Order IT Services

Here you can find the services offered by KI's central IT Office. Some of the services are included in the IT fee, whereas you need to order others from IT Support.

Servers

Virtual Server – Infrastructure as a Service (IaaS)

IaaS Virtual Server is a service for those in need of a server. Among the advantages of a virtual server are that you can decide how the server should be configured and you only pay for the capacity you require.

The service is available to order in two versions: IaaS Virtual Server and IaaS Virtual Server Plus.

In the basic service, IaaS Virtual Server, the IT Office provides server hardware and will assist in installing the operating system.

In IaaS Virtual Server Plus, the IT Office also manages updates of the operating system and installs and updates antivirus software and local firewalls. The Plus service also links the server to KI’s Active Directory, allowing you to log in using your KI ID.

Basic or Plus?

  • The basic IaaS Virtual Server is suited to research groups, departments or core facilities that require a server and have the capability to operate it themselves.
  • IaaS Virtual Server Plus is intended for research groups, departments or core facilities that require a server and would like a little more help in administering the service and a connection to KI’s Active Directory (AD).

IaaS Virtual Server

Included in the service

  • Renting of server capacity in the form of vCPUs, RAM and storage. The party placing the order defines the configuration themselves as needed.
  • Both SSD and SATA storage are available for the server. SSD is the fastest possible option and it is recommended to choose SSD for the operating system and the applications running on the server. If you need a lot of storage you can complement with SATA storage. It will be mounted on the server as a separate disc.
  • The party placing the order has administrator/root privileges for the server.
  • The server can be installed with the following operating systems:
    • Windows Server 2016
    • Windows Server 2019
    • CentOS
    • Debian
    • Ubuntu server
    • Other operating system: you might need to provide the installation media for this choice.
  • The virtual server service includes snapshot backup. A snapshot backup is created once a day and saved for 30 days.
  • The server is equipped with failover, meaning that in the event of hardware component failure the server will restart in another data centre. Services running on the server may be switched to standby mode if this does occur. The client will then need to verify that the services are working once the server has restarted at the secondary data centre.

Important to know about the service

  • The party placing the order is responsible for the operation of the server and security. This means ensuring that the operating system is up to date and that virus protection with updates of definition files and antivirus software must be installed.
  • The local firewall must be activated. Changes to the local firewall are handled by the party placing the order.
  • The party placing the order’s responsibility includes complying with KI’s and the IT Office’s policies/rules/guidelines for IT security.
  • Application installation, operation or support is not handled by the IT Office.
  • The party placing the order is responsible for all services and applications installed on the server.
  • The server must have VMware Tools installed.
  • If you connect other storage solutions (such as central storage) to the server, data is backed up according to the procedures for that service.
  • The IT Office reserves the right to isolate the server from the rest of the network if a security risk is identified.

Environment and security

  • The storage servers are located in a professional data centre, which means
    • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
    • Energy efficiency compared with servers located in other environments such as offices.

Support

Prices

Set-up cost: SEK 1,000 (one-time set-up charge)

Component Price/year
vCPU SEK 510/pc/year
RAM SEK 110/GB/year
Storage SSD SEK 8.15/GB/year
Storage SATA SEK 3.3/GB/year which is
Windows Server license SEK 120/year/2 vCPU's
GPU SEK 820/GB/year

The agreement remains in effect until further notice, with a notice of termination period of three (3) months.

Example Server 1:
2 vCPUs, 4 GB RAM and 100 GB of SSD storage cost about SEK 189,6 month. With Windows Server, an additional fee of SEK 10/month.

Example Server 2:
4 vCPUs, 8 GB of RAM and 100 GB of SSD storage cost about SEK 311,3/month. With Windows Server, an additional fee of SEK 20/month.

Ordering and delivery

  • Order a virtual server by sending the completed order form for IaaS by creating a new helpdesk ticket on KI IT Self-Service.
  • State the name you would like the server to have. Your server will be assigned that name provided it is available, works with other infrastructure and the service the server will be used for.
  • The delivery time for the service is about five working days. Longer delivery times might occur due to hardware delivery times in case you order a stronger configuration.
  • When ordering the server, you must also order an opening in KI’s firewall.

Order form - IaaS Virtual Server (in Swedish)

    IaaS Virtual Server Plus

    Included in the service

    • Leased server capacity in the form of vCPUs, RAM and storage space. The client defines their own configuration based on existing needs.
    • The client has administrator rights/root access to the server.
    • The server can be installed as the latest release for the following operating systems:
      • Windows Server 2016
      • Windows Server 2019
      • CentOS
      • Debian
      • Ubuntu
    • The virtual server service includes snapshot backup. A snapshot backup is created once a day and saved for 30 days.
    • The server is equipped with failover, meaning that in the event of hardware component failure the server will restart in another data centre. Services running on the server may be switched to standby mode if this does occur. The client will then need to verify that the services are working once the server has restarted at the secondary data centre.
    • Updating of the operating system is included.
    • Installation and updates of antivirus software with updates of definition files are included.
    • The server’s local firewall is configured by the IT Office.
    • Connection to KI’s AD.
    • Administration of the server must be conducted via the KI network or a VPN. External parties that need administrator rights to the server will need to order a support consultant account.

