Scope

Intended Audience: All Users

This checklist is designed to assist in the transfer and migration of a PBX system. It applies to scenarios such as migrating from an Elastix PBX to a Hosted PBX, moving from a Hosted PBX to an On-Premise Elastix PBX, or transferring between Elastix systems. It covers all aspects of the migration process, ensuring a smooth transition with minimal disruption.

Requirements

• Access to Old and New PBX Systems:
  Ensure you have full administrative access to both the old and new PBX systems before beginning the transfer.
• Backup:
  Perform a complete backup of the old PBX and save it securely before starting the migration process.

Things to Remember

• Configuration Consistency:
  All settings on the new PBX must match those on the old PBX to prevent the need for further adjustments after the transfer is complete. Confirm with the client that they are satisfied with the existing setup.
• Downtime Considerations:
  Be aware that the client will experience downtime during the PBX transfer. Plan accordingly to minimize disruption.
• Preserve Old PBX Configuration:
  Avoid making any changes to the old PBX during the transfer, as it may still be in use by the client.

Comprehensive PBX Transfer and Migration Checklist

1. Pre-Transfer Planning

• Assess Current PBX Setup:
  Document all current PBX configurations, including extensions, call routing, voicemail, and any custom features. Identify all hardware and software components involved in the current PBX system.
• Evaluate Transfer Requirements:
  Determine the scope of the transfer (e.g., full system migration, upgrade, or relocation). Identify any new hardware or software that will be needed for the transfer. Assess network requirements and bandwidth capacity for the new PBX setup.
• Notify Stakeholders:
  Inform all relevant stakeholders (e.g., IT staff, employees, and service providers) about the planned transfer. Schedule the transfer during a low-traffic period to minimize disruption.

2. System Preparation

• Obtain Necessary Equipment and Licenses:
  Acquire any new hardware, such as servers, switches, or IP phones. Ensure that all software licenses and subscriptions are up-to-date.
• Test New PBX System:
  Set up the new PBX system in a test environment. Test all functionalities, including call routing, extensions, voicemail, and integrations with other systems (e.g., CRM, email). Identify and resolve any issues during the testing phase.
• Plan for Data Migration:
  Develop a data migration strategy, including the transfer of user accounts, extensions, and configuration settings. Prepare a plan for migrating call logs, voicemail, and other critical data.

3. PBX Transfer Execution

• Extensions List:
  Locate all extensions within the old PBX and create them within the new PBX. Match settings like voicemail to email, extension passwords, and outbound caller ID.
• E911 Locations (Not applicable on every platform):
  Locate all E911 locations in the old PBX and recreate them in the new PBX.
• Phone Numbers (Not applicable on every platform):
  Identify all phone numbers within the old PBX and input them into the new PBX.
• Ring Groups:
  Locate all ring groups in the old PBX and recreate them in the new PBX.
• System Recordings:
  Download all system recordings (IVR, Voicemail Greetings, MOH, etc.) from the old PBX and upload them to the new PBX.
• Hold Music:
  Replace the default music on hold in the new PBX with the recordings uploaded in the previous step.
• Call Queue & Parking:
  Check for call queue and parking configurations in the old PBX and transfer them to the new PBX.
• Time Frames:
  Obtain all time frames from the old PBX and implement them in the new PBX.
• Auto Attendant / IVR:
  Obtain the IVR configuration from the old PBX and recreate it in the new PBX, ensuring that the correct recordings are attached.
• Call Routing:
  Review how each number is routed (Inbound Routes) on the old PBX and implement the same routing on the new PBX.
• Trunks:
  Copy the trunk configuration from the old PBX to the new PBX.
• Outbound Rules:
  Copy the outbound rules from the old PBX to the new PBX.
• Endpoints (Not applicable on every platform):
  Obtain all MAC addresses, phone models, and extensions, and create the configuration files within the provisioning server or copy them from the old PBX to the new PBX.
• Network Configuration (Not applicable on every platform):
  Ensure that network settings such as IP address and default gateway on the new PBX match those on the old PBX.
• User Account Logins:
  Obtain the user account list from the old PBX and recreate the accounts in the new PBX.
• Firewall Rules (Not applicable on every platform):
  Ensure that the firewall rules in the old PBX are replicated exactly in the new PBX.
• FreePBX Settings (Only applicable in Elastix):
  Verify that the settings within FreePBX > SIP Settings are the same in both the old and new PBXs.
• Update DNS and Network Settings:
  Update DNS records and network settings to point to the new PBX system. Verify that the network configuration supports the new PBX setup.

4. Post-Transfer Validation

• Conduct Final Testing:
  Perform a final round of testing to ensure that all PBX functionalities are working as expected. Test internal and external calls, emergency numbers (e.g., 911), and other critical services.
• Monitor System Performance:
  Monitor the new PBX system for any issues or performance degradation. Address any problems that arise promptly to ensure continuous service.
• Document New Configuration:
  Document the new PBX configuration, including all changes made during the transfer. Store this documentation securely for future reference.
• Verify Backup and Disaster Recovery:
  Confirm that backup procedures are in place and functioning correctly for the new PBX system. Update disaster recovery plans to reflect the new setup.
• Perform Backup (Not applicable on every platform):
  Once everything is configured and working well, create a backup of the new PBX to safeguard the current setup.

5. Post-Transfer Support

• Provide User Support:
  Set up a support channel for users to report any issues or ask questions about the new PBX system. Offer additional training or resources if necessary.
• Schedule a Follow-Up Review:
  Plan a review session with stakeholders to assess the success of the transfer and address any outstanding issues. Make any final adjustments based on feedback.

By following this comprehensive PBX Transfer and Migration Checklist, you can ensure a smooth and efficient migration process, minimizing potential issues and maintaining consistent service for your clients.