Information Technology Move Related FAQs
IT Equipment Move
Q. What IT equipment will be moved to the new office location?
A. Our technology moving vendor will move your monitors, laptop docking station, peripherals (keyboards & mice).
Q. What type of information will I receive on the first day?
A. When you arrive at your desk in the new building you will see a “Move Kit” with the following contents:
- IT Equipment check-list of what has been moved
- Process to report IT incidents/requests
- Floor plan
Q. Do I take my laptop with me before the move?
A. Yes. If you have a laptop, we need you to take your laptop with you before the move and bring it to the new office location.
Q. Will my laptop be upgraded as part of the move?
A. No. It will remain the same.
Q. Will my monitor be replaced?
A. We are consolidating onto one model for all monitors. Your monitor will be replaced if you are not using an HP ProDisplay P240. Every workstation will be equipped with two monitors.
Q. Will my keyboard tray be moved along with my other equipment?
A. No. We will not be moving keyboard trays to 225. Contact your supervisor after the move if you need a keyboard tray ordered and installed.
Q. Will I be responsible for packing my IT equipment in a box, such as docking station, keyboard, power cord, or mouse?
A. Please do not pack any IT equipment in your boxes.
Q. Will voicemail and email be down during the move?
A. No. Voicemail and email will be available during the move.
Q. Will there be an impact or outage of systems, application and sites during the move weekend?
A. All external-facing ALA web sites will experience no impact or outage during the move weekend.
Phone System
Q. Will phone numbers change at 225 N. Michigan?
A. No. Staff will have the same phone number.
Q. Will any changes be made to how I dial out on the new phone system?
A. No
Q. What are the features and capabilities of the new phone system?
A. Some of RingCentral’s features include call auto-attendant, company directory, call forwarding and handling, multiple extensions, a web browser application and a mobile application, Business SMS (text), video conferencing and screen-sharing.
Q. Will I get training on how to use the new phone system?
A. Yes. A web-based training was delivered April 8th which walked us through the basic operation of the RingCentral phone system. This session was recorded and is available on the support site here: http://www.ala.org/support/ring-central.
Fax
Q. Will faxing be any different with the new phone system?
A. Yes. Faxes will be sent to your regular office number / extension which will be retrievable through email notifications.
Q. Will I have the same fax number?
A. No.
Individual fax numbers will be decommissioned - your fax number will be the same as your office number. If you need to maintain your old fax number, please reach out to Shakir Akbari. There is a cost of $1 per month for these additional fax numbers.
Q. What are the benefits from an end user perspective?
A. You can send and receive faxes from your email.
- It works in your existing email – simple and user-friendly.
- Faxes sent to your RingCentral number are instantly available through your email address as attachments
- PDF and several other file types for fax delivery (e.g. Microsoft Word)
- Turns your existing email network into an inbound private fax mailbox that never runs out of paper, loses an important message, or gets turned off – and it’s completely confidential.
- Fax to multiple numbers at once and send multiple faxes at once from your desktop.
- Auto-retry and email confirmation ensures your fax goes through.
Q. Will the current desktop fax machines be moved to 225 Michigan?
A. No. The current desktop fax machines will not be moved. These will not work in the new office location.
Q. Will I get training on how to use the new fax solution?
A. Yes. RingCentral will provide web-based training for all employees before the move. And support videos and documents will be available on the ALA IT Support Webpage here: http://www.ala.org/support/ring-central.
Audio & Video Conferencing System for Conference Rooms
Q. Will we have a new audio / video conferencing system in the conference rooms?
A. Yes. There will be a new audio / video conferencing system for all the conference rooms. The conference rooms will be equipped with the new state of the art touch panels to control conferencing.
Q. Will I get training on how to use the room’s A/V touch panel?
A. Yes. Everyone will be provided an opportunity to get hands-on training on how to use the new wireless touch panels after the office move. We will have a quick reference sheet available in the conference rooms which will walk you through setting up a video conference call.
Q. Who will be providing support for the new audio & video conferencing system?
A. IT will be providing operational support. If you have any questions on the support process and procedures, please contact IT through the help desk.
Q. How will I book a conference room?
A. You will be able to book conference rooms by adding them to your meeting invite or by using the digital panel outside of the conference room.
Multi-Function Printers
Q. Will we have new printers?
A. Yes. We will have 14 new multi-function printers in our new offices. With very few exceptions these will be Konica Minolta print devices similar to what we had previously been using.
Q. What are the benefits of the new multi-function printers?
A. The new multi-function printers combine straightforward document and device management with high performance, simple operation, and an interactive LCD panel with easy to use features and interfaces.
We will be able to print to a centralized virtual ‘printer’ and then activate the print job by typing in a code on the printer you wish to use. If the printer closest to you is in use, you can just walk over to another printer.
Q. Will I be able to take my personal printer to my new office location?
A. No.
We will not be relocating any of the existing network or personal printers to our new building. Only certain units have been authorized by senior management to have workgroup printers (e.g. Finance / Accounting & HR).
All printers will be connected to the network so we will no longer have any printers that will be directly connected to a desktop.
Q. Where will the printers be located?
A. See the office floorplan which has seat plans and locations of all multi-function devices. These devices will be distributed throughout the office.
Q. Will I get training on how to use the multi-function device?
A. Yes, training will be available. We will have user guides available on our support website here http://www.ala.org/support/resources