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Part 2. Information Technology

Chapter 13. Enterprise Networks

Section 3. Voice Premise Communications

2.13.3  Voice Premise Communications

2.13.3.1  (08-09-2006)
Overview

  1. This IRM describes the telecommunications products and services supplied by the Enterprise Networks Directorate for the IRS. Telecommunications products and services supplied by the Enterprise Networks Directorate consists of Voice Communications, Private Branch Exchange, and the Electronic Key Telephone System. This IRM also provides an overview of the Universal Wiring Plan.

2.13.3.2  (08-09-2006)
Voice Communications

  1. Enterprise Networks, Voice Services Section provides nationwide support for the installation of telecommunications systems and wiring for IRS locations. Utilizing the Treasury Telecommunications Solutions (TTS) Blanket Purchase Agreements (BPAs) as the primary procurement vehicles, Voice Services will assist IRS personnel in determining the best telecommunications solution based on the requirements of the site.

2.13.3.2.1  (08-09-2006)
Central Office Telephone Equipment (CENTREX Service)

  1. The General Services Administration (GSA) provides consolidated local telecommunications service through on-site switches or through services such as Central Office Telephone Equipment (CENTREX). GSA negotiated several regional contracts with local telephone companies nationwide to partition portions of their CENTREX equipment for the exclusive use of the Government. An array of leased telecommunications services, telephone features, and lines are provided at a government rate by the local CENTREX Office.

  2. A GSA CENTREX customer can lease the telephone lines and features offered by CENTREX, and can purchase premise equipment, e.g., telephones, Electronic Key Telephone Systems (EKTS), inside wire, and other equipment. The customer leases from the Plain Old Telephone Service (POTS) contract or the Aggregated System Procurement (ASP) contract.

2.13.3.2.2  (08-09-2006)
Types of GSA Users

  1. There are two types of GSA users:

    1. Mandatory Users - As defined by GSA, mandatory users must use the consolidated local telecommunications service that is provided to all Federal agencies located in a building, complex, or geographical area.

    2. Non-mandatory Users - If GSA cannot meet the needs of the user, the user can request an exception to GSA services.

  2. For a Delegation of Procurement Authority (DPA), follow guidelines listed in the Federal Information Resources Management Regulation (FIRMR) Section 201-24.102.

  3. Users are required to use either the POTS or the Aggregate Switch Procurement (ASP) contract. FIRMR Section 201-24.102 requires agencies to use available, local, consolidated, telecommunications services as designed by their local telecommunications provider.
    Exceptions: Agencies that have unique requirements may request an exception to the use of local consolidated service. GSA will work with these agencies either to modify the system to meet the requirement or will grant a specific DPA to allow the agency to obtain separate service. These agencies may use the POTS, ASP, or TTS-BPA contracts.

2.13.3.2.3  (08-09-2006)
Ordering Procedures for GSA CENTREX Services

  1. To order telephone service from GSA operated or GSA managed telephone systems, perform the following:

    1. Complete Standard Form 145, Telephone Service Request.

    2. Forward the completed form to the address designated by the GSA Zone Office.

  2. The GSA Zone Office will provide guidance and assistance to agencies on the preparation and submission of the form.

2.13.3.3  (08-09-2006)
Private Branch Exchange (PBX)

  1. A Private Branch Exchange (PBX) is a private switching system, usually located on a customer’s premises with an attendant console. It is connected to a common group of lines from one or more central offices to provide service to a number of individual phones.

2.13.3.3.1  (08-09-2006)
PBX Capabilities

  1. Dependent on the technology within the PBX telephone switch, the PBX can provide such significant capabilities as:

    1. Integrated Services Digital Network (ISDN) services

    2. Interoperability with FTS2001

    3. Digital technology (e.g., provides low speed data traffic)

    4. Redundancy (i.e., duplicate processors ensuring calls go through when a particular line is busy)

    5. Automatic Route Selection (i.e., the switch determines the type of call and the appropriate routing for the call)

    6. Automatic Number Identification (ANI) (the phone displays the caller’s identification [telephone] number)

    7. Voice messaging systems

    8. Modem Pooling (allows multiple users to access a small number of modems).

2.13.3.3.2  (08-09-2006)
PBX Station Equipment Standard

  1. The PXB Station Equipment Standard offers several types of phones depending on the user's requirements. The standard type of phone for administrative assistants is a six-line digital set with display. The second type of phone for analysts and managers is a three-line digital set with display.