    Important to know about the service

    • Departments that are not part of Coordinated IT Operations will need to sign a storage agreement with the IT Office.
    • The configuration of the server’s local firewall is dealt with by the IT Office. Contact IT support to order changes.
    • When ordering the server you will also need to order a port in KI’s firewall.
    • The client’s undertaking includes compliance with all of KI’s and the IT Office’s policies/regulations/guidelines for IT security.
    • The IT Office does not provide application installation, operation or support services. The client is responsible for all services and applications installed on the server, including updates to these.
    • VMware Tools must be installed on the server.
    • The local firewall must not be disabled.
    • The service can only be ordered with the latest release of the previously specified operating systems.
    • If other storage solutions are connected to the server, data backup shall be handled according to the procedures for these services.
    • The IT Office retains the right to isolate the server from the rest of the network in the event that any threat to security is identified.

    Environment and security

    • The storage servers are located in a professional data centre, which means
      • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
      • Energy efficiency compared with servers located in other environments such as offices.

    Support

    Prices

    • Set-up cost: SEK 1,000 (one-time set-up charge)
    •  Yearly fee: SEK 6,000/year
    Component Price/year
    vCPU SEK 510/pc/year
    RAM SEK 110/GB/year
    Storage SSD SEK 8.15/GB/year
    Storage SATA SEK 3.3/GB/year
    Windows Server license SEK 120/year/2 vCPU's
    GPU SEK 824/year

    The agreement remains in effect until further notice, with a notice of termination period of three (3) months.

    Example Server 1:
    2 vCPUs, 4 GB RAM and 100 GB of SSD storage cost about SEK 242/month. With Windows Server, an additional fee of SEK 10/month.

    Example Server 2:
    4 vCPUs, 8 GB of RAM and 100 GB of SSD storage cost about SEK 410/month. With Windows Server, an additional fee of SEK 20/month.

    Ordering and delivery

    • Order a virtual server by sending the completed order form for IaaS Plus to KI IT Self-Service.
    • State the name you would like the server to have. Your server will be assigned that name provided it is available, works with other infrastructure and the service the server will be used for.
    • The delivery time for the service is about five working days. Longer delivery times might occur due to hardware delivery times in case you order a stronger configuration.
    • When ordering the server, you must also order an opening in KI’s firewall.

    Order form - IaaS Virtual Server Plus (in Swedish)

      Co-location

      Co-location is a place for a server in a professional data centre. Co-location is used when the server cannot be virtualised. For virtual servers, see the IaaS Virtual Server service.

      Who is the service suitable for?

      Co-location suits groups, Departments and core facilities at Karolinska Institutet which have servers that cannot be virtualised.
       

      Included in the service

      • Place in a server rack with two power cables and one network connection per server.
      • Data centres which are equipped with backup power, fire detection and fire extinguishing equipment.
      • Access to the server’s data centre together with one of the IT Office’s technicians.
         

      Important to know about the service

      • The co-location service is for servers that can be mounted in standard server racks and cannot be virtualised. 
      • If you need to access the server centre, contact IT support at least one working day in advance. One of the IT Office’s technicians will accompany you.
      • The party placing the order is responsible for
        • the operation of the server and security. This means ensuring that the operating system is up to date and that virus protection with updates of definition files and antivirus software must be installed.
        • complying with KI’s and IT Office’s policies/rules/guidelines for IT security.
        • all services and applications installed on the server.
        • ordering and delivering the server to the data center.
        • picking up the server and recycle the server when it has passed its life cycle. More information on recycling.
      • The user must promptly report any faults and other incidents to it-support@ki.se.
      • The IT Office reserves the right to isolate the server from the rest of the network in the event a security risk is identified.
      • The agreement remains in effect until further notice, with a notice of termination period of three (3) months.

      Environment and security

      • The storage servers are located in a professional data centre, which means
        • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
        • Energy efficiency compared with servers located in other environments such as offices.

      Support

      Prices

      • SEK 3000 SEK/U/year
      • Setup cost SEK 1,000 (one-time cost)
      • Network connection 554 SEK/GB/s
      • Price and any changes in the terms and conditions are communicated at least three (3) months prior to when they become effective.

      Ordering and delivery

      Backup as a Service (BaaS)

      Backup as a Service (BaaS) is a service for those who need to back up one or more servers. You can connect to the server yourself and start the backup.

      Who is the service suitable for?

