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The information in this document is subject to change without notice. The statements, configurations, technical data, and recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks. Nortel, Nortel (Logo), the Globemark, SL-1, Meridian 1, and Succession are trademarks of Nortel Networks.
April 2006
Revision History
Date April 2006 Version 1.0 Description HMS400 Pre-Installation Overview Guide initial release
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Table Of Contents
Chapter 1: About this Guide.......................................................................................................................... 7 Where to Start............................................................................................................................................ 7 Denan Regulatory Compliance (Japan only)........................................................................................... 7 Chapter 2: Pre-installation Activities and Checklists.................................................................................... 9 Required Tools .......................................................................................................................................... 9 Required documents................................................................................................................................. 9 Installation Checklists.............................................................................................................................. 10 Site Inspection Checklist ..................................................................................................................... 10 Site Preparation................................................................................................................................... 10 Pre-Installation Checklist..................................................................................................................... 11 Chapter 3: Installation Task Overview........................................................................................................ 13 Appendix A: Installing HMS 400 in place of Meridian Mail HVS............................................................... 15 Programming ports on the CS1000........................................................................................................ 15 Feature differences between HMS and HVS ........................................................................................ 15 Appendix B: Post-Installation Tracking and Testing.................................................................................. 19 Site Identification ..................................................................................................................................... 19 General System Information................................................................................................................... 19 HMS400 Information ............................................................................................................................... 20 Channel Extension Numbers (DN)..................................................................................................... 20 M1 Programming Check......................................................................................................................... 20 Guest Voicemail Test Script.................................................................................................................... 21 Check In................................................................................................................................................... 22 Check Out................................................................................................................................................ 22 Leave & Retrieve Voice / Text Message................................................................................................ 23 Guest Mailbox features ........................................................................................................................... 26 Office Voicemail Test Script.................................................................................................................... 26 Auto Wakeup Test Script ........................................................................................................................ 27 Minibar Entry System .............................................................................................................................. 28 Auto Attendant Test Script ...................................................................................................................... 29 Telephone UI Menu................................................................................................................................. 31 Room Status Test Script ......................................................................................................................... 31 Sign off ..................................................................................................................................................... 32
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Ensure you have all required tools before starting the installation process.
Required documents
All HMS 400 documents come on the documentation CD-ROM supplied with your server (order code NTUB30CA), but you need to regularly visit the Nortel Product Support documentation portal for the most recent versions of the NTPs. This can be found at: www.nortel.com/documentation
The following documents should be available in either hard copy or soft copy during the installation: HMS 400 Installation and Configuration Guide (NN42350-301) HMS 400 Administration Guide (NN42350-600) HMS 400 Maintenance Guide (NN42350-101) HMS 400 Staff User Card English (NN42350-102) HMS 400 Guest User Card English (NN42350-103) HMS 400 Staff TUI User Guide English (NN42350-100)
You also need to obtain the most recent Distributor Technical Reference (DTR) Bulletin from the Nortel Partner Information Center at: www.nortel.com/pic
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April 2006 You will need a user name and password to access the Partner Information Center. The DTR provides details on the currently supported PEPs and information that did not make it into the NTPs.
Installation Checklists
Complete all of the following checklists before attempting to install the HMS 400 system.
Site Preparation
The following items should be made available before going on-site for installation: Check Description Completed Pre-installation checklist Sufficient power points with AC rating of 110V/220V UPS of at least 400VA with recommended 1 LAN point (Optional) 56Kb USB Modem recommended NTUB30HA: Orderable from Nortel only in NA. Customers outside of NA will have to source for their own USB modems (Requirement for remote technical support) Power Management software
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Minimum of 8 modular telephone cords (RJ11) of at least 3m in length each (actual number dependent on total number of channels purchased) 9 pin female terminated RS232 cable laid from PMS Interface PC to HMS400 PC (PMSI). If cable length is more than 50ft, line modem/booster is required. 9 pin female terminated RS232 cable laid from PBX PMS serial port to HMS400 PC (for the proper cable, see HMS400 PMSI Cabling Specifications below).