2.13.3.3.3  (08-09-2006)
PBX Benefits

  1. A PBX is a long term, communication solution that provides cost savings through shared resources such as:

    1. Routing long distance calls to the least expensive path

    2. Combining casual data and other stand alone applications that can be supported through the PBX

    3. Networking smaller sites into a single switch network.

  2. Since current system administration is user friendly, PBX System Administrators are now able to perform moves, adds, and changes. This includes adding new users or features. This ability to control the functionality of PBXs greatly reduces vendor support costs.

2.13.3.3.4  (08-09-2006)
PBX Security

  1. PBX security is performed by single or multiple passwords for access to system administration functions. A user can limit the duration of a password. A security review of the system is conducted at the time of installation or cutover to ensure that:

    1. All avenues are protected

    2. 800 and 900 charge back numbers are not authorized

    3. Direct Inward System Access (DISA) lines are not installed

    4. Modem connections are protected with lock-and-key type modems

    5. PBXs must be installed in secure telecommunications rooms.

  2. On-site administrators perform annual inspections to ensure that new applications do not override the current security.

2.13.3.3.5  (08-09-2006)
Call Restrictions on PBX and Key Systems

  1. Call restrictions are necessary to protect Government resources from unauthorized use and abuse of trunk-to-trunk transfers, third party billing, and transfers to telephone numbers outside of the PBX. These features would give unauthorized access to anyone to the IRS' administration telephone systems, gain access to outgoing trunks, and make telephone calls to anywhere in the world. These features cannot be controlled and would open the Service up to waste, fraud, and abuse on a very large scale. The IRS is obligated to report fraud and abuse and cannot authorize the enabling of trunk-to-trunk transferring, third party billing, and transfers to telephone numbers outside of the PBX.

  2. If an employee has a requirement for such a feature and this task can be accomplished for this member only, a request shall be submitted to the National Office, Voice Services Section for approval. If the entire phone system has to be enabled in order to activate this feature, a request with detail justification shall be submitted to the Director of Enterprise Networks for approval.

  3. The Voice Service Section is responsible for the installation of voice telephone systems. The installation will include restrictions on trunk-to-trunk transfers, third party billing, transfers to telephone numbers outside of the PBX, 900, and sexual solicitation telephone numbers.

  4. Users of PBX and Key systems must include a direct call back number on all voice and E-mail greetings when they are not at their primary telephone numbers. Users can also request Message Manager from the VMS Section so that voice calls on the system can be transferred to their E-mail account.

  5. If there are special requirements refer them to the National Office, Engineering Section of Enterprise Networks for resolution.

2.13.3.3.6  (08-09-2006)
Connectivity

  1. The cable (wire) infrastructure is based on the number of jacks required to support a predetermined grid density for personnel, or the square footage of the facilities. Refer to 7281, The Universal Wiring Handbook and the Electronic Industries Association/Telecommunications Industry Association (EIA/TIA) 568 and 569 Standards. Based on an Approved Agency Procurement Request (APR), the Enterprise Networks Voice Section will purchase and install all wiring projects over $20,000. EN will provide funding/support for projects under $20,000 and will allow the customer to install/implement all wiring projects on a case-by-case basis. For APR procedures, contact the Enterprise Networks Voice Services Section.

2.13.3.3.7  (08-09-2006)
Funding Agency Procurement Request (APR) Approval and Staff Years

  1. Funding for the purchase and installation and up-grades of PBXs is handled through the Enterprise Networks, Voice Services Section.

  2. IRS received a DPA from GSA to administer APRs. This allows IRS to provide its own local telecommunications services. IRS Field offices must submit an APR to the Enterprise Network Voice Services Section. If the APR is approved, the Voice Services Section will purchase and install the equipment.

  3. For APR procedures, contact the Enterprise Networks Voice Services Section.

  4. The number of staff years required to handle the system administration of the PBX is determined by the user. The local ITS staff determines and issues the number of staff years.

2.13.3.3.8  (08-09-2006)
PBX Contract Vehicles

  1. Currently, there are several available contracts vehicles to consider:

    • Department of Treasury Telecommunications Solutions - Blanket Purchase Agreement (TTS-BPA)

    • General Services Administration (GSA)

    • Digital Telecommunications Service (DTS).