      Backup as a Service is suitable for employees, affiliates or groups at Karolinska Institutet who are in need of backup to existing servers.

      Included in the service

      • BaaS is based on IBM Tivoli Storage Manager (TSM) and Cristie’s Bare Machine Recovery for TSM (TBMR).
      • Very fast recovery of backups due to 100 percent disk-based storage using Cristie’s TBMR.
      • Comprehensive support for databases and applications, such as MS SQL, MySQL, DB2 and MS Exchange.

      Important to know about the service

      • Departments that are not part of Coordinated IT will need a storage agreement with the IT Office.
      • The server to be backed up must have a TSM client installed.
      • The owner of the server is responsible for backing up the server. The IT Office recommends the owner to check the logs to ensure that the backup was performed correctly.

      Environment and security

      • Backup servers are located in a professional data centre, which means
        • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
        • Energy efficiency compared with servers located in other environments such as offices.

      Support

      For fault reporting and support, contact IT Support.

      Prices

      • SEK 1.31/GB/month

      Ordering and delivery

      • Order BaaS by filling out the order form by creating a new helpdesk ticket on KI IT Self-Service 
      • Once the IT Office has registered the server, you will be given the password to be able to start using the service.
      • The delivery time for the service is about five working days.

      Storage and sharing

      Central storage

      Central storage involves the storage of data and files at Karolinska Institutet’s storage server. There are four different options for where to store files and data, depending upon who is to access the information: the users’ home directory (H:), the groups’ shared folders (G:), project folders (P:), and lab folders (L:).

      Who is the service suitable for?

      The service is suitable for Departments, groups and users at Karolinska Institutet. The user must be employed or affiliated with KI and have a KI ID, as well as have access rights to the respective storage area.

      Included in the service

      • The Users’ Home Directories (H:): The user’s personal storage area which only the individual user can access.
      • The groups’ shared directory (G:): Access to the folder is controlled by those who are employed or affiliated with the group. When a new person joins the group, they automatically gain access to the folder and automatically lose access when they withdraw.
      • The project folders (P:): The party placing the order can choose who is to have access to the storage area. It is not locked to groups or Departments. Project folders are suitable for collaborations and projects between groups or Departments.
        The folder's owner can set the rights for the subfolders that are created. In this case, the owner themselves is responsible for who has access rights to the folder and its subfolders.
      • Lab Folders (L:): Storage area with access from the lab networks. If you do not already have a folder on L: you can order a folder from IT Support, either for yourself or as a collaboration folder between several users.

      Important to know about the service

      • In order to use the storage areas, the user needs to have a KI ID and be authorised (have access rights) for the various types of storage area.
      • To access the storage servers, one must be connected to an internal KI network or use the VPN.
      • In order to use the service, the Department needs to have a storage agreement with the IT Office, if the Department is not part of Coordinated IT.

      Environment and security

      • The storage servers are located in a professional data centre, which means
        • Redundancy via servers in both Solna and Flemingsberg.
        • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
        • Energy efficiency compared with servers located in other environments such as offices.
      • Protection of servers with antivirus software.

      Support

      Prices

      • SEK 1.34/GB/year
      • Storage more than 70 TB per department (including S3 and KI Cloud) will be quarterly charged to the department via Companion.
      • Price and any changes in the terms and conditions are communicated at least three (3) months prior to when they become effective

      Ordering and delivery

      • Karolinska Institutet’s storage servers are available to all Departments within Coordinated IT.
      • Other Departments can access the storage by signing a storage agreement with the IT Office.
      • If you need a significant amount of storage (1 TB and up), contact IT Support before ordering to make sure there is sufficient enough space available.
      • Order central storage by emailing the order form by creating a new helpdesk ticket on KI IT Self-Service 

      KI Cloud

      KI Cloud is a cloud service where data is stored and backed up within the IT Office’s data centre. You can access your files from your desktop computer, smartphone or other mobile device or the web. You can also easily share files with colleagues at KI and with your colleagues and collaborative partners who do not work at Karolinska Institutet.

      Who is the service suitable for?

      Employees and affiliates with Karolinska Institutet have a KI Cloud account.

      Included in the service

      • Storage and sharing of data via servers managed by KI.
      • 100 GB of free storage allocated on the KI Cloud and the storage servers H:, G:, P:, L:.

      Important to know about the service

      • You will need a KI ID to be able to use the KI Cloud.
      • Data on KI Cloud is stored on KI’s own servers.

      Environment and security

      • The storage servers are located in a professional data centre, which means
        • Redundancy via servers in both Solna and Flemingsberg.
        • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
        • Energy efficiency compared with servers located in other environments such as offices.
      • Protection of servers with antivirus software.

      Support

      Prices

      • SEK 1.34/GB/year
      • Storage more than 70 TB per department (including S3 and KI Cloud) will be quarterly charged to the department via Companion.
      • Price and any changes in the terms and conditions are communicated at least three (3) months prior to when they become effective.

