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Nena 2016 - The Importance of a Complete Network Inventory: What We Learned

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At the 2016 NENA Conference in Indianapolis, IN, Jack Kessler of 20/20 Technical Advisors, LLC and Dana Wahlberg of the State of Minnesota Emergency Communication Networks talked about the work 20/20 Technical did building the inventory for the State of Minnesota and how important it has become. A comprehensive network inventory in integral to the daily operation of a 9-1-1 network. As public safety migrates to NG9-1-1, it becomes even more important. This presentation shares the State of Minnesota's experiences of life without that comprehensive inventory, the benefits after completion, and how it is maintained and kept up-to-date.

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Nena 2016 - The Importance of a Complete Network Inventory: What We Learned

  1. 1. Dana Wahlberg, State of MN 911 Program Manger Jack Kessler, Managing Director 20/20 Technical Advisors LLC
  2. 2. Minnesota’s Situation • MN paid cost recovery to carriers for network elements to connect from end offices to LSRs • Initially meant to be temporary back in the 1980s • Acquisitions and re-homings have perpetuated the cost recovery cycle • As contracts with carriers have expired, they have been difficult to renew • Meet point billing challenges • Billing discrepancies • Lack of itemized billing and carrier billing personnel changes over the years • Circuit segments remaining when a circuit had been disconnected • Carriers not keeping adequate records and fear of disconnecting active network
  3. 3. Minnesota’s Situation • In 1Q 2014 all MN PSAPs were migrated from the state’s 12 LSRs upon completion of the the statewide ESInet • LSRs remain functional network elements serving as aggregation points for carrier network (ES trunks) demark points • LSRs are becoming EOS/EOL and the State will go out to RFP seeking a solution to migrate all carrier traffic to alternate aggregation points • Need for complete and accurate end to end circuit inventory • Need for billing discrepancies to be resolved • Need to resize network more reflective of current customer
  4. 4. Minnesota’s Action • Went out to RFP to seek a vendor to: • Complete end to end network inventory of all 9-1-1 circuit elements • Work with carriers to obtain information as needed • Work with carriers on filing of annual CLEC 9-1-1 plan reflective of actual network • Assist State with reconciling billing discrepancies • Assist carriers with preparing electronic itemized bills per statute requirement • Assist State with renewing carrier contracts reflective of elements and cost • Assist State with procuring an automated telecom expense and asset management tool • Paper process for 100 carriers UNMANAGEABLE and ARCHAIC both for network adds/moves/changes/disconnects and for managing timely invoice remittances • Approximately 1000 bills received monthly as many as 120 separate invoices from a single carrier
  5. 5. What is a 9-1-1 network inventory? • End to end network database with associated network diagrams that identifies • County (Serving PSAP) • Carrier • Circuit ID • Circuit type • Overall circuit A and Z location • Actual A and Z terminations for carrier (meet point) • Corresponding port charges • Account number • Billing number • Individual components and associated tariff or contract charges
  6. 6. Why is it important? • Securing the 9-1-1 network infrastructure • Knowledge of all entry points comprising network • Ensuring network is monitored and protected • Identifying unnecessary equipment and circuitry which pose security risks • Fiscal responsibility • Ensure network no longer in use is disconnected from end to end • Ensure all disconnected elements are no longer billed on invoices
  7. 7. Benefits of a Network Inventory? • Makes management of the overall network more efficient • Adds • Is additional circuitry warranted • How will it impact the serving PSAP • Moves (Rehoming) • Will it improve diversity and/or minimize costs • Changes • Addressing a configuration issue • Disconnects • Reduces time to identify all carriers on path to disconnect and discontinue billing • Validate against current invoices
  8. 8. How Did We Start the Inventory? • The State selected and contracted with 20/20 Technical Advisors LLC to complete the inventory and related projects • The State provided 20/20 with a LOA allowing carriers to release network information and associated billing information to 20/20 • We are currently in our 3rd year • End to end inventory is 90% complete • Thousands of dollars in MRC has been achieved as a result of identifying and removing obsolete network elements
  9. 9. How Did We Start the Inventory? • First identified what data was available to us • There was lots of data available • Most data was in paper form in file cabinets and some digital • Invoices, contracts, certifications from carriers • PSAP plans, CLEC plans, carrier CSRs, LOAs • Carrier circuit profiles, basic network drawings
  10. 10. How Did We Start the Inventory? • There was incomplete or old data • The network was swiftly installed in the early 80s • Two router providers • One provider had circuit profiles built and the basic network drawings • Some of the data was obsolete because it was so old • Some data was not updated as changes had been made
