telecommunication policy for senators - 2005

7/23/2019 Telecommunication Policy for Senators - 2005

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SENATE

Information Systems Directorate CANADA

SÉNAT

Direction des systèmes d’information

TELECOMMUNICATIONSPOLICY

FOR SENATORS

Presented by Hélène Bouchard March 27, 2003

This Policy was adopted by Internal Economy on:Cette politique a été adoptée par la Régie interne le :

March 27, 2003

in the Senate on / par le Sénat le : May 13, 2003

and amended by the Steering Committee on /et modifiée par le Comité directeur le

February 15, 2005



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TABLE OF CONTENTS

1.0 INTRODUCTION …………………………………………………………………………………. .3

2.0 ROLES AND RESPONSIBILITIES..................................................................................... 3

3.0 REQUESTS FOR SERVICE............................................................................................... 4

4.0 TELECOMMUNICATIONS EQUIPMENT........................................................................... 4

4.1 TELEPHONES ............................................................................................................. 4

4.2 OTHER EQUIPMENT ..................................................................................................... 4

5.0 TELECOMMUNICATIONS SERVICES .............................................................................. 5

5.1 TELEPHONE LINES....................................................................................................... 5

5.2 TELECOMMUNICATIONS SERVICES OUTSIDE PARLIAMENT HILL ............................................. 5

5.3 TELECOMMUNICATIONS WIRELESS DEVICES...................................................................... 55.4 LONG-DISTANCE CALLS – PARLIAMENTARY OFFICES .............................................................. 6

5.5 THE GOVERNMENT OF CANADA TELECANADA CALLING CARD ............................................. 6

5.6 TELEPHONE MESSAGE SERVICE ..................................................................................... 7

5.7 1-800 LINE ................................................................................................................ 7

5.8 CONFERENCE CALLS ................................................................................................... 7

6.0 INTERNET AND REMOTE ACCESS ................................................................................. 7

7.0 TELEPHONE DIRECTORIES............................................................................................. 8

8.0 REQUESTS FOR REPAIR ................................................................................................. 8

9.0 TRAINING........................................................................................................................... 8

10.0 INVOICE AUTHORIZATION............................................................................................... 8

11.0 DAMAGE, LOSS OR THEFT OF TELECOMMUNICATIONS EQUIPMENT...................... 9

12.0 SERVICES FOR SENATORS WITH SPECIAL NEEDS..................................................... 9

13.0 REQUESTS THAT EXCEED AUTHORIZATIONS ............................................................. 9

APPENDICES

APPENDIX A - GLOSSARY

APPENDIX B - TELECOMMUNICATIONS SERVICES REQUEST FORM



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1.0 INTRODUCTION

1.1 The policy is called the “Telecommunications Policy”

1.2

This Policy was adopted by the Standing Senate Committee on Internal Economy, Budgetsand Administration on March 27, 2003 and by the Senate on May 13, 2003.

1.3 The Senate Telecommunications Policy sets out directives governing the provision ofservices to Senators' offices. Telecommunications services and contracts shall be obtainedthrough Government Telecommunications and Informatics Services (GTIS), the agencyauthorized by the Senate to conduct all negotiations with telecommunications suppliers.

1.4 Telecommunications resources are to be used for the carrying out of Senators’ parliamentaryfunctions or for matters that are essential or incidental thereto.

1.5 Where the current policy does not specify that the costs be paid out of Senators’ Researchand Office Expense Budget, they are defrayed from a centralized budget. Should there beinsufficient funds in the individual Senator’s Research and Office Expense Budget, theSenator will be responsible for these costs.

2.0 ROLES AND RESPONSIBILITIES

2.1 The Standing Committee on Internal Economy, Budgets and Administration or theSubcommittee on Agenda and Procedure of the Standing Committee on Internal Economy,Budgets and Administration or, where no such subcommittee is established, the Chair and

Deputy Chair of the main committee acting together, shall review, approve or reject all specificrequests not covered by an approved policy and shall take appropriate action in cases of non-compliance by Senators.

2.2 The Clerk of the Senate shall ensure implementation and appropriate application of the policy.The Clerk must inform the Standing Committee on Internal Economy, Budgets and

Administration of all subjects related to telecommunications that remain unresolved.

2.3 The Senate Information Management Services shall keep abreast of all newtelecommunications technologies in order to provide to Senators effective and economicaltelecommunication solutions. Information Management Services will ensure that appropriate

policies, procedures and systems are developed to keep the Senate current with respect to theevolution and the use of these new technologies. Information Management Services is alsoresponsible for keeping an inventory of all telecommunications services offered to Senators.Once a year, Information Management Services will provide each Senator for his/herverification and approval with a detailed report of all telecommunications services being usedby his/her office.



