Voice/Telephone

• Calling Cards
• Cellular Services
• Centrex Services
• Directory Assistance
• Equipment
• Paging
• Rates
• Voice Mail/EVM

Related

• Telephone Activity Report
• Telephone Funding Change Form
• Policies
• Help Desk Docs
• Contact Information

Centrex Services

• Cordless/Desktop Phones
• Dialing
• Features
• Ordering
• Rates

Telephone Activity Reports

Frequently asked questions

1. How is the new electronic Telephone Activity Report organized?
2. How do I get access to electronic Telephone Activity Reports?
3. Once I am authorized for access to electronic Telephone Activity Reports, how will I know when my report is ready for viewing and how will I get to it?
4. Does it matter which web browser I use to view my Telephone Activity Reports?
   
5. Where and for how long will my reports be saved?
6. What happens when a person receiving access to reports leaves a job?
7. Where can I view a sample report?
8. How can I print all or part of my report?
9. How can I save or export my report?
10. How can I email my report?
11. How can I change a name associated with a telephone number or calling card?
12. Are there any helpful hints for viewing my electronic report?
13. Besides the electronic format, what are the enhancements in the new electronic Telephone Activity Reports?
14. Who can I contact with questions about the information on my report?
15. How can I change the funding for a telephone number that appears under the wrong general ledger number?

General information about your Telephone Activity Report

The information in your electronic Telephone Activity Report is grouped by general ledger number (as on previous paper reports) and comprised of two sections, detail per telephone number and summary.  Both sections are sorted by telephone number (in ascending order) and all pages contain a header with department information.  In the detail section, individual numbers are separated by light blue lines.  This section contains cost information by telephone number and detail on all calls made during the billing period.  The summary follows the detail section for each general ledger number and contains three parts:  1) a list of total costs by telephone number, 2) totals of call counts, minutes of use and cost by service type, and 3) a list of telephone numbers with no usage for the designated billing period.
To change the funding on an existing telephone number or calling card, complete the DoIT Billing Telephone Funding Change Request Form.

Gaining access to electronic Telephone Activity Reports

Individual departments determine who receives access to Telephone Activity Reports for specific general ledger numbers.  Changes to access must be made on an individual basis using the Telephone Activity Report Access Authorization Form.  Access requires a UW-Madison NetID, which can be activated using the instructions at the DoIT Help Desk.  It is the department’s responsibility to keep track of who has access to reports.  DoIT Voice Services can give this information back to departments on a case-by-case basis.  Email your request to tar@doit.wisc.edu.

Reports will be available at the website for one complete fiscal year plus the current fiscal year to date.

If a person receiving access to Telephone Activity Reports leaves a job or for some reason access to historical reports needs to be reassigned, contact DoIT Voice Services at tar@doit.wisc.edu.  It is the department’s responsibility to ensure that someone is receiving access to reports for each of your general ledger numbers.  DoIT Voice Services has no way of knowing if reports are not being accessed/viewed unless informed by campus departments.

Viewing your Telephone Activity Report

1. Click on the link provided in the email from DoIT Voice Services that notified you the report is ready for viewing.
2. If a security box appears, click yes or OK to accept.
3. Log in using your NetID and password.  
4. Click on View Reports.
5. Select the report you wish to view.

For easier viewing in Windows, we recommend that you use Internet Explorer as your Web browser (Safari for Mac users). If you are using Firefox as your web browser, add the Internet IE Tab extension. Also consider exporting the report to a different format.  See Saving or exporting your Telephone Activity Report.  If viewing your report using the Crystal Report Viewer, use the tree in the upper left corner to navigate to the desired general ledger number report.  Don’t forget to use the bottom scroll bar in the lower left corner to see the entire general ledger number and the Crystal Report Viewer tool bar for various functions.

Reading your Telephone Activity Report

        
Items 1 through 23 pertain to the detail per telephone number section of the report.  Descriptions:

1. Date report was generated.
2. Report title.
3. Billing month and year.
4. Department funding that was charged.
5. Department name that was charged.
6. Voucher number.
7. Page number and total number of report pages for each general ledger number.
8. Telephone number billed.
9. Name associated with this telephone number.  Note:  Not all numbers have names associated with them.  See Names associated with numbers on your Telephone Activity Report.
10. Type of service.  Note:  Typical service types include Centrex Administration, Point-to-Point ISDN, Multipoint ISDN, Cellular and Calling Card.
11. Location of telephone number.  Note: This is the primary location that is the official record used for E911 purposes. Location information is not given for cell phones because they are not physically attached to a location.
12. Service item or usage. Examples include cellular monthly service, voice mail service, line rental (billed once per year near the beginning of the fiscal year), local calls, cellular usage, toll usage and STS usage.
13. Quantity of service items billed.
14. Total amount billed per service item.
15. Date and time that the call was placed.
16. Telephone number from which the call was placed.
17. Location from which the call was placed.
18. Telephone number to which the call was placed.
19. Location to which the call was placed.
20. Call duration (in minutes).
21. Amount billed per call.
22. Total amount billed per usage type.  Some common usage types are STS, Toll and Cellular.
23. Total amount billed per number.  Note:  This amount equals the combined totals billed per service item in number 14.

