Action Plan: Migration from Vonage to RingCentral
This action plan outlines the steps for a successful migration from Vonage to RingCentral, ensuring minimal disruption and a smooth transition for the client’s communication systems. Each phase includes key tasks, responsibilities, and a timeline.
Phase 1: Planning & Assessment
Objective: Define the scope of the migration, assess the existing infrastructure, and outline requirements for the new RingCentral system.
Tasks:
- Initial Meeting with Client:
- Identify key stakeholders.
- Define objectives for the migration (e.g., features to be migrated, number of users, vanity numbers).
- Discuss timelines, potential downtime, and any specific concerns or requirements.
- Infrastructure and Account Assessment:
- Assess the current Vonage setup:
- List all phone numbers (including vanity numbers).
- Document extensions, IVR menus, call routing, call queues, and voicemail settings.
- Identify devices in use (e.g., desk phones, mobile apps, softphones).
- Review user needs, such as mobile/remote access and voicemail-to-email forwarding.
- Identify any third-party integrations with Vonage that need to be migrated.
- Create Detailed Migration Plan:
- Define migration timelines, minimizing potential downtime.
- Identify critical components (e.g., vanity numbers, IVR).
- Establish backup communication plans during potential service interruptions.
- Create a test plan for validating the new RingCentral setup before going live.
Key Deliverables:
- Migration objectives and scope document.
- Detailed assessment of the Vonage system and list of required features.
- Defined timelines, risks, and mitigation strategies.
Timeline: 3–5 days
Phase 2: Setup and Configuration in RingCentral
Objective: Set up the RingCentral system, configure basic settings, and prepare for the migration.
Tasks:
- RingCentral Account Setup:
- Set up RingCentral accounts for all users.
- Verify licenses and plan add-ons (e.g., conferencing, integrations).
- Create basic user profiles (names, email addresses, extensions).
- Porting Vanity Numbers:
- Submit requests to port vanity numbers and other key business numbers from Vonage to RingCentral.
- Monitor the porting process with both Vonage and RingCentral to ensure minimal downtime during the transition.
- Set up temporary call forwarding to ensure no calls are missed during the porting process.
- Configure Call Routing, IVR, and Features:
- Recreate IVR menus, call queues, and call flows as they were in Vonage.
- Set up call routing rules for business hours and after-hours.
- Configure voicemail settings, including voicemail-to-email features.
- Migrate any custom greetings or announcements to the new system.
- Configure Devices:
- Verify compatibility of existing desk phones with RingCentral or set up new hardware.
- Deploy RingCentral softphones and mobile apps for users who require remote access.
- Prepare device provisioning instructions for end users.
Key Deliverables:
- RingCentral accounts and user profiles set up.
- Vanity numbers successfully ported or call forwarding in place.
- Call routing, IVR, and voicemail configurations complete.
Timeline: 5–10 days (dependent on number porting timelines)
Phase 3: Testing and Validation
Objective: Ensure that the RingCentral system is functioning properly, validate all configurations, and address any potential issues before going live.
Tasks:
- Internal Testing of Core Features:
- Test incoming/outgoing calls for each vanity number and extension.
- Verify call routing, IVR, and call queues for proper functionality.
- Confirm that voicemail, voicemail-to-email, and call forwarding work as expected.
- Test devices (desk phones, softphones, mobile apps) to ensure proper functionality.
- User Testing:
- Provide select users with access to RingCentral for pilot testing.
- Have users test calling features, voicemail, and remote access.
- Gather feedback from users and resolve any issues before full rollout.
- Address Any Bugs or Issues:
- Troubleshoot and resolve any configuration or device issues discovered during testing.
- Verify that all ported numbers are correctly mapped to the RingCentral system.
Key Deliverables:
- Testing report, documenting all validated features and configurations.
- Troubleshooting and resolution of any identified issues.
Timeline: 2–5 days
Phase 4: Migration and Go-Live
Objective: Migrate fully to RingCentral, disconnect Vonage, and ensure minimal disruption to business operations.
Tasks:
- Final Cutover:
- Confirm that all vanity numbers and business numbers have been successfully ported to RingCentral.
- Disconnect or deactivate Vonage accounts.
- Ensure RingCentral is live and functioning for all users.
- Post-Migration Support:
- Provide immediate support during the first few days after the migration to troubleshoot any issues.
- Monitor incoming/outgoing calls to ensure no disruptions.
- Verify that call routing, IVR, and voicemail are functioning without issues.
- User Training and Documentation:
- Provide users with training sessions (in-person or virtual) on using the RingCentral interface, mobile apps, and new features.
- Distribute documentation to users on:
- How to access voicemail, transfer calls, and use other key features.
- How to configure and use RingCentral’s softphone and mobile apps.
- Basic troubleshooting steps for common issues.
Key Deliverables:
- RingCentral system live with full user access.
- User training sessions completed.
- Post-migration support in place for troubleshooting.
Timeline: 2–3 days (immediate post-go-live support)
Phase 5: Post-Migration Monitoring and Support
Objective: Provide ongoing monitoring and support to ensure a smooth transition and optimal system performance.
Tasks:
- Monitor System Performance:
- Monitor call quality and system performance for the first few weeks after the migration.
- Ensure that all features (call routing, IVR, voicemail) continue working as expected.
- User Support:
- Offer post-migration support to assist users with any issues they encounter.
- Handle any additional configuration changes or adjustments as needed (e.g., new users, call routing changes).
- Client Handoff and Documentation:
- Provide the client with a complete system documentation package, including:
- Vanity numbers, user extensions, and routing configurations.
- IVR menus and call queue settings.
- Device configuration instructions.
- Offer ongoing support or a service plan if required by the client.
Key Deliverables:
- Complete system documentation.
- Ongoing support and system monitoring.
- Client handoff with final sign-off.
Timeline: 1–2 weeks (post-migration monitoring and support)
Summary of Key Milestones:
- Planning & Assessment: 3–5 days
- Define migration scope and assess existing Vonage setup.
- Setup & Configuration: 5–10 days
- Set up RingCentral, port vanity numbers, and configure call routing and devices.
- Testing & Validation: 2–5 days
- Thoroughly test the system, ensure no service disruptions, and fix any issues.
- Migration & Go-Live: 2–3 days
- Final cutover to RingCentral, disconnect Vonage, and provide user training.
- Post-Migration Monitoring: 1–2 weeks
- Monitor system performance, provide ongoing support, and finalize documentation.
Key Considerations:
- Porting Vanity Numbers: Coordinate closely with both Vonage and RingCentral to ensure minimal downtime during number porting.
- User Training: Make sure users are comfortable with the new system by providing detailed documentation and live training sessions.
- Post-Migration Support: Offer continued support to ensure the new system operates smoothly and troubleshoot any lingering issues.
This action plan provides a structured approach to managing the migration, ensuring smooth communication during and after the transition from Vonage to RingCentral.