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2.4 The Telecommunications Officer shall provide technical advice about equipment andservices available and shall act as a co-ordinator and intermediary among clients, suppliers,and GTIS.

2.5 Senators are responsible for determining and approving telecommunications servicesrequirements for their respective offices and for ensuring that all service transactions they

enter into conform with the Telecommunications Policy.

2.6 The Materiel Management Section shall procure all telecommunications equipment neededby clients, in accordance with the Senate Furniture, Equipment and Office Supplies Policy.

2.7 The Finance Directorate shall receive all telecommunications invoices and shall makepayments.

3.0 REQUESTS FOR SERVICE

3.1 Each request for telecommunications services shall be made in writing by a Senator usingthe attached form (see Appendix B) and shall include a brief description of the needs in orderto justify the request. The completed form shall be submitted to Information ManagementServices, which will analyse and define technical requirements and action to be taken tomeet operating needs.

4.0 TELECOMMUNICATIONS EQUIPMENT

4.1 Telephones

4.1.1 Senators may have as many telephone sets as they have employees under theirresponsibility. Additional telephone sets may also be installed in a conference room and inthe Senator’s reception area. The telephone sets installed in the offices are models thathave been pre-selected by Information Management Services. Depending on their needs,Senators may choose single or multi-line telephone sets which can be equipped with avariety of standard features.

4.2 Other equipment

4.2.1 Senators may request additional Telecom equipment for their Parliamentary or regionaloffice, all request must be done through Material Management and conform with the

Equipment, Office Furniture and Furnishing Policy. Additional equipment may include suchthings as facsimile machine, cellular telephone, personal digital assistant (PDA), telephone(regional office only), answering machine, headsets etc. Information Management will act asthe technical advisor to Senators to help them better meet their specific requirements.

4.2.2 The addition of "personal" telephone equipment is not permitted. The government system isa rented system from Bell Canada, based on three centrally located computerized switches.This system is not equipped to handle the addition of equipment not specifically designed for



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it. Therefore, any new equipment purchased with the intention of being connected to theCentrex Telephone Network must be approved by the Senate Information ManagementServices section to ensure its compatibility.

5.0 TELECOMMUNICATIONS SERVICES

5.1 Telephone lines

5.1.1 Senators may have as many telephone lines as they have telephone sets in theirparliamentary office, as well as the number of lines required for facsimile and overflow lines.

5.1.2 Senators who submit requests for telephone lines shall specify whether they wish users ofthe lines to have long-distance access.

5.1.3 On request, telephone lines may include a range of standard integrated features (such as

voice mail, intercom, and conference calls).

5.2 Telecommunications services outside Parliament Hill

5.2.1 Senators may choose to have two telephone lines outside of their Parliamentary office.Senate Administration will assume the cost of the first telephone line. The second telephoneline will be paid through the Senator' s Research and Office Expense Budget.

5.3 Telecommunications wireless devices

5.3.1 Senators may have up to a maximum of six (6) monthly airtime packages associated tovarious wireless telecommunications devices (cell phone, digital assistant, pager etc) thatare deemed necessary for Senators to perform their parliamentary functions. If one device iscapable of handling both voice/data, this option will be considered as two airtime packages.The needs are evaluated and recommendations are made by the TelecommunicationsOfficer on an individual basis.

5.3.2 Senators residing in remote regions with no access to a wireless telecommunicationsnetwork may obtain a satellite phone by sending a written justification Committee on InternalEconomy, Budgets and Administration.

5.3.3 All costs associated with the purchase of wireless telecommunications devices shall be paidthrough the respective Senator’s Research and Office Expense Budget, while the monthlyfee will be assume by Administration. Senators are encouraged to use their TeleCanadaCalling card when placing long-distance calls when using a cellular telephone.



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5.3.4 A limited number of world wide phones can be borrowed on a temporary basis for overseastrips. Senators may submit their request to the Telecommunications Officer. All costassociated to airtime will be charged to the Senator’s Research and Office Expense Budget.

5.4 Long-distance calls – Parliamentary Offices

5.4.1 By special arrangement with Public Works and Government Services Canada, thetelephones in Senators' offices on Parliament Hill are connected to the Government IntercityCalling Service (GICS).

5.4.2 Senators can use the GICS system to place calls to any available location in Canada and thecontinental United States.

5.4.3 Long-distance calls made through the government telecommunication network are based ona fixed cost system. The Senate is billed bi-annually on a flat rate, based on usage for theentire organization regardless of the number of long distance calls placed by an individual or

from a particular telephone line. For that reason, call detail reports for the Ottawa Offices areno longer available.