      Ordering and delivery

      You do not need to order KI Cloud to start using it. Log in to https://owncloud.ki.se/ with your KI ID and password to get started.

      S3 object storage

      S3 storage is a service for those who need to store large quantities of data and who can use the S3 protocol or have an instrument that uses the S3 protocol.

      You will need to assign user rights to anyone who requires access to data stored in S3, whether they work at KI or externally.

      Who is the service suitable for?

      The service is suited to the needs of research groups, departments and core facilities at Karolinska Institutet.

      What does the service include? 

      • A tenant account in KI’s S3 environment for managing S3 storage. An administrator account for one tenant for the creation of user accounts and assigning storage rights. The administrator account also creates the buckets in which objects are stored.
      • The ability to create buckets in S3 storage. In S3, a bucket is a container in which data (objects) and metadata are stored, much like a folder for files.
      • The administrator can create accounts/users for its tenant and use these to assign storage rights.
      • Accounts can be created for users within and outside KI.
      • Access to data in S3 from KI’s and other networks.

      Important to know about the service

      • You can activate version management. A copy of the file is created for each version. You then pay for the storage space taken up by the copies.
      • S3 storage is geographically redundant through mirroring between two data centres.
      • No KI ID is required to access S3 storage. The user account in the S3 tenant account is used for verification.
      • The Information Technology Office does not provide assistance in setting up S3 storage from the customer’s side.

      Environment and security

      The storage servers are located in a professional data centre, which means

      • Redundancy via servers in both Solna and Flemingsberg.
      • Physical protection, as well as cooling, uninterrupted power with UPS units and diesel.
      • Energy efficiency compared with servers located in other environments such as offices.

       Prices

      • SEK 1.34/GB/year
      • Storage more than 70 TB per department (including S3 and KI Cloud) will be quarterly charged to the department via Companion.
      • Price and any changes in the terms and conditions are communicated at least three (3) months prior to when they become effective

      Orders and delivery

      • Complete the order form and send it by creating a new helpdesk ticket on KI IT Self-Service. 
      • Lead time for lower volumes is five working days.
      • Lead time for higher volumes may be longer as the IT Office will then need to expand the system.

      Further information

      For further information on S3, see especially: Using StorageGRID, under subheadings Using tenant accounts and Implementing S3 client applications

      Managed File Transfer (MFT)

      Managed File Transfer (MFT) is a service that allows you to share data with KI staff members and those outside KI in a secure and controlled manner.

      Data uploaded to the service will remain active for 30 days, after which it will be erased.

      Who is the service suitable for?

      MFT is a service suited to the needs of research groups, departments, core facilities and other users at KI in need of sharing data with one another in a secure manner.
       

      Included in the service

      • Secure data distribution to people within or outside KI.
      • Secure receipt of data from people within or outside KI.
      • Secure login using multi-factor authentication.
      • Access via HTTPS (browser) and SFTP (application).
         

      Important to know about the service

      • MFT is not intended for storage, only for sharing data.
      • Data uploaded to MFT will remain active for 30 days, after which it will be deleted.
      • Login in to the service is via email address, password and multi-factor authentication.
         

      Environment and security

      • Servers are located in a professional data centre, which involves:
        • redundant servers located in Solna and Flemingsberg;
        • physical protection, cooling, uninterruptible power supply (UPS) and diesel generator; and
        • energy savings compared to housing servers in other environments such as offices.

      Support

      For fault reporting and support, contact IT Support.


      Prices

      The service is included in the IT fee.

      Orders and delivery

      No order is required to begin using MFT.

      EduPrint

      EduPrint is the Karolinska Institutet’s printing service.

      Who is the service suitable for?

      All employees and students who have a KI card and a KI ID can use EduPrint.

      Included in the service

      • Printing, scanning and copying.
      • Delivery and installation of printers.
      • Servicing of printers.
      • Operation and support of the printing system.
      • The service includes delivery of toner and staples to the specified delivery address, but not the installing or refilling with these.

      Important to know about the service

      • The user must have a KI ID and KI card.
      • The printer and the computer used to send the print job must be connected to KI’s network.
      • The computer sending the assignment must be a KI computer (be part of the IT Office’s Active Directory) or have the print client installed. You can also print via the web portal Papercut.

      Environment and security

      • You pay for the actual number of pages you print, which results in both cost savings and less environmental impact.
      • The supplier Ricoh specialises in printers and provides the entire infrastructure and security for the system.

      Support

      • For fault reporting and support, contact IT Support.
      • In case of physical failure of the printer, a Ricoh technician can troubleshoot on-site.
      • Toner cartridges are delivered to the specified delivery address.

      Prices

      Contact IT support for more information on printing service prices.