2.13.3.3.9  (08-09-2006)
Purchase of a PBX

  1. For more information on the purchase, enhancements, and installation of a PBX, contact the Enterprise Networks Voice Services Section. The Voice Services Section will help to establish user requirements and subsequent system configurations with help from vendors. Assistance with system funding will be provided as required.

2.13.3.4  (08-09-2006)
Electronic Key Telephone System (EKTS)

  1. The Electronic Key Telephone System (EKTS) has wide capabilities, extending from a basic two-line, voice only system to a sophisticated digital hybrid that supports simultaneous voice and data communications.

  2. The EKTS supports between 5 and 60 lines. Hybrid (key) systems combine EKTS and PBX features into one package. These systems usually contain processor-based central control units to:

    1. Increase the call handling capacity

    2. Enhance peripherals

    3. Provide a wide range of managerial capabilities

    4. Support up to 150 stations and more, depending on the system configuration and other factors such as redundancy/non-redundancy.

2.13.3.4.1  (08-09-2006)
EKTS Capabilities

  1. Depending on the type of EKTS, its capabilities can provide many of the same capabilities as those of PBXs, for example:

    1. Integrated Services Digital Network (ISDN) services

    2. FTS2001 interoperability

    3. Digital technology

    4. Automatic Number Identification (ANI)

    5. Voice Messaging.

2.13.3.4.2  (08-09-2006)
EKTS Station Equipment Standard

  1. The EKTS standard is to:

    1. Purchase standard three-line appearance digital telephones for all non-managerial and non-secretarial positions in the IRS

    2. Purchase digital telephones with 10 to 34 line/feature appearances for managers and secretaries.

2.13.3.4.3  (08-09-2006)
EKTS Benefits

  1. ) A significant benefit of EKTS is the enhanced communications services over single instruments leased from local central offices. These shared resources reduce the number of lines being leased.

2.13.3.4.4  (08-09-2006)
Physical Environment

  1. Adequate space for a system is dependent on the number of instruments, trunks and other peripheral equipment support by and for EKTS.

  2. An average EKTS requires wall space 10 to 37 inches wide by 5 to 14 inches deep. The height ranges between 11 to 36 inches. Hybrid system foot print requirements are 38 inches wide by 30 inches deep. The height ranges between 13 and 72 inches.

  3. The space required depends on the number of cabinets needed to support the interface requirements.

  4. The operating temperature ranges between 32 to 122 degrees Fahrenheit with a relative humidity between 0 to 95 percent.

  5. Power requirements range between 90 to 130 volt AC.

  6. Additional space is required for maintenance and administration terminals, local and long distance service equipment, spare parts, and document storage. In some cases, space will be needed for personnel.

  7. The EKTS must be secured in a secure location under lock and key.

2.13.3.4.5  (08-09-2006)
EKTS Funding

  1. The Enterprise Networks Voice Service Section based on an approved APR, will purchase and install all EKTS.

2.13.3.4.6  (08-09-2006)
EKTS Contract Vehicles

  1. There are two EKTS contract vehicles available:

    • Department of Treasury Telecommunications Solutions - Blanket Purchase Agreement (TTS-BPA)

    • Digital Telecommunications System (DTS).

2.13.3.4.7  (08-09-2006)
PBX and EKTS Resources

  1. No PBX or EKTS resource will be installed, de-installed, or re-installed without an approved APR and funding from the Enterprise Networks, Voice Services Section.

2.13.3.4.8  (08-09-2006)
National Threat Assessment Network

  1. The National Threat Assessment Network (NTAN) is a fully integrated alert network that will report emergency status conditions to the Local and the National Office Command and Control Centers (C2) for all IRS locations that are serviced by a Private Branch Exchange (PBX) owned and administered by the IRS.

  2. NTAN will notify the Command and Control elements of emergency conditions at IRS locations nationwide. This network will have the capabilities to generate alert reports, call/E-mail mission essential personnel at the Local/National office level and notify all law enforcement agencies. The network will enable the Command Center to be aware of emergency conditions at IRS facilities prior to public awareness so that proper internal coordination and assessment can be made at the Directorate and the Commissioner level.

  3. The Voice Service Section will purchase and install the same NTAN equipment at all IRS facilities that are serviced by an IRS PBX. A standard mandatory equipment configuration will be installed to ensure that all of the equipment in the network will work together. The NTAN equipment is vendor specific and no other equipment options are available.