5.5 The Government of Canada TeleCanada Calling Card

5.5.1 The Senate Information Management Services shall distribute and monitor calling cards.

5.5.2 The Office of the Clerk will transmit the Government of Canada TeleCanada Calling Card toSenators shortly following their appointment.

5.5.3 The TeleCanada Calling Card is provided to Senators for long-distance calls when

performing their parliamentary functions away from their offices. The calling card is validanywhere in the world and the “Canada Direct” service is provided by Teleglobe Canada.

5.5.4 Should Senators require an additional calling card, they may request them in writing throughSenate Information Management Services. If the calling card is for one of her/his employees,when she/he leaves the Senate, the Senator is responsible for returning the calling card toInformation Management Services or for modifying the Personal Identification Number (PIN)before transferring the card to another of his/her employees.

5.5.5 To ensure the safety and security of the Government of Canada TeleCanada Calling Card,use of the calling card is reserved for cardholders. The Personal Identification Number (PIN)or the card must be kept confidential and numbers are not to be photocopied.

5.5.6 The card holder shall communicate with the Telecommunications Officer to: a) change orcancel the card; b) help with a forgotten PIN and c) report a lost or stolen Calling Card.

5.5.7 The card holder shall communicate directly with the TeleCanada Customer Service to: a)change the PIN; b) obtain the current Canada Direct Access numbers; and c) speak to acustomer service representative.



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5.5.8 The TeleCanada Calling Card user fees are based on a fixed cost system and not on thenumber of calls made. Because the use of this service results in significant savings for theSenate, Senators are asked to make all their long-distance calls through the use of thiscalling card when using their cellular telephone or when they are away from theirParliamentary office. Call detail reports are no longer available.

5.5.9 All cost associated to long distance calls not placed through the TeleCanada calling card willbe paid through the Senators' research and office expenditures budgets.

5.6 Telephone message service

5.6.1 Senators may transfer any calls made to their Parliament Hill offices to a telephone messageservice. The number of this service is (613) 992-4577. The service is available from 7:00a.m. to 7:00 p.m. on working days. Telephone messages are collected and are transferred toindividual Senators' offices by electronic mail.

5.7 1-800 line

5.7.1 A 1-800 line is available for members of the public wishing to contact Senators' offices. Thisnumber is 1(800) 267-7362 and is listed in telephone directories across Canada.

5.8 Conference calls

5.8.1 There is a GTIS conference call co-ordination service. Senators wishing to use this service

may call GTIS directly at (613) 941-9554, or contact the Telecommunications Officer to makethe necessary arrangements.

6.0 INTERNET AND REMOTE ACCESS

6.1 The Parliament Hill network gives Senators free access to the Internet via thehttp://www.parl.gc.ca Web site. Senators have access to services including electronic mailand a web browser.

6.2 Senators may have one high-speed Internet account for their use outside of Parliament Hill.

Access to the Internet is accessible through their local cable or telephone carrier. Senatorsshall consult with the Telecommunications Officer to ensure that they are selecting the bestoption.

6.3 If a Senator resides in a remote region and can only have access to the Internet via satellite,he or she may submit a request to the Standing Committee on Internal Economy, Budgetsand Administration.



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7.0 TELEPHONE DIRECTORIES

7.1 The Ottawa-Hull telephone directory (white and yellow pages) shall be distributed annually toall Parliamentary offices.

7.2 The government telephone directory is available on the Internet http://publiservice.gc.ca andis updated by GTIS every two weeks. All changes shall be submitted through theTelecommunications Officer.

7.3 In addition to having access to the Government Telephone Directory via the Internet,Senators shall receive annually a hard copy of the government telephone directory.

7.4 Telephone directories for areas other than Ottawa-Hull can be obtained on request throughthe Telecommunications Officer. The cost shall be paid out of Senators' Research andOffice Expense Budget.

7.5 Directory listings: Senators may list their name in the white pages of their regional telephonedirectories. The entries must be co-ordinated by the Telecommunications Officer. The costshall be assumed through the Senators' Research and Office Expense Budget.

8.0 REQUESTS FOR REPAIR

8.1 Users shall inform the Telecommunications Officer regarding any defects or problems intelecommunications equipment or services. The Telecommunications Officer will ensure thatsuppliers perform the necessary repairs.

9.0 TRAINING

9.1 When the Telecommunications Officer delivers telecommunications equipment or services,he will ensure that users receive the appropriate training allowing them to use their officetelecommunications systems properly. All other requests for training shall be routed throughthe Telecommunications Officer.