Pre-Installation Checklist
Apart from the site preparations, also ensure the following information has been gathered before the installation is carried out to ease in system configuration: Check Description Obtain the PBX software version and ensure the required messaging patches have been installed. Find out the number of channels (based on the key code) to be assigned for these modules: Voicemail - _____ Incoming Channels AWU - ______ Incoming/Outgoing Channels Minibar Entry and/or Room Status - ____ Incoming Channels Gather the following Minibar requirements: Minibar Items List and Charges: Ready Direct line to access HMS 400 System: 1 analog direct line connected to Modem: Yes No Guest Rooms and Extensions list: Yes No Admin Extensions list and who should have a mailbox: Yes No Obtain Room/Maid Status Codes from the Hotels PMS Obtain Language Codes from the Hotels PMS Obtain Hotel PMSs Serial Link Transmission Rate and Communication Protocols (e.g. 9600,N,8,1) Is the HMS 400 replacing an existing Meridian Mail HVS system? If so, review Appendix A of this document. Yes Not Ready No
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Step
1
Activity
Ensure pre-installation checklists complete
NTP reference
HMS 400 Installation and Configuration Guide Chapter 2 HMS 400 Installation and Configuration Guide Chapter 2 HMS 400 Installation and Configuration Guide Chapter 3 HMS 400 Installation and Configuration Guide Chapter 4 HMS 400 Installation and Configuration Guide Chapter 4 HMS 400 Installation and Configuration Guide Chapter 2 HMS 400 Installation and Configuration Guide Chapter 5 HMS 400 Installation and Configuration Guide Chapter 2 HMS 400 Installation and Configuration Guide Chapter 2 HMS 400 Installation and Configuration Guide Chapter 7 HMS 400 Maintenance Guide Chapter 4
Connect digital ports to HMS 400 PBX interface boards (either via punch down to MDF or breakout boxes) If multi-server, set up networking between servers
Connect hotel Property Management System to HMS 400 via serial link Connect HMS 400 PMSI interface to CS1000 serial port
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Boot up HMS 400 Server(s) to ensure operating system and HMS 400 software installed correctly. Check that Dialogic drivers are correctly configured and then start the services. Once the services are running, check the back of the Dialogic board/s to ensure that no Error numbers (E1 E8) for valid ports appear on the LED display. Note: Ports that are not keycode-activated will have error numbers. Those are fine.
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Install most recent Product Enhancement Packages (PEPs) from Enterprise Solutions PEP Library (www.nortel.com/espl)
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Set up test mailboxes (both Admin and Guest) on HMS 400 HMS 400 Installation and Configuration Guide Chapter 6 Test that all digital ports respond properly on both CS1000 and HMS 400 HMS 400 Maintenance Guide Chapter 2
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Test Property Management System Interface link to ensure HMS 400 Maintenance Guide Chapter 2 communication between PMS, HMS and PBX is established Set up Admin users Set up Auto Attendant flows Set up guest mailboxes Test and document complete configuration Cut into live service HMS 400 Administration Guide Chapter 4 HMS 400 Administration Guide Chapter 3 HMS 400 Administration Guide Chapter 5 This document, Appendix B
16 17 18 19 20
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Hospitality Messaging Server 400 Yes No Yes Yes Yes Yes No Yes
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Feature Time of day, day of week, holiday controllers 1 - 9 key presses + revert DN & options repeat Up to 20 layers deep Announcement service - 10 minutes in record length Fax on Demand service - same service or fax call back Voice Forms - recorded question/responses Remote DTMF access to change menu/time of day service DID voice prompt maintenance access Auto-Attendant services access to voice mailbox Broadcast messaging to all, or partial users local or remote Centralized Messaging support for multi-PBX solution System Reports System Alarms MWI Remote Notification Guest Features Guest configurable greeting Guest Configurable passcode Assign Guest Passcode through PMS or Database Network (LAN) Compatible Guest Messaging tutorial Abbreviated telephone user interface Automatic Check-in Comfort Message Auto-login/auto-play Multiple Guest rooms per mailbox Move Guest between rooms/msg preservation Group Guest message delivery Automated Guest Service Menus Room Number to Extension Translation Guest Language Set by PMS Dual language voice prompting per guest mailbox Guest Text Messaging Guest message deletion restore Room status (Maid/Butler TUI room status) Auto Wake-up w/snooze Multi-language auto-wake-up Multi-auto-wake times ups/room Guest msg remote access during stay Staff Features Message copy to another mailbox System distribution list (shared) New user tutorial Operator revert number Remote Notification Message blocking (scheduled absence) Local on-switch greeting External DID greeting
Nortel Hospitality Messaging Server 400 Installation Overview Guide
Meridian Mail HVS Yes Yes Yes 4 min Yes Optional * Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes Yes Yes No Yes No Yes No Yes Yes No Yes Yes No Yes No Yes Yes Yes Yes Yes Yes Yes Yes Yes
Hospitality Messaging Server 400 Yes Yes Yes Yes No No No No Yes Yes No Yes Yes Yes No Yes Yes Yes No No No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No No No Yes
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Feature Personnel mailbox administration Compose msg to other mailboxes Express msg telephone by-pass Ability to pre-pend TUI commands (power user) Interactive voice response for room status update Interactive voice response for minibar posting
Hospitality Messaging Server 400 Yes Yes Yes Yes Yes Yes
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Site Identification
Order Number Customer Name Address Customer ID Contact Email Telephone # Fax # Product Installer/s Version Install and Cutover Date
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HMS400 Information
Nmber of Channels Voice Mail Voicemail General Pilot Number TUI Access # AA Access # PMS Baud Rate, Parity, Data Bit, & Stop Bit Minbar/Room Status Minibar/Room Status Pilot Number
1 2 3 4 5 6 7 8 9 10
11 12 13 14 15 16 17 18 19 20
21 22 23 24 25 26 27 28 29 30
31 32 33 34 35 36 37 38 39 40
M1 Programming Check
Check the Hunt Group Programming: Ensure all channels in the hunt group answer when dialing the PLDN Ensure Class of Service on sets is correct, especially for message waiting indicators.