      

Items 24 through 37 pertain to the summary section of the report.  The summary section has three parts.  First is a list by number which gives the totals for each.  Next is a list by service which gives totals by the service type.  Last is a list of numbers (for any type of service) that had no usage during this billing period.  Some descriptions in the detail section are repeated in the summary section (see below).  Descriptions:

24. Department funding that was charged.
25. Telephone number billed.
26. Type of service.  Note:  Typical service types include Centrex Administration, Point-to-Point ISDN, Multipoint ISDN, Cellular and Calling Card.
27. Name associated with this telephone number.
28. Total amount charged for each number (includes all services and usage).
29. Service or usage type.
30. Call counts per usage type.
31. Minutes of use per usage type.
32. Total amount charged for each service or usage type.
33. Total charges for the funding number.
34. Telephone or calling card number.
35. Name associated with this telephone number.
36. Service or usage type.
37. Location of telephone number.

Printing your Telephone Activity Report

For easier printing, consider exporting your report to the Word format, especially if you are printing only part of the report.
To print all of your Telephone Activity Report using Crystal Report Viewer:

1. Bring up the usage report on your screen. 
2. Click the print icon on the upper left section of the report screen.  Be sure to use the Crystal Report Viewer print icon versus your web browser print icon.

To print all or part of your Telephone Activity Report using Word:

1. Bring up the usage report on your screen.
2. Click the Export Report button in the lower left section of the report screen.
3. Use the pull down menu to select DOC – MS WORD.
4. Click the Export button.
5. In the File Download box, click the Open button.
6. Determine which pages you wish to print or print the entire report.
7. Print as you normally would from a Word document.

Saving or exporting your Telephone Activity Report

1. Bring up the usage report on your screen.
2. Click the Export Report button in the lower left section of the report screen.
3. Use the pull down menu to select one of the available formats.
4. Click the Export button.
5. If using Internet Explorer as your web browser, an Information Bar alert may appear.  If so, click OK.  Click on the yellow security bar in the Export Report box.  Click Download File, then Open or Save.   
6. In the File Download box, click the Save button.

Emailing your Telephone Activity Report

1. Bring up the usage report on your screen. 
2. Click the Email Report button on the bottom section of the report screen.
3. Use the pull down menu to select one of the available formats.   
4. Enter the Email To address and any message you wish to accompany the report.
5. Click Send Email button.

Names associated with numbers on your Telephone Activity Report

The name information in this report is derived from UW-Madison payroll records.  Possible reasons for missing or incorrect names, and information on what you can do about it, are as follows:

What’s happening	Why this is happening	What you can do about it
No name is given.	The number is used as a fax line, part of a hunt group, or for another reason is not associated with a person.	Nothing, because names are obtained from payroll information.
The name given is incorrect.	The payroll record was not updated.	Submit an Employee Information form to your unit payroll coordinator.  These forms can be obtained from your unit payroll coordinator or downloaded from UW-Madison Business Services.
	There is more than one name associated with the number and the payroll record match is selecting a name other than the one desired.	Nothing.  Names are matched by a computer program and it is not possible to alter the program to make exceptions for individual cases.

Helpful hints for viewing your electronic Telephone Activity Report

1. Export your report to Word.  It is easier to maneuver in this format than in the original Crystal Report Viewer format.
2. Begin with the summary page at the end of the report for each general ledger number.  This page provides an overview of costs for each general ledger number and is an easy way to spot telephone lines that you may wish to view in greater detail.

Enhancements in the new electronic Telephone Activity Reports

1. Names are associated with telephone lines, cellular service and calling cards. 
2. The electronic report includes a summary section with three parts: 
1. a list of total costs by telephone number,
2. totals of call counts, minutes of use and cost by service type, and
3. a list of telephone numbers with no usage for the designated billing period.
3. If a telephone number has no usage (no voice mail, made no local or long distance calls but may have made or received Centrex calls) it will appear on the summary page under the section “Numbers with no usage.”
4. If Centrex telephone service is installed or disconnected during the billing period, you will now see a debit or credit for line rental for the balance of the fiscal year on the report. 
5. If Centrex telephone service is installed during the billing period, you will now see charges for the installation on the report. 
6. Voice mail message counts, voice mail fax counts, and voice mail special application connect time is now included on the report. 

Contact information

If you do not find the answers to your questions about the new electronic Telephone Activity Reports in this FAQ, use the list below for additional assistance.

1. For questions about costs or rates, call DoIT Billing at 262-1010.
2. For questions about cellular charges, call U.S. Cellular at (800)305-2501.
3. For questions about voice mail, call DoIT Voice Services at 262-5544.
4. For questions about general information, accessing, reading, printing, saving or emailing your electronic Telephone Activity Report, email DoIT Voice Services at tar@doit.wisc.edu.