10.0 INVOICE AUTHORIZATION

10.1 All invoices for telecommunications equipment and services shall be sent to the Finance

Directorate first. The Telecommunications Officer shall then certify that the equipment andservices were required. Depending on the equipment and services used, Senators shallcertify that they incurred the expenditures for purposes related to their parliamentaryfunctions.



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11.0 DAMAGE, LOSS OR THEFT OF TELECOMMUNICATIONS EQUIPMENT

11.1 Individuals shall be responsible for the telephones and all other telecommunicationsequipment made available to them. In cases of misuse or negligence, users may be liablefor replacing or reimbursing the Senate for the replacement value of the loss, stolen ordamaged asset. The incident shall immediately be reported to Protective Services, MaterialManagement and Information Management Services in order to have the line and theaccount deactivated to prevent fraudulent usage.

12.0 SERVICES FOR SENATORS WITH SPECIAL NEEDS

12.1 Information Management Services shall ensure that Senators with special needs areprovided with the applicable specialized equipment to help them perform their Parliamentaryduties.

13.0 REQUESTS THAT EXCEED AUTHORIZATIONS

13.1 Requests exceeding authorizations or approved standards established in the present policyshall be submitted to the Standing Committee on Internal Economy, Budgets and

Administration (See Appendix B)



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GLOSSARY

CANADA DIRECT (TELEGLOBE): This service is to be used when traveling outside North America. The

service allows the caller to dial a pre-determined number giving them access to a Canadian operator. Oncethe caller has reached a Canadian operator, the TeleCanada calling card can be used.

CENTREX (EEWD) TELEPHONE NETWORK: The Centrex Telephone Network provides the FederalGovernment with a customized telephone system. Centrex switching equipment is usually located in thetelephone carriers central office.

COMMERCIAL TELEPHONE NETWORK: A telephone network offered by a common carrier for the generalpublic.

CONFERENCE CALLS: A telephone conversation that includes three (3) or more participants. This can bedone from a Parliamentary telephone set without operator assistance. Government Telecommunications and

Informatics Services (GTIS) offers a Teleconference service.

FORBEARANCE: In September 1995, the Canadian Radio-Television and Telecommunication Commission(CRTC) decided to reduce the regulatory burden on many long distance carriers to encourage morecompetition. The above decision had a direct impact on how GTIS acquired certain telecommunicationsservices for the federal government. A competitive procurement process must now be used.

GOVERNMENT ELECTRONIC DIRECTORY SERVICES: This service is managed and maintained by GTIS.It is an electronic version of the government telephone directory. Constant updates to the electronic versionallow it to be much more accurate that the printed version of the government telephone directory.

GOVERNMENT ENTERPRISE NETWORK (GENET): GENET is provided through GTIS. It is a dial up

service that provides federal government employees with a secure, cost effective remote access solution.

GOVERNMENT INTERCITY CALLING SERVICE: The Government Intercity Calling Service (GICS) is adedicated long distance voice and fax network for the federal government.

GOVERNMENT TELECANADA CALLING CARD: A personalized and security enhanced long distance cardthat allows callers to place national and international long distance calls at preferred government rates.

GOVERNMENT TELECOMMUNICATION AND INFORMATICS SERVICES (GTIS): GTIS is a branch ofPublic Works and Government Services Canada mandated to provide various telecommunications andInformatics solutions to the federal government. With regards to telecommunications, one of their main rolesis to organize and oversee the procurement process of certain aspects of telecommunications.

HIGH-SPEED INTERNET VIA CABLE: A high-speed connection to the Internet, offered by local cablecarriers. The access to the Internet is done through existing cables as opposed to telephone lines.

HIGH-SPEED INTERNET VIA TELEPHONE CARRIER: This high-speed access to the Internet is done via atelephone line. A digital subscriber line modem (DSL) that connects a personal computer (PC) to the Internetallows for the simultaneous transmission of both voice and data.



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MODEM: A device that converts digital signals into analog signals and vice versa, enabling computers tosend and receive data over the telephone network.

MULTI LINE TELEPHONE SET: A Meridian Business Set is a digital telephone set that allows the useraccess to more than one telephone line and can accommodate various network features per key.

OVERFLOW LINES: A software telephone line that is not hard wired through the telephone carriers network.Its main purpose is to handle the overflow phone calls from the main line.

PAGER: A small, lightweight, portable FM radio receiver worn by persons desiring to be paged when awayfrom their phones.

PERSONAL DIGITAL ASSISTANT (PDA): Hand-held computer that allows the user to store, access, andorganize information.

PERSONAL IDENTIFICATION NUMBER (PIN): A sequence of digits used to verify the identity of the holder ofa token. A form of password.