      Prices per print:

      • A4 black and white: SEK 0.151 
      • A4 colour: SEK 0.534
      • A3 black and white: SEK 0.290
      • A3 colour: SEK 1.067
      • Scan SEK 0.151

      Ordering and delivery

      • Order EduPrint by completing the order form and the following information by creating a new helpdesk ticket on KI IT Self-Service. 
        • Contact person at the Department (name, e-mail address and telephone no.)
        • Number of printers
        • Number of users
        • Estimated number of pages printed per user/month
        • Delivery address (building, floor, room number)
        • Number of the nearest network socket
        • Desired delivery date (no earlier than 6 weeks)
      • You will be contacted by a customer manager from the IT Office to sign a contract.
      • The delivery time for printers from the supplier Ricoh is approx. six weeks.

      Licence Management

      The IT Office orders and manages licences for programs for all of Karolinska Institutet.

      Who is the service suitable for?

      Employees and affiliates with Karolinska Institutet

      Included in the service

      • Negotiation of both new and existing software licence agreements, and maintenance of the agreements.
      • Purchase of licences from resellers/vendors specified in the agreements.
      • Distribution of licensed software programs. The user can download software from the Software Centre (PC) or Self Service (Mac), or manually with the help of IT Support or the Department’s license representative.
      • Follow-up and inventorying of licences with i.a. the Snow licence management tool.

      Important to know about the service

      The following requirements apply to use licences purchased via KI:

      • The computer on which the licence is to be used must have been purchased with KI funds.
      • The computer must have a Snow Agent installed. This is used, for among other reasons, to ensure that KI has the correct number of licences for our computers.

      It is very important that we at Karolinska Institutet comply with our license agreements with the software suppliers. Otherwise, KI exposes itself to financial risks, such as the monetary penalties and liability for damages. We also risk losing the right to use licences intended for institutions of higher education.

      Supplementary services

      The IT Office may purchase certain licences that are not presently in Wisum or another existing agreement. The user turns to the IT Support for assistance when needed.

      Support

      For fault reporting and support, contact IT Support.

      Prices

      • Prices for each respective software program can be found in the Wisum order portal.
      • The Department is invoiced two to four times/year, in arrears.

      Ordering and delivery

      The user orders the licence via the Wisum order portal and can then download the program in the Software Centre (PC) or Self Service (Mac), or manually with the assistance of IT Support or the Department’s license representative.

      More information about the service

      Office 365

      Office 365 is a subscription service from Microsoft that includes Word, Excel, PowerPoint and Outlook programs. Office 365 also includes some cloud-based services such as the OneDrive storage solution and the Teams collaboration tool.

      You can access the applications in Office 365 from both your desktop computer and mobile devices when connected. Office 365 works for both Mac, PC and mobile devices running iOS and Android.

      Who is the service suitable for?

      Employees and students with Mac, PC, iOS or Android devices can use Office 365.

      Included in the service

      • Examples of included programs:
        • Word
        • PowerPoint
        • Excel
        • Outlook
        • Teams
        • OneDrive (5 TB for employees, 1 TB for students, storage within the EU)
        • SharePoint
      • Work in the programs online and offline
      • Installation on five devices (need not be KI devices)

      Important to know about the service

      • To be able to use the tool you must have a KI ID.
      • To obtain the full potential of the tool, you must be connected. You can access the tool via portal.office.com in your web browser.

      Supplementary services

      • You can purchase tools (e.g. Visio) that are not part of the standard product range via the Wisum ordering tool.

      Environment and security

      • As an employee, you need to be able to log in with two-factor authentication (a password and code generated by an app or received via a SMS message).
      • Documents are stored in OneDrive, which is Microsoft’s file hosting cloud storage service. Data is stored within the EU.

      Support

      Prices

      The service is included in the IT fee. There is no extra charge when using Office 365.

      Ordering and delivery

      You do not need to order Office 365 as the service is included in the IT fee. You can order the tools that are not part of the standard range via Wisum.

      More information about the service

      RedCap

      RedCap is a tool for conducting web-based surveys and data analysis. The service enables real-time and/or offline data collection. After the collection, you can process, structure, analyse your data according to the needs of the project.

      Who is the service suitable for?

      RedCap is suitable for researchers who are in need of collecting data.

      Included in the service

      • Web interface to use the tool.
      • Setup and structure of project owner accounts.
      • Updates to the tool including testing of new versions.

      Important to know about the service

      • The user must have a KI ID or EduID.
      • The IT Office sets-up project owner accounts (at least two people with KI ID per Department) who can in turn set-up projects. The project owner deals with the management of the project and new users.
      • The tool is web-based.
      • Agreements are entered into by each individual Department.

      Support

      For errpr reporting, please contact IT Support.

      Prices

      • SEK 500/month.
      • SEK 0.66/per GB stored data/month.
      • Invoiced monthly.

