VITA's Next Generation Telecommunications Program
Empowering the Commonwealth to achieve more through innovative, efficient and secure technology
VITA is in the process of launching an improved next generation telecommunications expense management system (NextGen TEMS). The NextGen TEMS will eventually replace the existing telecommunications expense billing system (TEBS) and provide essential improvements to our telecommunications services.
We have identified a more efficient, effective and innovative way to improve VITA's services while adding new functionality to enhance our customers’ experience. Project goals include:
- Next level of modern, efficient and effective delivery of managed telecommunications services
- Provide a level of consumption and cost transparency currently not available in TEBS
- Reporting system with customizable drill-down capabilities
- Information and processes that empower agencies to optimize telecommunications consumption and cost
- Improve customer experience
Enhancing the customer experience
Telecommunications procurement, services and expense management are critical solutions that our agency partners depend upon to serve the citizens of the Commonwealth and meet their mission-critical goals. NextGen TEMS promotes greater efficiency, transparency, enhances service delivery, reporting and seeks to improve the customer experience.
Read more by clicking on the tabs and check back often for updates to the project.
Training and demonstration opportunities
Coming soon - NextGen TEMS training
Training and demonstration opportunities on the NextGen TEMS application will be made available prior to the launch of the new system. Please continue to visit this page for announcements and read our frequently asked questions (FAQs) for a project overview.
Supporting agencies and customers
Key functionality for customers
Calero.com will provide NextGen TEMS customers with training in key functionalities:
- Reporting is significantly expanded through the use of PowerBI and standard reports
- Ordering services and devices from the catalog
- Rebilling is a custom function being built specifically for VITA and our customers
- Dispute resolution with vendors and carriers, supported by Calero.com
NextGen TEMS presentations
Meeting presentations and project overviews
The following are presentations and project overviews that have been shared with various customer outlets. Please check back for new materials.
- NextGen TEMS program update - (AITR meeting Sept. 2023)
Future communications and project updates
Add our email to your contacts!
VITA is committed to ensuring our customers' success and helping everyone successfully transition to the NextGen TEMS. An essential resource for customers is using change agents to provide support, information and help facilitate feedback for the VITA project team. These change agents meet monthly and have a regular Teams chat where they provide feedback and share information immediately with the team. VITA's customer account managers (CAMs) are among the change agents available to help customers get more information about the NextGen TEMS. Please add our NextGen TEMS project email to your contacts: NEXTGENTEMS@vita.virginia.gov, to receive future communications, meeting invitations, training information and for details as we approach the go-live date of the new Calero system.
Update on TEBS ordering freeze
TEBS ordering freeze has been rescinded
The telecommunications expense billing system (TEBS) ordering freeze is being rescinded. The freeze was originally planned for Nov. 13 - 30, 2023. Customers should continue to place orders until a new freeze date is announced. We will send follow-up communications with the new freeze dates, and if necessary, any additional information regarding the TEMS launch as soon as new developments become available. If you have any questions, please contact your customer account manager (CAM).
FAQs
Telecommunications is a key service area for VITA, but the current system lacks the data and reporting capabilities VITA needs to manage its telecommunications business effectively and efficiently.
VITA is focused on the future, and thus the path for NextGen TEMS was born. With a more efficient, effective delivery of TEMS, VITA will enable its customers to achieve their respective missions in serving the people of the Commonwealth of Virginia.
Groups identified that will be impacted:
- Agencies and localities: The new TEMS will offer our agency and locality customers improvements in procurement, billing management and the rebilling process. These changes will allow for a better interface, increased analytics and the ability to gain more insight into the customer’s telecom expenses.
- Vendors: The TEMS will allow for more streamlined and straightforward procurement and invoicing. The modern system will ensure vendors can continue providing services to the Commonwealth while enjoying increased efficiency.
- VITA staff: VITA leadership and department managers are working to define roles and responsibilities while implementing changes to ensure VITA staff is aligned with new systems and processes.
VITA partnered with KPMG over a year ago to begin the research, assessments and recommendations to upgrade the current telecommunications expense and billing system (TEBS) to better serve our customers.
The data clearly shows moving to the next generation TEMS, with managed services by Calero.com, was the best option for providing many upgrades and capabilities we do not currently have with TEBS.
VITA’s change management team is actively involved in this project and will ensure all groups affected by this upgrade will receive timely communications. They will evaluate changes to groups of customers, how changes may impact them and develop training programs and documentation that will help all affected navigate the upcoming workforce changes.
TEBS - Our current system, telecommunications expense and billing system (TEBS)
- Serves over 800 state and locality customers, including higher education institutions
- Has capability and reporting limitations
- Lacks the system capabilities to perform at the level VITA desires
- System nearing end of life
TEMS - Next generation, telecommunications expense management system (TEMS)
- Continue to serve over 800 state and locality customers, including higher education institutions
- Next level of modern, efficient and effective delivery of managed telecom services
- Provide a level of transparency currently not available in TEBS
- Reporting system with customizable drill-down capabilities
- Information that empowers agencies to optimize telecom consumption and cost
- Improve customer experience
VITA is committed to ensuring our customers' success and helping everyone successfully transition to the NextGen TEMS. Please subscribe to our and add our NextGen TEMS project email to your contacts: NEXTGENTEMS@vita.virginia.gov, to receive future communications, meeting invitations, training information and for details as we approach the go-live date of the new Calero system.