  11. 11. Gathering the Data • The amount of data was large • Approximately 20 long file drawers of files - very organized • Hundreds of digital files • Scanned or collected approximately 7,000 documents
  12. 12. Gathering the Data • Products used • 20/20 Technical Advisors’ service-desk portal • Laptops • Two high-speed portable double-sided scanners • Secured storage – to prevent data loss during scanning • As the project went on we used that to share data with the State • Encrypted USB drives
  13. 13. Who Was Involved? • Minnesota Emergency Communication Networks Staff • 20/20 Technical Advisors, LLC Staff • Carriers • Router providers – IES and CenturyLink • Carrier engineers – design, maintenance, central office • Carrier billing staff • Carrier account mangers
  14. 14. Building the Inventory? • Started with wireline inventory • The Stete • Built standardized spreadsheets to house the data by county • Inventoried carrier circuits between • Carrier end office and selective router (ES) • Selective router to the PSAP (EM) • Data circuits for ALI lookup • Inter-tandem circuits between selective routers • Inventoried B-1 POTS lines and routing numbers at the PSAPs • Developed new comprehensive drawings
  15. 15. Building the Inventory • Currently building the wireless inventory • Built spreadsheets similar to the wireline • Drawings will be completed as the inventory is completed • NG9-1-1 • NG9-1-1 was built to the State’s specifications • Since it was built from ground up the data and drawings are adequate
  16. 16. Product Examples • Data in the circuit inventory • County served • Billing carrier • Type of circuit – EM, ES, ALI, B1, RTN, Inter- tandem • Overall circuit A location and Z location • Each circuit segment A location and Z location • Primary segment circuit ID • Segment circuit ID • Account number • Billing Telephone Number • If disconnected? • Percentage of circuit owned by carrier • Mileage • Total cost of each circuit segment • Costs that make up segment cost • ILEC or CLEC ES circuit
  17. 17. Drawings • Previous Drawings • Some were incomplete • Some where busy and hard to interpret • All circuits for a county on a one page drawing • Showing the number of circuits • Start and finish • Did not have drawings for everything
  18. 18. Starting Artifact
  19. 19. Drawings • New drawings • Detailed • Each county has a packet of drawings inclusive of end to end network • Each carrier that has end offices in a county have a drawing in the packet • Callout boxes that show • Carrier providing the segment • The end office supported • Circuit IDs • Where each segment starts and finishes
  20. 20. Call Out Box Close Up
  21. 21. Obstacles • Missing data • Carriers did not have info • Carriers did not know where to get info • Profiles and drawings lacking • Billing issues • Circuit discrepancies
  22. 22. Clearing Obstacles • Missing data • If circuits are being billed, work with carrier billing • Work with carrier engineers • Work with selective router engineers • Carriers did not have info • Records lost with system change overs • Records lost with acquisitions • Sometimes we had to work with each carrier that had part of the circuit
  23. 23. Clearing Obstacles • Carriers did not know where to get info • Especially small carriers • This was the toughest one • Really had to rely on the selective router carriers to help research • Profiles and drawings lacking • We built what we needed for a profile and gave it to the carrier
  24. 24. Issues We Found • Billing issues • Circuits that were disconnected but still being invoiced • Carriers had issues with reconciling the invoices when disconnects ordered • Circuit segments orphaned – the rest of the circuit disconnected but that circuit was missed • Invoice did not match contracts or certifications • Circuits were not being billed
  25. 25. Issues We Found • Circuit discrepancies • Mileage amounts in a circuit did not total up correctly • The number of circuits listed were wrong
  26. 26. Other Items Noticed • Carriers are over trunked in certain areas • Mainly found this in areas with a high concentration of remote central offices off of a host • Not all carriers calculated mileage the same way
  27. 27. Maintaining the Inventory • Build good processes • Processes for moves, adds and changes for any orders • Tracking and authorizing costs changes – tariff changes, fee increases, circuit change cost • Notification of changes • Who approves the changes • Who gets notified of changes • When are they implemented
  28. 28. Maintaining the Inventory • The State of Minnesota is implementing Telesoft • Telecom Expense Management and Asset Tool • Tracks and reports on circuit orders in a work flow – adds, moves, changes • Track invoices, contract dates, contract terms • Will flag discrepancies on invoices as they come in • Assists in invoice dispute management • EDI feeds from carriers for electronic invoices instead of paper • Carriers email invoices via spreadsheet if EDI is not available • Cost reporting
  29. 29. Summary • A good network inventory • Helps with securing your environment • Increases efficiency of managing your network • Helps with understanding network costs • Tracking the inventory assets and costs • Build good processes for managing the inventory • Use a good telecom expense management tool
  30. 30. Questions – Thank You • Dana Wahlberg • dana.Wahlberg@state.mn.us • 651-201-7546 • Jack Kessler • jack.kessler@2020technical.com • 317-249-8100 ext. 1001

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