      Ordering and delivery

      Order RedCap by filling in the order form and creating a new helpdesk ticket on KI IT Self-Service.You will be contacted by a client manager from the IT Office to sign a contract.

      Wisum

      Wisum is a web portal for ordering purchased IT products (desktop computers, computer accessories, software programs and telephony, etc.) that are paid for by KI funds.

      The Head of Department or Head of Administration appoints authorisers who certify orders for the Department.

      Umeå University manages and owns Wisum.

      Who is the service suitable for?

      Employees and affiliates with Karolinska Institutet can use Wisum.

      Included in the service

      • Operation and management of the order portal via Umeå University.
      • Procurement of contracts for products in the order portal.

      Important to know about the service

      • All employees at KI with KI ID can access the web portal via a web browser.

      Support

      For fault reporting and support, contact IT Support. Examples of support include supporting employees when purchasing our standard desktop computers or sales support and recommendations for products that are not part of the standard offering.

      Environment and security

      • Standard desktop computers in Wisum are environmentally certified.
      • Employees must have a KI ID to access the service.

      Prices

      The service is included in the IT fee. There is no extra charge when using Wisum.

      Ordering and delivery

      You do not need to order Wisum. Anyone with KI ID can log in.

      Telephony

      Mobile Extension (MEX)

      A mobile extension (MEX) is an extension in the Karolinska Institutet’s switchboard that is connected to a mobile phone. With a mobile extension, you get an extension number, mobile subscription including call costs within Sweden and abroad, digital telephone operator function and referral facility at a fixed price.

      Who is the service suitable for?

      A mobile extension is suitable for employees at Karolinska Institutet.

      Included in the service

      • Extension 08-524 8x xxx.
      • Mobile phone subscription.
      • Free calls within Sweden and from Sweden to abroad.
      • Free SMS and MMS to Swedish subscriptions in Sweden and outside Sweden but within the EU/EEA.
      • Surf packages in various amounts within Sweden.
      • Switchboard Operator.
      • Voice mailbox and notification via e-mail or SMS.
      • Manual reference.
      • Automatic reference via voice control.
      • Reference via the web in the CMG Web system.
      • Digital telephone operator (looks for and connects to employees within the University via telephoning 88 888).
      • Conference call service in CMG Web.

      Important to know about the service

      • By default, roaming is disabled (blocked).
      • Surfing charged per MB is turned off.
      • When you are abroad, the subscription works as a standalone subscription and other prices apply, refer to the price list.

      Supplementary services

      • Removal of the roaming block.
      • Change of call category to be able to telephone abroad.
      • Additional data SIM (an extra SIM card that shares the main subscription’s surfing data allowance, see more information about the service under “Additional data SIM”).
      • Additional data allowance for surfing package if the monthly data allowance is fully used (if you need to purchase an additional surfing package more often than once, increase the subscription’s regular surfing data allowance instead).

      Support

      For fault reporting and support, contact IT Support. Examples of support:

      • Troubleshooting of an extension or mobile number.
      • Suspend or activate a SIM card.
      • Questions about surfing data allowance, Wi-Fi, referral, e-mail in your mobile, voicemail, conference call service, etc.

      Prices

      • For the subscription costs and the various surfing data allowance levels, refer to the price list.
      • When you are abroad, the prices apply to a standalone subscription, (see under calls/SMS/mms/surfing abroad in the price list).
      • The fee for the service will be charged once per month. The Telephony Administrator at the Department registers the project number in the Companion billing system.

      Ordering and delivery

      The Telephony Administrator at the Department orders a mobile extension (MEX) in Wisum. The Departments purchase their own mobile phone (or other device) in Wisum.

      The removal of the block on roaming is ordered by the Telephony Administrator from IT Support.

      Device Extension

      A device extension is an additional desk phone that is connected to an existing telephone subscription. The desk phone can be connected to various types of subscriptions (fixed extension or MEX mobile extension).

      Who is the service suitable for?

      The device extension service is suitable for employees and affiliates with Karolinska Institutet who want to connect an additional desk phone to an existing MEX mobile extension.

      Included in the service

      • Connecting an additional desk phone to the existing subscription.
      • You can borrow a standard telephone from the IT Office. If necessary, contact IT Support for another phone or device to ensure it works in KI’s switchboard. Then you order the phone yourself in the purchasing portal Wisum.

      Important to know about the service

      • When someone calls the subscription number, it rings on both devices at the same time.
      • For outgoing calls, the call is displayed on both devices.

      Support

      For fault reporting and support, contact IT Support.

      Prices

      • SEK 50/month.
      • The service will be invoiced once a month. The Department’s Telephony Administrator registers the project number in the Companion billing system.

      Ordering

      Contact the Telephony Administrator at your Department, who will then order the device extension in Wisum.

      Additional data SIM

      The additional data SIM service is an extra SIM card linked to a main subscription. You can add an additional data SIM to a standalone mobile subscription, mobile extension or mobile broadband.

