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TEBS

To all Telecommunications Coordinators: (updated July 11, 2017)

Two question-and-answer sessions will be conducted this week in anticipation of the launch of the telecommunications expense (management) and billing system (TEBS).

The sessions will be held July 12 from 9 a.m. – noon, and July 13 from 1– 4 p.m. via conference call. The conference phone number for both sessions is 866-842-5779, conference ID code 5421588933. When calling in to the conference line, coordinators should state their name, their agency and question.

Sessions are open to all telecommunications coordinators. Prior to attending the sessions, telecommunications coordinators are encouraged to take the three TEBS training courses available as links on the TEBS homepage (access the courses below under TEBS Training): Simple work order, TEBS navigation and TEBS reporting. The training courses can also be found on the COV Learning Center (COVLC) by searching for “TEBS” on the  COVLC homepage. The courses consists of a video and hands-on walk-through, and should take approximately 20 minutes to complete.

Additionally, the Stop Order moratorium period has been extended until go-live. We will announce the end of the moratorium once a specific go-live date is determined. During the moratorium, we are asking telecommunications coordinators to hold and not send orders for telecommunications services. We will only process emergency orders during this time. Any emergency orders will require a business case to be submitted. Requests and business cases should be sent to Linda.Brown@itp.vita.virginia.gov.

Please note all emergency orders and business cases are subject to review, and are not guaranteed approval. Once live, telecommunications coordinators will use TEBS to submit orders directly. If you have any questions regarding the moratorium period or emergency orders, please contact  Kathey.Stone@vita.virginia.gov and copy your customer account manager.


Project Status

The telecommunications expense (management) and billing solution (TEBS) project is in the execution phase. Development and testing of interfaces to other systems is complete. End-to-end testing will be complete soon. Training for customers is being finalized, and dates will be scheduled following the completion of testing. The current plan is to go live in the third quarter of 2017, pending no additional delays. Please check this site often as communication to users will increase as we are closer to go live. Communication of important information will be posted frequently beginning in early June.

Implementation will streamline processes, reduce paper handling and improve customer service to VITA's 800 telecommunications services customers, which include state agencies, institutions of higher education and participating localities. TEBS will replace a legacy telecommunications inventory billing system and a vendor invoice, payment and reconciliation application while delivering bills electronically.

Updated TEBS Information

The following documents are changes and updates for telecommunications coordinators, effective with the launch of TEBS. The documents provide updated terms and Simple Work Order information.

Changing vocabulary

Simple Work Order (SWO) - For User field

TEBS Training

The following training courses are designed to get users familiar with the TEBS layout and functions. Each course consists of a video and a hands-on walk-through, and should take approximately 20 minutes to complete.

Survey Results

In April, many of VITA's telecommunications services customers participated in the customer survey regarding their organization's satisfaction with the delivery of services. The survey results are available here.

Future State Processes

VITA process owners with Telesoft have identified the future state of the major telecommunications services offered. The future state workflow diagrams for the Ordering, Rebilling and Reconciliation processes will clarify how the business processes will work once TEBS is implemented.

Telco Services

Telecommunications services provided by VITA to its 800 customers within the Commonwealth of Virginia include:

  • Sourcing (procurement and management of state-wide telecommunications contracts)

  • Ordering and provisioning (service catalog management)

  • Asset inventory and asset management

  • Usage management (validation and optimization)

  • Vendor invoice management (carrier invoice receipt and reconciliation, VITA-carrier dispute resolution, accounts payable and VITA cost allocations)

  • Customer support

  • Consolidated rebilling to customers (accounts receivable, customer billing and customer- VITA dispute resolution)

  • Reporting

VITA, in its role as a reseller of wire-line and wireless services, provides customer value through:

  • A wide array of services and products

  • Negotiating statewide contracts resulting in the lowest possible rates and eliminating the need for time-consuming procurement activities

  • Vendor management regarding customer order fulfillment

  • Reconciliation and correction of carrier charges on the customer's behalf

  • A consolidated telecommunications invoice for charges from all carriers

Project Benefits

The goal of the TEBS project is to replace legacy systems and retain current functionality while providing the following additional benefits:

  • Improved customer ordering – Better online product/service information, system prompts and "help," online order status checking

  • Integrated dispute processing – Simplifies the dispute resolution process

  • Less paper handling – Reduces and/or eliminates paper invoices

  • Easier access to bill detail – Allows online access to monthly telephone bills with full drill-down capability to the lowest level of call detail

  • Increased support of customer cost allocation and asset management – Customers can access/download extracts of their data

  • Enhanced reporting – Enables customer "self-service" capabilities

Contact Us

For questions and assistance, please contact:

Vickie Hinton
TEBS Project Customer Account Manager
(804) 416-6857
vickie.hinton@vita.virginia.gov

Susan Cousins
TEBS Project Manager
(804) 339-1643
susan.cousins@vita.virginia.gov

 

VITA Customer Care Center (VCCC): (866) 637-8482
Virginia Information Technologies Agency
11751 Meadowville Lane Chester, VA 23836
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