on pressed the CRF details will be

saved in the database. This will be shown by the green CRF saved banner that will appear as per the screen shot below.

6.1 Comple!on Status Icons.

The System CRF has 3 status comple"on icons located at the top L/H side of the screen. This is to show users if there are any

sec"ons that s"ll require data to be inpu6ed. All completed CRF’s should show the “Green Tick” icon as follows:

However, should one of the following icons appear, addi"onal details are required prior to submission:-

Shows the CRF has been par!ally completed but that addi!onal details is required.

Shows the CRF has no details entered.

Once the SIP Trunk CRF has been saved, the portal will have detected that a Na"ve SIP Trunk CRF had been selected and

completed as detailed in sec"on 3.3.4.

As the SIP Trunk CRF requires an addi"onal Technical specialist verifica"on prior to submission, the op"ons to facilitate this will

now appear in the Originator screen as shown below :-

6.2 BT Technical Specialist Contact Details. The BT Technical Spe-

cialist’s approved to verify BT SIP Trunk CRF ‘s prior to

submission are pre installed.

Users will need to select the relevant Specialist from the drop down

box and press Save CRF.

6.3 Submit for Verifica!on. To send the BT Technical specialist no"-

fica"on that the SIP Trunk CRF is ready for verifica"on, users should

select the Blue Submit for Verifica!on bu6on.

15


6.0 CRF Submission Con!nued.

6.4 CRF Submission. Once the Submit for Verifica"on bu6on

has been pressed, users will get a visual confirma"on of this

onscreen.

An email will then be sent to the Originator and the selected

Technical Specialist using the contact email details within the

portal.

The email will show the CRF reference to allow both the

Originator and Technical specialist access to the portal to

edit / amend details as required.

6.5 Technical Specialist Sign off and CRF Submission

Upon receipt of the CRF submission email generated by the

originator as detailed in 3.3.5.4 above, the BT Technical

specialist will be able to gain access to the respec"ve CRF and

verify the details.

If correct, the specialist is able to submit the CRF to the BT

Admin team by pressing the Red Submit CRF bu6on.

Please note once this has been selected, the CRF will only be

able to be accessed in Read Only mode and any changes a&er

this point can only be made by the BT Admin team.

In the event the specialist is not able to sign off the CRF he /

she will need to contact the Originator via mail and confirm

what is required. The originator is then able to log into the

portal and using the CRF reference, access the CRF details and

amend as required. Submission to the specialist is as outlined

in sec"ons 3.3.5.3

16


7.0 SIP Trunk Order when accompanied with a new BT Switch order.

Should a SIP trunk provision be ordered with a supported BT Switch i.e. BT IP Office or Mitel MN3300, the following will apply.

In the Order Details sec"on, when a new Switch CRF is selected the following template will be displayed:-

7.1 BT Switch CRF template. The template shown is the

standard BT System CRF template. For details on how to

complete this sec"on please refer to the BT System CRF user

guide found on the front page of the portal - see below.

7.2 Users will also view a BT SIP Trunks template op!on.

Upon opening, users will be asked if the BT System Order is to

include a SIP Trunk provision. Select Yes / no as appropriate.

On selec"ng Yes and then press Save CRF the standard BT SIP

Trunk CRF op"ons will be displayed as shown.

7.3 Please complete all SIP CRF sec"ons as shown in this user

guide sec"ons 3.3.1 to 3.3.4

17


7.0 SIP Trunk Order when accompanied with a new BT Switch order con!nued

When a SIP Trunk provision is ordered with a new BT Switch, the Switch or IAD sec"on has been amended to reflect this as

shown below.

7.4 Please ensure the correct op"ons rela"ng

to the BT Switch are selected and saved.

18


8.0 Export of CRF details and conversion into a Word Document

Once the “Submit CRF” bu6on has been pressed the CRF will display this status. At this point an “Export” bu6on will appear

that will allow the BT Salesperson to obtain a summary of the entered details in HTML Format.

By following the process outlined below, the CRF summary is able to be converted into Word format to allow it to be imported

into the BT Salesforce database.

8.1 Once the CRF has been submi6ed, press the Export bu6on ( shown below in Red) and a summary of all details will be

displayed as follows:-

8.2 Once displayed, Scroll over all of the export and once highlighted, using the Windows drop down op"ons, select “Copy”

and then open up Word and select “Paste” Once the export contents are displayed in the Word document save as required,

prior to uploading to Salesforce or OCS as required.

19


9.0 Process overview + Help and assistance

9.1 Process Overview.

Below, for reference, is the CRF / System Pre Stage process. It shows clearly the start to end process and the requirements /

responsibili"es for the :-

• BT salesperson / Originator

• BT Technical Specialist

• BT CRF Process Admin

• BT Customer

• System Pre Staging Team

• BT Installing Engineer

9.2 Help and Assistance

Should help or assistance be required, please contact the BT CRF Admin team using the following:-

• BT Pre-staging team on 01858 411 507/508

• e-mail [email protected]

bt system crf sip trunk user guide - bt salesperson v1 sip trunk crf user... · 3 bt sip trunk crf...

Documents