      Who is the service suitable for?

      An additional data SIM is suitable for employees and affiliates at Karolinska Institutet, who want to be able to surf the Internet from more than one individual device.

      Included in the service

      • An additional SIM card that shares the main subscription’s surfing data allowance.

      Support

      For fault reporting and support, contact IT Support. Examples of support include exchanging or activating a SIM card.

      Prices

      • SEK 50/month.
      • The fee for the service will be charged once per month. The Telephony Administrator at the Department registers the project number in the Companion billing system.

      Ordering

      Contact the Telephony Administrator at your Department, who then orders the SIM card in Wisum.

      Landline telephone

      The landline telephone service is an extension to Karolinska Institutet’s switchboard with a stationary telephone. The service offers a telephony solution with extension number, switchboard and telephone traffic at a fixed price.

      Who is the service suitable for?

      The landline telephone service is suitable for employees and affiliates with Karolinska Institutet who need a stationary telephone, such as labs and receptions.

      Included in a subscription/extension

      • Extension 08-524 8xx xx
      • Free calls within Sweden and from Sweden to abroad
      • Voice mailbox and notification via e-mail or SMS
      • Manual transferring
      • Automatic transferring controlled via voice
      • Transferring via the web in the CMG Web system
      • Digital telephone operator (searches for and connects to employees within the University by telephoning 88 888)
      • Switchboard Operator
      • Conference call service in CMG Web
      • Loan of standard telephone during the time for the conference call

      Supplementary services

      Ability to call abroad. The Telephony Administrator at the Department orders the service from IT Support.

      Support

      For fault reporting and support, contact IT Support. Examples of support: connection troubleshooting, referral questions, voicemail, conference call service, etc.

      Prices

      • SEK 130/month.
      • The service will be invoiced once a month. The Department’s Telephony Administrator registers project numbers and accounts in the Companion billing system.

      Ordering and delivery

      The Telephony Administrator at the Department orders the landline telephone service in Wisum.

      Fax service

      With the fax service, you can send and receive faxes via e-mail.

      Who is the service suitable for?

      The fax service is suitable for employees at Karolinska Institutet who need to be able to send and receive faxes.

      Included in the service

      • The sending and receiving of faxes via e-mail (attachment as a PDF or TIF).
      • The service converts the text of the e-mail and attachments to a fax.
      • Fax number. You can also connect an existing fax number to the service.

      Supplementary services

      The service is available with or without encryption (TLS) for sensitive content.

      Support

      For fault reporting and support, contact IT Support.

      Environment and security

      • Faxes are temporarily stored only during the delivery.
      • Full traceability and encrypted information.

      Prices

      • Connection cost (one-time cost): SEK 49
      • SEK 195/month (max. 1,000 pages).
      • SEK 0.99 for each page over 1,000 pages.
      • Encryption (TLS)
        • SEK 499 one-time set-up charge
        • SEK 39/month supplement
      • Notice period for cancellation - 3 months

      Ordering and delivery

      Send the following information by creating a new helpdesk ticket on KI IT Self-Service.

      • The e-mail address which the fax number is to be linked to.
      • Existing fax number, otherwise a new number will be set up.
      • ZZ code for invoicing.

      Once the e-mail account is paired with a fax number, it will take about one hour before the service is functioning.

      Mobile Broadband

      With a mobile broadband, you can connect to the network wherever mobile coverage is.

      Who is the service suitable for?

      Mobile broadband is suitable for employees who need to connect to the network from outside the Karolinska Institutet’s campus.

      Included in the service

      • A subscription with SIM card and associated mobile number.

      Important to know about the service

      • By default when ordering, all subscriptions are open for roaming.
      • By default, surfing charged per MB is turned off.
      • In order to use the service, the computer must have space for a SIM card. Alternatively, use a dongle or a mobile hot spot. You will find recommended products in Wisum.

      Supplementary services

      • For M2M applications you can order to a fixed IP address at no extra cost.
      • Additional data SIM that shares the main subscription’s surfing data allowance. Read more under “additional data SIM.”

      Support

      For fault reporting and support, contact IT Support. Examples of support are troubleshooting subscriptions and SIM cards, changing or activating a SIM card, as well as questions about surfing data allowance and Wi-Fi.

      Prices

      For the subscription costs and the various surfing data allowance levels, refer to the price list.

      Ordering and delivery

      SMS service

      With the SMS service you can send a SMS to one or more recipients using the SMS Connect system.

      Who is the service suitable for?

      The SMS service is suitable for employees at Karolinska Institutet who want to send out SMS messages to one or more groups inside and outside of KI.

