**607.1 PURPOSE AND SCOPE** To establish procedures for managing and
operating administrative telephone services and equipment BPA-wide.

**607.2 DEFINITIONS**

**A. Administrative telecommunication facilities** are voice
telecommunications systems and/or circuits that are planned, managed,
and used to conduct the business of BPA in support of its mission.
Includes telephone handsets, video/audio teleconferencing equipment,
customer premise equipment, cellular telephones, facsimile machines,
pagers and related devices installed in offices and used primarily for
administrative purposes. Telephone systems in the Portland-Vancouver
area and in field offices which are indirectly connected to BPA\'s
microwave or carrier communication facilities through leased lines are
included in this definition. (Exception: When considering services
involving BPA-owned operational telecommunication switchboards or key
telephone sets, the procedures for obtaining such services are as
established in *BPA Manual* Chapter 608, Operational Telecommunications
and Control Facilities.)

B.  **Form BPA 1450.07**, Telephone Request

[\\\\HQ7F01\\WRKFORMS\\WEB\\Web
Forms\\B1450_07.doc](../../../../../../../../WRKFORMS/WEB/Web%20Forms/B1450_07.doc).

**607.3 RESPONSIBILITIES**

**A. Telecommunications Services, Information Resources,** is
responsible for:

> 1\. Planning, budgeting, requesting, and approving installation of
> telecommunication facilities and services for administrative purposes
> in the Portland-Vancouver area;
>
> 2\. Oversight of field office administrative communications systems
> with scheduled annual inspections;
>
> 3\. Providing telephone, information, and directory services;
>
> 4\. Maintaining liaison with telephone companies and GSA on office
> administrative communications matters;
>
> 5\. Evaluating leased-line requirements for BPA-wide interoffice
> voice/data/video communication facilities;
>
> 6\. Training on Headquarters voice mail system, cellular phones,
> facsimile machines, video and audio teleconferencing equipment and use
> of telephones;
>
> 7\. Conducting telephone equipment effectiveness surveys;
>
> 8\. Submitting required reports to the Department of Energy; and
>
> 9\. Maintaining annual inventories of administrative customer premise
> equipment serviced by both the Portland east side and Ross complex
> switching systems.

**B. Regional Managers** are responsible for planning and budgeting for
administrative telecommunication facilities located wholly within their
respective Regions. (Facilities which transect more than one Region or
which relate primarily to Headquarters functions are planned and
budgeted by Telecommunications Services, Information Resources.)

**C. Supervisors** are responsible for proper use of the
telecommunications system by their staff to include, but not limited to,
the effective use of FTS 2000, long distance telephone service, voice
mail (VMX system), cellular phones, facsimile machines and audio/video
teleconferencing equipment.

**D. Information Resources Coordinators and/or Staff Managers** are
responsible for determining class of service, template requirements,
optional equipment and feature requirements, and submission of directory
changes.

**E. Headquarters organizations** operating temporarily in the field
(for example, survey and construction activities) determine and budget
for their own communication needs.

**607.4 INSTALLATION OF FACILITIES:** Administrative telephone services
are available for BPA offices regionwide. In the Portland-Vancouver
area, Telecommunications Services, Information Resources, processes
requests for telephone service additions, moves, or changes; and assists
in the analysis of telephone system requirements. In all areas other
than Headquarters, telephone actions are requested through the Office
Facilities representative responsible for that location. Requests for
assistance in telephone system selection, analysis, or design should be
submitted through normal administrative channels to Telecommunications
Services.

**A. In the Portland-Vancouver area**, supervisors complete and submit a
form BPA 1450.07, Telephone Request, [\\\\HQ7F01\\WRKFORMS\\WEB\\Web
Forms\\B1450_07.doc](../../../../../../../../WRKFORMS/WEB/Web%20Forms/B1450_07.doc)
to the responsible Staff Manager for approval and forwarding to
Telecommunications Services for all required telephone actions. When
installing new or moving existing telephones, a floor plan denoting both
present and proposed location will be submitted. Upon receipt of form
BPA 1450.07 by Telecommunications Services, a control number is
assigned. A due date for completion of action is coordinated and passed
to the originator. Requested action or service is then scheduled and
completed.

**B. In Field Offices, Field Construction Offices, and Field Shops**,
supervisors submit requests to the appropriate Staff Manager. In
consultation with Telecommunications Services, the Staff Manager either
makes the necessary contacts with the telephone company, including
preparation of a Purchase Order, or submits form BPA 1450.07, Telephone
Request, to Telecommunications Services. In the latter case
Telecommunications Services prepares the necessary procurement
documentation.

**607.5 REMOVAL OF FACILITIES**

**A. Telecommunications facilities which are either excess** to an
organization\'s needs or which will not be in use for 90 days or more
must be promptly reported to Telecommunications Services, in accordance
with 41 CFR-201.38.

**B. In the Portland-Vancouver area**, form BPA 1450.07, Telephone
Request, [\\\\HQ7F01\\WRKFORMS\\WEB\\Web
Forms\\B1450_07.doc](../../../../../../../../WRKFORMS/WEB/Web%20Forms/B1450_07.doc)
is submitted through the appropriate Staff Manager to Telecommunications
Services.

**C. In Field Offices, Field Construction Offices, and Field Shops**,
the request for removal is sent to the appropriate Staff Manager. Use of
form BPA 1450.07 is optional with the Regions. A copy of the disconnect
order is to be forwarded to Telecommunications Services.

**607.6 VOICE MAIL (VMX SYSTEM):** Voice mail is a tool designed to
improve communications, save employee time and make more efficient use
of limited resources. The following rules have been established to
insure proper use of the system. Supervisors must:

**A. Establish organizational guidelines** for employee elective call
forwarding to voice mail. (Note: if the caller has the option of
transferring out of voice mail, a call answering point, as described in
D below needs to be established.)