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Result 1. All displays should be a solid number 0 4 or 1 5 depending on number of cards. (Unless some or all the channels on a particular dialogic card are not used).
Yes
No
2. Dial the PLDN and wait until it answers. Do this as many times as there are channels in the hunt group. 3. Make sure the MWL lines are out of the hunt group.
2. Watch the line status on the HMS 400, each channel should answer starting with the first. 3. When dialing the PLDN, once you reach the MWL lines, the call will skip those lines and answer on the next available line that is in the hunt group.
1. All sets should have these CLS: a) Admin: tld hta fna mwa cnda cnia dnda ccsa mra nama b) Guests: tld lpa hta fna mwa cnia ccsa mra nama
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EVENT
Check In
ACTION
Check-in guest from PMS Check-in sent to the PBX View guest info from Hotel UI
RESULT
Status is IN
NA
Check Out
Check out guest from PMS Check out sent to PBX View room information in the Hotel UI Phone is barred Name is removed and should not be displayed on the phone
Change guest name from PMS Change Language code from PMS Activate DND from PMS Deactivate DND from PMS
New name shows in the HMS and on Phone All mailbox prompts change to correct language Busy tone heard when calling room Able to call room Guest is Checked in
Room Change
Check in a guest from the PMS View guest info from Hotel UI and get mailbox # Do a room change from the PMS View room info in the Hotel UI and verify that it is the same mailbox #
Mailbox from old room now in new room Old phone is barred New phone displays guest name New guest phone is unbarred Old room: status is out
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EVENT
Room Above Tenth Floor
ACTION
Check in a room above tenth floor
RESULT
Status is IN and phone is unbarred
NA
Move a room from below the tenth floor to a room above the tenth floor
Step Description
A Leave Message By Using An Internal Phone (1) Message counter is incremented on HMS and Phone (2) Message lamp on guest set is lit (3) Correct language is heard B Leave Message By Using An External Phone (1) Message counter incremented by one on HMS and guest set (2) Message lamp on guest set is lit C Leave Message Using Express Messaging (1) Message counter has incremented by one on the HMS and guest set (2) Message lamp on guest set is lit D E Ability to Transfer to Operator by Pressing Zero (using above 3 methods) Retrieve Message Using Guest Set (1) Message Counter update accordingly (2) Number of new/old message are played correct on second call
NA
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Step Description
(3) Message lamp is still on when there is at least 1 new message remaining (4) Message lamp is off when there are no new messages (5) Able to save messages by pressing * (6) Able to delete messages by pressing 3 F Retrieve message by using express retrieve (1) New/Old messages update accordingly (2) # of messages are correct on second call (3) Message lamp is turned off when no new messages G Send Text Message from PMS (1) Text message column indicates YES (2) Text message prompt heard when checking messages (3) Message lamp is on H Send clear text message OFF command from the PMS (1) Text message column indicates NO (2) Text message prompt is not heard in voicemail (3) Message lamp is OFF (4) Message lamp is on if there are new messages I Text Message Lamp Status (1) 1 new voice with text, lamp on (2) 1 old voice with text, lamp is on (3) 1 old voice with no text, lamp is off J Retrieve Text Message Able to transfer to Message desk
NA
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Description
A Leave A Message (note the mailbox number) (1) Message counter has incremented correctly (2) Message Lamp is on B Move To New Room (1) Mailbox number for new room is same as old room (2) Message lamp for old room is OFF (3) Message lamp is on for the new room (4) Able to retrieve messages from new room (5) Not able to retrieve messages from old room
NA
Room is Checked-out
Description
A Leave a message by using an internal phone Not able to leave message B Leave message using express messaging Not able to leave message C Retrieve message using guest set Not able to retrieve message D Retrieve message by using express retrieve Not able to retrieve message E Retrieve a post check out message via TUI Not able to retrieve message
NA
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NA
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Description
(1) Able to change password from feature menu (2) Able to reset password from the HMS C. Personalized Greetings (1) Able to record personal mailbox greeting Temp/Int/Ext (2) Able to revert to HMS mailbox greeting (3) Able to reset to default greeting from the HMS D. Revert DN (1) Set the revert DN in the Office voicemail UI (admin config) (2) Test revert DN from another admin set (3) Test revert DN from a guest set (4) Test revert DN from an outside number E. Message Broadcast (1) Create distribution list on HMS (2) Send distribution list through admin feature menu in voicemail
