VITA's Next Generation Telecommunications System
Overview
Empowering the Commonwealth to achieve more through innovative, efficient and secure technology
VITA has launched a new, modern next generation telecommunications expense management system (NextGen TEMS). This new platform replaces the previous telecommunications expense billing system (TEBS) and delivers essential improvements to our telecommunications services.
We have implemented a more efficient, effective and innovative way to improve VITA's services while adding new functionality to enhance our customers’ experience. Key benefits of the new system include:
- A modern, efficient and effective platform for delivering managed telecommunications services
- Greater transparency into telecommunications consumption and costs than previously available in TEBS
- A robust reporting system with customizable drill-down capabilities
- Information and processes that empower agencies to optimize telecommunications consumption and costs
- An improved overall customer experience
Enhancing the customer experience
Key Resources
Read more by clicking on the tabs for updates, training and presentations. Check back often for updates.
TEMS open office hours available for users
VITA and Calero will host open office hours following the launch of the new system. Agency users are encouraged to attend to ask questions, address any issues or receive assistance. Calero subject matter experts will be available to provide support. Please place these meetings on your calendars and participate in whichever sessions you choose.
- Tuesday, May 5 from 11 a.m.-noon.
- Thursday, May 7 from 3–4 p.m.
- Tuesday, May 12 from 11 a.m.-noon.
- Thursday, May 14 from 3–4 p.m.
Training and demonstration opportunities
Registration open - NextGen TEMS training
VITA and the new telecommunication expense management supplier, Calero, will host multiple virtual training sessions for each module. Customers only need to attend a single training for each module unless they choose to attend more. Modules include general navigation, wireline provisioning, mobility provisioning, rebill process overview and analytics tool training. Visit the registration link for a complete listing of modules, dates and times.
Registration is required. A Teams meeting invitation will follow your registration.
Training modules will be recorded and shared on the VITA website. It is important for our customers to register and attend the training to ensure they are fully prepared for go‑live.
NextGen TEMS training modules
Available NextGen TEMS training modules
NextGen TEMS user guides
View featured user guides (pdf format) to review step-by-step instructions on how to use the new TEMS platform:
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.
User Access Information
User Access Requests
Login options
Depending on your email domain, you will log in using one of two authentication paths:
1. Users with a virginia.gov email address
Okta users can login using the single sign-on (SSO) login button on the TEMS login page, or by selecting the Calero tile on their Okta dashboard at okta.virginia.com.
2. Users without a virginia.gov email address
Use the Forgot Password button on the login screen to retrieve your initial password. Then sign in with your email address and the new password.
Need help?
If you experience issues accessing the system, please contact the appropriate support group:
- Traditional log in issues (email/password): NEXTGENTEMS@vita.virginia.gov
- Okta/SSO issues: Contact the VITA customer care center (VCCC)
If you have questions about past due balances, please contact accounts receivable at AR@vita.virginia.gov or (804) 968-0130. If you have other billing questions for NextGen TEMs team, please contact NEXTGENTEMS@vita.virginia.gov or (804) 968-0132.
Contact information
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 Commonwealth technology strategic partners (CTSPs) are among the change agents available to help customers get more information about the NextGen TEMS.
Please subscribe to our mailing list 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.
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.
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.
Training and resource documents above outline the new features and key functionalities for customers, including:
- 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
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
Downloads are available to access for seven days. It is recommended that users save any files they may want to reference longer.
In TEMS, the VITA surcharge is not incorporated into the published service rates. Customers will see only the vendor’s service cost displayed. The VITA surcharge will be assessed and presented as a separate line item on the Rebill.
Some organizations have 7-digit bill payer/customer numbers (i.e., 7199001) while others have only 4 (i.e., 0701). In TEBS, the 4-digit organizations were able to establish a 3-digit sub-activity code (ex 0701000). Organizations with 7-digit codes were not.
The Calero application requires cost centers to be built with an Org code + Activity code. Organizations that previously had a 7-digit agency code, now have 10-digit cost centers. The last 3 digits default to the last 3 digits of the 7-digit org code. These customer organizations can now establish additional activity codes from 000-999 to build additional Cost Centers. They can assign assets and inventoried assets to any of their Cost Centers once established.
No, we encourage users to refer to the user guide to determine values that are required as these may vary based on the order ticket type.
Users associated with a cost center can see their carbon copied (cc:) user's order details. All team members should have the ability to follow up on orders.
No. The carrier doesn't know the fee is until they ship out the device so additional charges for priority shipping will not be displayed at the time of order.
Ordering catalogs will be updated monthly with data the carrier provides. Devices that are found to have gone end of life/no longer offered, in between updates, will be removed as they are identified.
Yes, the act on behalf of will be in place until you hit the Return button, to return to your own profile, or you select a different cost center to act on behalf of. The feature will automatically be removed when the user logs out of TEMS. Note: The session will timeout after 30 minutes of inactivity.
Yes. Go into Ticket Details and add a comment requesting cancelation. Note: Most mobility orders are immediately processed by the carrier, as soon as they are received. If the cancelation can't be processed in time, Calero will assist in processing a return and/or service change to undo the previous request.
You will submit a Wireless Consulting ticket if you are moving from Cost Center 0100101 to 0100600.
There is a Phone Number Reassignment option in the Help Desk Request Type drop-down. Please include all details in the description box, including the Cost Center the line needs to be moved to.
Adding a new Cost Center under your existing bill payer would require a request via communications ticket in the TEMS application.
No, all disputes must be submitted in TEMS; emailed disputes will no longer be accepted to ensure proper documentation exists within the tool.
Customers may use the bulk order option for quantities greater than five, though it is not required. A bulk order can also include items from multiple vendors.