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TEBS

To all Telecommunications Coordinators:

Reminder: telecommunications moratorium period is June 21 – July 7 VITA is planning to go live with the new telecommunications expense (management) and billing solution the week of July 10. The final paper bills from the current system will be mailed June 22. All future invoices will be emailed to the agency billing contact, and users will be able to log into the TEBS system for billing details. More information about logins to the system will be provided in the near future.

To familiarize yourself with TEBS, three training courses are available on the COV Learning Center (COVLC). Courses can be found by searching for “TEBS” on the COVLC homepage. Each course consists of a short video followed by a guided hands-on experience, and should take approximately 20 minutes to complete. All telecommunications and billing coordinators are strongly encouraged to take each course.

As a reminder, a moratorium period began on June 21 and run through July 7. During this time, telecommunications coordinators are asked to hold orders for telecommunications services. Only emergency orders will be processed during the moratorium period. All 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.

If you have any questions regarding the moratorium period or emergency orders, please contact Kristin.Swynford@vita.virginia.gov and copy your CAM.

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.

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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