      Included in the service

      • Transmission of SMS messages to one or more contacts/groups.
      • Immediate or scheduled transmission of messages (up to 5 years in the future), as well as recurring SMS.
      • History of SMS text messages sent a month back in time.
      • Delivery status for sent SMS messages.
      • Support for Unicode and Flash.
      • Load recipients from an address book or list of numbers.

      Important to know about the service

      • You can reach the service via the smsteknik.se website

      Supplementary services

      • Virtual response number.
      • Link responses in SMS Connect’s inbox to an e-mail address or URL.
      • Easy registration and unsubscribe for sending out news.

      Support

      For questions regarding the SMS service, contact SMS Teknik’s support Mon-Fri 08:00-17:00, info@smsteknik.se, 0524-103 50.

      For questions regarding an order, you can also contact IT Support.

      Prices

      • SMS Connect sub-account: SEK 69 per month
      • Virtual Number: SEK 25 per month
      • Outgoing SMS: SEK 0.49/SMS
      • Incoming SMS: SEK 0/SMS
      • Subscriptions are invoiced 3 months in advance on the specified ZZ code. SMS messages sent will be invoiced the following month.

      Ordering and delivery

      1. Fill out the order form and send it to info@smsteknik.se.
      2. The account is set up as a sub-account to Karolinska Institutet, customer number 8337.
      3. Once the account is set up, you will receive a notification to the e-mail address that you specified in the order form.

      More information about the service

      More information about the service can be found at smsteknik.se.

      Conference calling

      With the conference call service, you can set up a conference call from your own extension using the Inconference system.

      Who is the service suitable for?

      The conference call service is suitable for employees at Karolinska Institutet who have an extension in the switchboard and want to set up a conference call.

      Included in the service

      • Possibility to set up a conference call.

      Important to know about the service

      • The conference call service is included in the mobile extension (MEX) and landline telephone services.
      • Log in with KI ID at https://cmg.ki.se.

      Environment and security

      Holding conference calls can reduce the need for travel and can thus have a positive environmental impact.

      Support

      For fault reporting and support, contact IT Support. Examples of support are checking login information and guidance in the system.

      Prices

      The cost of conference calls is included in the subscription cost for mobile extensions (MEX) and fixed extensions, refer to the price list.

      Ordering and delivery

      The service is included in the subscription cost for mobile and fixed extensions in the Karolinska Institutet’s switchboard and does not need to be ordered. Log in to CMG Web to set up a conference call.

      Trio Contact Centre

      A contact centre connects incoming calls during opening hours to telephones that are logged into the service.

      Who is the service suitable for?

      A contact centre is suitable for those Departments or Divisions at Karolinska Institutet that need a specific entry number where several people can answer at the same time.

      Included in the service

      • Set of input numbers and configuration of the service.
      • Login and access rights of responding persons (agents).
      • Speak the response message and exception messages.

      Important to know about the service

      • You can download Trio from Software Centre or Self Service.
      • You will receive login information from IT Support.
      • Trio is also available as a mobile app and web app.

      Supplementary services

      • Statistics.
      • Spoken questionnaire.
      • Recording of telephone conversations.

      Support

      For fault reporting and support, contact IT Support. Examples of support:

      • Add new agents to the service.
      • Change of schedules.
      • Modification/recording of greeting and closed messages.
      • Temporary exception messages.
      • Changing parameters in the system, such as number of people waiting or waiting time.

      Prices

      • The price depends upon how many agents are logged in at the same time. A licence for a simultaneously logged in agent costs SEK 900 per month.
      • The charges for the service will be invoiced once a month.

      Ordering and delivery

      The Telephony Administrator orders the Trio Contact Centre from IT Support.

      Virtual extension

      A virtual extension is an extension in the switchboard that is not connected to an actual physical telephone.

      Who is the service suitable for?

      A virtual extension is suitable for employees at Karolinska Institutet who need an extension number for, for example, group numbers or alarms.

      Included in the service

      • A virtual extension that is redirected to a particular position or group number.
      • To add members to any group number.

      Support

      For fault reporting and support, contact IT Support.

      Prices

      • SEK 50 per month.
      • The fee for the service will be charged once per month.

      Ordering and delivery

      The Telephony Administrator at the Department can order a virtual extension in Wisum.

      020 number

      A 020 number is a number that can be called for free. The number is linked to an existing number.

      Who is the service suitable for?

      020 numbers are suitable for groups, divisions and departments at Karolinska Institutet that need an incoming number that is free to call.

      Important to know about the service

      • The number cannot be reached from abroad.
      • The number holder pays the call cost.
      • The cost is depending on number the 020 number is linked to, e.g. additional costs for international calls are added if the receiving number is a foreign number.

      Support

      For fault reporting and support, contact IT support.

      Prices

      • One-off cost for set up: SEK 1000
      • SEK 1000 / quarter plus call cost for incoming calls.
      • The cost is charged via the ZZ code.

      Ordering and delivery

      The telephony administrator at the department orders the number service from IT Support.