**B. Ensure that all voice mail messages receive a prompt response**.

**C. Screen all employees' voice announcements** and correct where
needed.

**D. In those organizations** electing not to utilize voice mail,
supervisors must designate a call answering point(s). This answering
point should be the forwarding point for busy lines and/or unanswered
calls. This position must be staffed during duty hours and these
regulations must be supported and enforced by the supervisor. The
answering point must be prepared to take messages.

**607.7 CONTROL OF GOVERNMENT TELEPHONE SYSTEMS AND CERTIFICATION OF
LONG DISTANCE CALLS:** Employees must:

**A. Place official outgoing long distance telephone calls** via FTS
2000. Audio and/or video teleconferencing will be used in lieu of travel
to the extent practicable.

**B. Obtain an FTS 2000 calling card** in lieu of a commercial calling
card if he/she has a requirement to make more than \$10.00 of long
distance calls annually.

**C. Use commercial long distance telephone service** only when the call
cannot be completed through FTS or other leased lines.

**D. Authorize and accept incoming collect calls** only when required
for official business purposes.

**E. Maintain records of authorized toll calls** (C and D above) and be
prepared to verify the bills for such services as official and
essential.

> 1\. Official business calls may include emergency calls and other
> calls BPA determines are necessary in the interest of the Government.
> Telephone calls may be properly authorized as necessary in the
> interest of the Government, when they:
>
> a\. Do not adversely affect the performance of official duties by the
> employee or the employee\'s organization;
>
> b\. Are of reasonable duration and frequency;
>
> c\. Could not reasonably have been made at another time; and
>
> d\. Are provided for in a collective bargaining agreement that is
> consistent with the requirements of this chapter.
>
> 2\. Examples of circumstances that constitute authorized use, when
> consistent with the criteria in paragraph 607.7E1 (above) are:
>
> a\. Calls to notify family, doctor, etc., when an employee is injured
> on the job.
>
> b\. An employee traveling on Government business, delayed due to
> official business or transportation delay, may call to notify family
> of a schedule change.
>
> c\. An employee traveling for more than 1 night on Government business
> may make a brief call to his or her family or residence in accordance
> with BPA travel policy.
>
> d\. Calls to notify family members or to make alternate transportation
> or child care arrangements (within the local commuting area\--the area
> from which the employee regularly commutes), when an employee is
> required to work overtime without advance notice.
>
> e\. A brief daily call to locations within the local commuting area to
> speak to spouse or minor children (or those responsible for them,
> e.g., school or day-care center) to see how they are.
>
> f\. Brief calls to locations within the local commuting area that can
> be reached only during working hours, such as a local government
> agency or physician.
>
> g\. Brief calls to locations within the local commuting area to
> arrange for emergency repairs to employee\'s residence or automobile.
>
> h\. A \"brief\" call is considered to be 3-5 minutes. If possible,
> such calls should be made during lunch, break, or other off-duty
> periods.
>
> 3\. No other calls may be placed even if the employee\'s intention is
> to reimburse the Government for the cost of the call. Personal calls
> that must be made during working hours may be made over the commercial
> long distance network if the call is:
>
> a\. Charged to the employee\'s personal telephone calling card, home
> phone number or other non-Government number (third party call);
>
> b\. Made to an 800 toll-free number; or
>
> c\. Charged to the called party if a non-Government number (collect
> call).

**607.8 PENALTIES FOR MISUSE OF GOVERNMENT TELEPHONES:** Government
regulations (FIRMR 201-38-007) make provisions for agencies to collect
from employees for any unauthorized calls. Collections shall be the
value of the call and an amount to cover BPA\'s administrative costs to
determine the call was unauthorized and to process the collection. Abuse
may also result in criminal, civil, or administrative action including
suspension and dismissal.

**607.9 OVERSIGHT OF FIELD AND DISTRICT OFFICE COMMUNICATIONS SYSTEMS**

**A. Telecommunications Services** will schedule and perform on-site
appraisals of Headquarters and Field Administrative Telecommunications
services and equipment annually.

**B. Field appraisals** are designed to accomplish the requirements of
section 607.3A, and the following

> 1\. Annual certification of telephone service.
>
> 2\. Annual review of incoming inter-city toll free telephone service.
>
> 3\. Federal telephone service access terminal equipment review.

**607.10 CELLULAR TELEPHONES**

**A. Cellular telephones** are to be used only for official business
calls.

**B. All long distance calls** are to be made via FTS 2000.

**C. In order to limit "roaming" charges,** cellular telephones should
be issued according to the area code and prefix where they will be used
most often.

**D. Pagers and pay phones** should be used in lieu of cellular
telephones whenever possible.

**E. In order to reduce costs, cellular telephones** should not be used
to make or receive calls from inside a BPA-owned or occupied building or
when near a pay phone.

**F. Do not forward office telephones to a cellular telephone**.
Employees doing so run the risk of inadvertently receiving personal
phone calls and, as such, may face administrative action (per paragraph
607.8 above).

**G. Monthly bills will be sent to each Group's cellular inspector** for
review and forwarded to the individual users for verification signature.
Billing errors should be brought to the attention of Telecommunications
Services' cellular COTR per DOE directive 1450.3A (Call
Control/Verification Programs and Authorized User of Government
Telephone Systems).

**607.11 REFERENCE: Order DOE 1450.3A, Call Control/Verification Program
and Authorized Use of Government Telephone Systems**, dated 4-9-92,
which provides DOE policy on authorized use of Government telephone
systems and establishes DOE policy on call control/verification
programs.