PennFlex Ordering information:


Please follow the directions below for each type of change. Once the spreadsheet has been filled out (see attached .xlsx), open a FreshService request and assign to PennFlex Admins with the following info:

  • Subject Pennflex Request <<Type>> for <<Dept>>
  • Requester LSP making the request
  • Body Brief Description of the request
     Indicate the Date Needed By
     LSP Team to assign ticket when complete
  • Attach the spreadsheet if indicated in the directions (the blank spreadsheet is attached), use full phone numbers on the spreadsheet, not just the last 5 digits.



Multiple changes can be requested via a single ticket/spreadsheet.
**There are multiple tabs on the spreadsheet.  Make sure to pick the one that corresponds with the directions below**


New Employee or Ownership Change
Things to consider when a new person starts in dept.

  • This can be ordered as soon as the employee has a PennKey.  
  • Is there an unassigned number that the employee should/could use?
    1. If yes- fill out the Ownership tab on the spreadsheet
    2. If not- fill out the New Service tab on the spreadsheet
  • Do they need a physical phone?  Remember, when possible we would like to move people towards app only access.
    1. If they need a physical phone (if one isn’t present already) make sure to fill out the New Service tab including the budget code and port number
    2. The department pays for phone service.  The cost for new phone service is generally-
      • $50 per new number (one-time cost)
      • $40 for VOIP activation if necessary
      • $35 for the phone set


Current Employee
If the employee does not have a physical phone but would like one. Fill out the New Service Tab and see the information above that for information on cost and what needs to be filled out.


Departing Employee with No Replacement

Open a ticket with PennFlex Admins

  • Request to turn off call forwarding for the phone number (if on)
  • Change the caller ID - Suggestion- rename it Dept Name
  • Change the Voicemail delivery. Choose one of these options:
    1. Departmental email address
    2. Another employees email
    3. Turn off any email voicemail delivery so that someone can check it directly from the phone or the voicemail phone number
    4. Turn off voicemail
  • Set a passcode for the phone so that VM and/or greetings can be changed

If the employee is not leaving the University fill out the Ownership tab on the PennFlex spreadsheet to have ownership changed from the users pennkey to Shared Account.  This will allow them to be able to have a phone assigned to them in another department.


Unused Physical Phone 

Unused phones can be saved (do not hoard more than 1 or 2) to use for future needs or returned to ISC. 

To reuse the existing phone but with a new number. 

  • Fill out the Line Appearance tab of the PennFlex spreadsheet
  • Under PennFlex Number put the phone number that should be the new primary number
  • Double-check the mac address to make sure it’s correct

 

Current Physical Phone where you want to add additional lines (existing)

Example- An assistant would like their boss’ number on their phone set.

Fill out the Line Appearance tab on the spreadsheet with line 1 being the primary line and adding an additional line to line 2 (or 3-8 if more than 1 line being added)

Current Physical Phone where you want to remove additional lines (existing)

Fill out the Line Appearance tab on the spreadsheet with line 1 being the primary line and for each line indicate what numbers should remain and what numbers can be removed


For more information about PennFlex Phone refer to the ISC Webpage or the SAS page:
https://www.isc.upenn.edu/pennflex-phone
https://computing.sas.upenn.edu/faculty_staff/PennFlex