Specifications

Technology Upgrade Voice Mail 28 6130-3
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answer with the auto attendant and others may want to answer by a person. The
system shall allow both choices.
2. If the Attendant is the first response, then callers should be greeted and informed that
they can dial an extension directly, or wait to hear a list of options.
3. The list of options shall include being forwarded to a certain department, dial by
name, leaving a general message in the general mailbox or pushing zero and waiting
for an operator.
4. Each individual department shall be able to decide what prompts they want once
callers are forwarded into their group.
5. The Contractor shall be responsible for the design and setup of the auto-attendant
system.
6. As a discussion point, the Contractor shall provide a decision tree diagram of the auto
attendant system. The decision tree shall be used to show the Owner the choices
made available to each caller.
7. The decision tree diagram shall be approved by the Owner prior to the programming
of the system.
C. Once the system is setup; the Contractor shall schedule a meeting to review the prompts in
the system
1. All the users pertinent to the section being demonstrated will be involved. The
Contractor shall make a call and test the call system. The users can review the
system and decide what, if anything needs changed.
2. The Contractor shall make changes based on the recommendations of each group.
3. When the changes have been made, the Contractor shall schedule another review by
the users.
4. Any changes made with this review will be applied. At this point the system should be
working as per the Owner requirements.
D. The voice mail (VM) system shall be connected to the telephone system.
1. The Contractor shall configure each voice mailbox to correspond with the station set
that it is associated with.
2. All mailboxes that are not associated with a station shall be configured.
3. Contractor shall work with the Owner on setting the exact time limits for storage of
messages and the length of each individual message.
4. Owner and Contractor shall work through the entire system to decide which options
will be incorporated into the voice mail system
E. The Contractor shall be responsible for the complete programming and configuration of the
entire auto attendant and voice mail system
F. The Contractor shall ensure that the Owner is satisfied with the workings of the auto
attendant and the voice mail system, and that the system has been installed as per the
detailed specifications.
G. The contractor shall provide a “cheat-sheet” to each user that provides them simple
instructions on using the voice mail and unified messaging client. This cheat sheet shall
include all known shortcuts and efficiencies.
END OF SECTION