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The following sections provide additional guidance and context to assist you in completing each part of the intake questionnaire accurately and efficiently.
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How to Successfully Complete the Intake Questionnaire
Completing the intake questionnaire is one of the most important responsibilities of the POC. Because this information directly impacts system configuration, hardware distribution, and call routing, it is essential that responses are as accurate and complete as possible.
To make this process more manageable, POCs are strongly encouraged to leverage existing team communication channels rather than gathering all information independently.
Recommended Approach
- Collaborate with Leadership: Work with your department leadership to confirm staffing needs, shared lines, and operational workflows.
- Use a Team Meetings: Leverage an upcoming staff meeting(s) to review departmental lines, hardware needs, and call handling. This helps gather input efficiently and ensures alignment.
- Follow Up as Needed: Reach out individually for role-specific details such as feature needs (SMS, international calling) or hardware preferences.
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Subject: Action Required: Zoom Phone Transition & Information Request The University of West Florida is transitioning from its current phone system to Zoom Phone. This upgrade will provide a more flexible, modern communication experience by allowing you to make and receive calls directly through the Zoom Workplace app on your computer or mobile device. What This Means for YouOur department will be adopting a “soft phone” approach, meaning most users will no longer use a traditional desk phone. Instead, calls will be handled through Zoom using a headset connected to your computer. Each user is eligible for one funded device (typically a headset), and traditional desk phones will only be provided in limited cases where there is a clear business need (e.g., shared spaces, reception areas, or specific operational requirements). Information NeededTo ensure a smooth transition, I need a few details from each of you. Please review and reply with the following information:
If you select a Physical Desk Phone, please include a brief business justification explaining why a Zoom (soft phone) solution will not meet your needs. TimelinePlease send your responses by [INSERT DEADLINE] to help us stay on track with the migration timeline. If you’re unsure about any of the options, feel free to reach out - I’m happy to help. |
BA. Departmental Lines: Managing Your Operations
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Step 4: Confirm the Location of Any Physical Phones (Column C)
For any line associated with a traditional physical desk phone, provide the building and room number.
Accurate room-level information is required for installation planning and asset tracking.
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Clear and detailed notes ensure accurate configuration and setup of proper call routing.
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B. User Details: Managing Your People
The User Details tab captures individual-level information for all employees who require Zoom Phone service.
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Immediate Assistance: POCs have a direct line to the project team via commenting on their Jira migration ticket to resolve routing discrepancies immediately.
Technical Troubleshooting: Individual users should contact the ITS Help Desk at (850) 474-2075 or helpdesk@uwf.edu.
Customized Trainings: The Help Desk is available to schedule 1-on-1 or group training sessions for departments requiring a deeper dive into modern features.
See the Zoom Phone Migration FAQ for more information on Zoom Phone project process & expectations.
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FAQs
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Yes! Your POC will need to complete the intake questionnaire and select "Keep" in the Migration Action column for each line. |
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