NA
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Description
H I J K L M N O Able to activate snooze upon answering the auto wakeup and HMS will call back in 10 minutes Auto wakeup reschedules accordingly on busy/no answer condition Auto wakeup also reschedules the correct number of times within the set interval. Able to transfer to operator after maximum failed attempts Log printer prints out auto wakeup details accordingly Able to print pending job report once a day as configure Able to print pending job report at regular intervals as configured Able to hear correct language based on guest check in language
NA
Description
A B C D E F G H I J K Able to record and activate minibar item prompts using Supervisor ID Able to do minibar posting from guest room Able to do minibar posting from HMS Charges are posted to PMS correctly Minibar posting details are printed to the correct log printer Able to generate all available reports Maids are able to hear preferred correct language depending on ID Able to add/delete/edit users language and password Able to add/delete/edit minibar items Able to edit minibar charges Able to run minibar end of day report
NA
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Description
A Jump To Layer Call AA from guest set and enter key to jump to next layer Call AA from admin set and press key to jump to next layer Call AA from outside # and press key to jump to next layer B Prompt to Enter Extension Call AA from guest set and transfer to admin set Call AA from guest set and transfer to another guest set Call AA from admin set and transfer to admin set Call AA from admin set and transfer to guest set Call AA from outside # and transfer to admin set Call AA from outside # and transfer to guest set C Repeat Call AA from guest set and press the repeat key Call AA from admin set and press the repeat key Call AA from outside number and press the repeat key D Retrieve Voice Message Retrieve message for guest set Retrieve message for admin set Retrieve message for guest set from outside number Retrieve message for admin set from outside number E Transfer to Extension Call AA and transfer to another extension (ie sales department) Call AA from outside # and transfer to another extension F Transfer to Day Operator Call AA from guest set and transfer to day operator Call from outside number and transfer to day operator G Transfer to Night Operator Call AA and transfer to operator
NA
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Call AA from outside number and transfer to operator H End Call Call AA and press end call key Call AA from outside number and press end call key
Telephone UI Menu
PMS menu Guest Services Prompt Maintenance
Description
A Telephone UI PMS menu Check in a guest room Check Out a room Move a guest to another room Change the language of a Guest Mailbox B Guest Services Menu Reset Mailbox Password Enable a Mailbox (this actually re-enables a disabled mailbox; it doesnt create a new one. Creation of a new mailbox can only be done from the system) Disable a Mailbox Set or Cancel a Wake Up Call for one guest or a group of guests (Group wake up is set by pressing the * key followed by the AWU Distribution List number) Retrieve Post Checked Out message Note: The maximum number of days post checked-out messages kept by the system is 99 days but is defaulted to 2. Undelete messages (this will restore all deleted messages in the specified mailbox)
NA
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Description
A B C D E F G H Able to do room status posting from guest room Able to do room status posting from HMS Details are posted to the PMS correctly Maids are able to hear preferred language based on IDs Room status posting details are printed to correct lo printer Able to print posting report from HMS Able to create room status codes from the HMS Able to configure/edit/delete users
NA
Sign off
CERTIFIED BY
Name Designation Date Name
CONDUCTED BY
Designation Date
Signature
Signature
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Problem Description
Status
PMS Problems
Configuration Problems
Software Bugs
Hardware Problems
Other
REMARKS
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Copyright 2006 Nortel Networks. All rights reserved. The information in this document is subject to change without notice. The statements, configurations, technical data, and recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks. Nortel, Nortel (Logo), the Globemark, SL-1, Meridian 1, and Succession are trademarks of Nortel Networks.
Publication number: NN42350-300 Document release: Standard 1.0 Date: April 2006 Produced in Canada