REMOTE ACCESS: Communication with a data processing facility by one or more stations that are distantfrom that facility

SINGLE LINE TELEPHONE SET: An analog telephone set that is built to handle one telephone line.

SOFTWARE FEATURES: Various chargeable and non-chargeable options are available through thegovernment network. These types of features increase the functionality of a telephone set and include callforwarding, conferencing, call waiting and message waiting indicator.

VOICE MAIL: A network-based feature that provides users with a personalized call answering service.

WIRELESS DEVICES: Various paging and e-mail devices that operate on existing paging or cellular

networks.



The Senate Le SénatInformation Management La Gestion de l’information

Telecommunications Services Request Form Demande de services en télécommunications

PART A / PARTIE A - TO BE COMPLETED BY REQUESTER /À REMPLIR PAR LE DEMANDEUR

Senator’s name /Nom du sénateur :

Room & building/Pièce et édifice:

Téléphone: Fax /Télécopieur : Date :

ServicesNew / Nouveau Remove/ Supprimer #

Telephone set/Appareil téléphonique

Telephone Line / Ligne de téléphone Hill/Colline Outside Parliament Hill / À l’extérieur de la Colline

Cellular Line / Ligne de téléphone cellulaire

Wireless Device Account / Compte Assistant numérique

Genet Account - Internet / Compte Genet - Internet Internet Account / Compte Internet

56k High Speed / Haute vitesse Cable Satellite

TeleCanada Calling Card / Carte d’appel TéléCanada

Directory Listings (regional) / Inscription annuaire téléphonique (région)

Other/ autre:

Other/ autre:

Justification and additional information / Justification et information additionnelle

I M P O R T A N T : If your request exceeds authorizations or approved standards established in the Telecommunications Policy, the request will be submitted to the Standing Senate

Committee on Internal Economy, Budgets and Administration or the Subcommittee on Agenda and Procedure of the Committee on Internal Economy, Budgets and Administration or,where no such subcommittee is established, the Chair and Deputy Chair of the main committee acting together, for approval. / Si votre demande dépasse les normes établies dans lapolitique des Télécommunications, celle-ci devra être soumise au Comité permanent de la régie interne, des budgets et de l'administration, le sous-comité du programme et de laprocédure, du Comité permanent de la régie interne, des budgets et de l’administration, ou, en l’absence d’un tel sous-comité, le président et le vice-président du comité principal pourapprobation.

If applicable, do not submit this request to the Internal Economy Committee / Le cas échéant, ne pas soumettre ma demande au comité de la Régie interne

If applicable, submit this request to the Internal Economy Committee / Le cas échéant, soumettre ma demande au comité de la Régie interne

Authorized by / autorisépar : _______________________________________________ ____________________Signature Date

PART B / PARTIE B - TO BE COMPLETED BY INFORMATION MANAGEMENT / À REMPLIR PAR LA GESTION DE L’INFORMATION

Administration Budget Senators’ Research and Office Expenses Budget Referred to Internal Economy (See note)

Budget de l’administration Budget de recherche et de dépenses de bureau des sénateurs Référé à la régie interne (voir note)Note:

_____________________________________________ ___________________________________ _____________________ Authorized Agent /Agent autorisé Signature Date

PART C / PARTIE C - TO BE COMPLETED BY THE RECORDING CLERK OF THE INTERNAL ECONOMY COMMITTEE /À COMPLÉTER PAR LE GREFFIER DU COMITÉ DE LA RÉGIE INTERNE

RESOLUTION / RÉSOLUTION :This request was reviewed by the Standing Committee on Internal Economy, Budget and Administration thereof and authority to proceed in accordance with this request and the

applicable Senate policy is: / Cette demande a été révisée par le Comité de la Régie interne sur les budgets et l’administration et l’autorisation de donner suite à cette demande selon laPolitique du Sénat appropriée est :

Granted / accordé Denied / refusé Partial Approval / partiellement approuvé

Note :

The applicable Senate policy is to be amended to include the goods or services described on this document as a standard entitlement / La politique du Sénatappropriée doit être modifiée pour inclure les biens ou services décrits dans le présent document comme norme et standard en matière de télécommunications .

YES-OUI NO-NON

On Behalf of the Standing Committee on Internal Economy, Budgets and Administration / De la part du Comité de la Régie interne, des budgets et de l’administration

_______________________________________________ _____________________________________ _____________________Clerk of the Committee / Greffier du Comité Signature Date

Please fax this form to Senate Information Management - (613) 992-7963Prière de télécopier ce formulaire à la Gestion de l’info rmation du Sénat au - (613) 992-7963

telecommunication policy for senators - 2005

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