2.13.3.4.8.1  (08-09-2006)
Maintenance of the Systems

  1. The Voice Service Section will maintain the voice systems through a GSA maintenance contract. Users of the system must ensure the correct data is entered into the system based on moves, adds, and changes. The Voice Service Section will inspect equipment and maintenance reports to ensure that proper preventive maintenance is being carried out prior to payment. NTAN equipment will not be moved or relocated without the prior approval of the Voice Service Section and the APR process must be followed.

2.13.3.5  (08-09-2006)
Universal Wiring Plan

  1. The Universal Wiring Plan (UWP) is a uniform wiring and standardized interface scheme for providing universal connectivity to all workstations grid (pre-wired) locations within a building.

  2. The IRS UWP consists of an optimal combination of un-shielded twisted pair copper wire and fiber optic cabling as the universal physical media. The UWP provides for physical connection, flexibility, and performance criteria independent of the wiring technologies used.

2.13.3.5.1  (08-09-2006)
Mandatory Use of Universal Wiring Plan

  1. UWP must be used for telecommunication wiring at all new locations. Use the UWP when renovating existing facilities, implementing major systems, and where the expected occupancy of the building by the IRS will exceed five years. Circumstances may dictate variances to these standards.

2.13.3.5.2  (08-09-2006)
UWP Standards

  1. The technical specifications for the IRS UWP are based on the most recent issue of the Federal Information Processing Standards Publication (FIPS) and industry standards. The EIA/TIA or TIA/EIA standards are designed to:

    • Provide network equipment interoperability

    • Maximize information transmission performance

    • Provide ease of wiring installation, maintenance and administration.

  2. The standard is two station cables or two 4-pair cables (one for voice and one for data) installed to connect the Work Station Interface (WSI) to a cross connect frame in the wire closets. The cables are terminated on two jacks (one for voice, one for data). These jacks are wired in accordance with EIA/TIA-568-A standards.

2.13.3.5.3  (08-09-2006)
UWP Funding

  1. Funding for the purchase and installation of UWP is handled through the Enterprise Networks, Voice Services Section. IRS field units must submit an APR to the Voice Services Section for UWP over $20,000. If the APR is approved, the Voice Services Section will purchase and install the UWP. The Voice Services Section must be made aware of all UWP projects under $20,000 for inspection, to ensure that establish standards are being utilized.

2.13.3.5.4  (08-09-2006)
UWP Reference Documents

  1. The following list of documents contains various specifications for the design and planning of universal wiring for IRS locations. They describe wiring systems and recommended topologies, connectors, and pin assignments to support each site. They also describe cable routing, conduit requirements, and grounding specifications.

    1. Document 9809, The Telecommunications Tactical Plan is an IRS technology and planning document that highlights implementation standards and guidelines. It specifies and defines roles and responsibilities.

    2. Document 7281, The Universal Wiring Handbook is a handbook for managers and technicians that provides specific directions to assist in reviewing plans for an installation. It contains UW forms and checklists.

    3. Document 7968, Site Preparation Guide for Telecommunications Analysts is a guide for preparation prior to delivery of telecommunications systems, including Site Preparation Planning List.

    4. Document 9377, Universal Wire Implementation Guide is a guide to implement and maintain the UW Plan. It is used to coordinate the installation and acceptance of, as well as the ongoing management of, site universal wiring.

    5. EIA/TIA-568A, (Electronic Industries Association/Telecommunications Industry Association) Commercial Building Telecommunications Cabling Standard details industry standards for cabling. FIPS PUB 174 is covered by this standard.

    6. ANSI/EIA/TIA-569, Commercial Building Standard for Telecommunications Pathways and Spaces provides standards for rooms, areas, and pathways into and through which telecommunications equipment and cables are to be installed. By adoption, FIPS PUB 175 is covered by this standard.

    7. ANSI/EIA/TIA-606, Residential and Light Commercial Telecommunications Re Wiring Standard describes premise wiring systems of one to four exchange access lines for residential and light commercial buildings.

    8. ANSI/TIA/EIA-607, Commercial Building Grounding and Bonding Requirements for Telecommunications specifies the requirements for a uniform telecommunications grounding and bonding infrastructure for federal buildings.

    9. Federal Information Processing Standards Publications (FIPS) - FIPS PUB 174 covers the EIA/TIA-568A Standard for all federal agencies.


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