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Telecommunications Infrastructure Bundle

Effective July 1, 2009, ITS Telecommunications is pleased to announce a consolidation of core telecommunications services (lines, line appearances, sets and long distance) to form a “Telecommunications Infrastructure Bundle” service.  This bundled service will replace detailed billing for these items, including long distance, eliminating approximately 186,000 annual transactions formerly billed at the detailed account (PTAEO) level for each of the separate services.  The goal is to simplify the telecommunications cost recovery process by eliminating thousands of annual transactions, and simplify and reduce the transaction review and reconciliation process for departments.

The methodology used to allocate costs is similar to the existing “ITS FTE Bundle”, which includes network access, email, service desk, information security and anti-virus.  The job classifications used to define the FTE base for the Telecommunications Infrastructure Bundle include Clerical & Technical, Faculty, and Managerial & Professional staff.

• Learn more by reading the Telecommunications Infrastructure Bundle FAQ.
• Telecom & network service rates

Quick Facts: What’s changing in July 2009?

Telecommunications will no longer charge monthly recurring transactions for the following services:

• Telephone lines
• Line appearances (additional lines)
• Telephone Sets
• Long distance toll calls (domestic and international)

The above broad-based services will be bundled into a single FTE rate:

• Bundled charging for departments, programs and schools on the central campus will occur on a quarterly basis
• Bundled charging for School of Medicine departments will occur on a monthly basis using BMS (YSM departments will receive additional information regarding the monthly billing process)

Telecom order process changes:

• START will no longer require monthly recurring charge PTAEO’s for Calling Cards and TANS 
• START will continue to require monthly recurring PTAEO’s for Lines, Line Appearances, and Sets due to other non-bundled services that may be ordered through the START telephone services option

Department reporting changes:

• Telecom monthly billing detail for the bundled services will stop, but historical detail information will remain available in the Data Warehouse Portal “ISP” folder
• DWH Detail Transaction reports (including the Account Holder Report) will no longer include billing detail for the bundled services

What’s not changing?

• Telecom services will be continued to be ordered using START.
• One-time installation charges will continue to be billed for lines, line appearances, sets and other services.
• Telecom and Data Warehouse reports will continue to show detail for services not included in the Telecommunications Infrastructure Bundle.
• Cell Phones are not part of the bundle and will continue to be billed on a monthly basis.
• Other Telecom Services not included in the bundle (such as Pagers, Voice Mail Trees, Caller Id, Directory Listings, Answering Service, Symposium, Fiber, Circuits, IDVR) will continue to be charged on a monthly recurring basis.

Is long-distance dialing impacted?

No. You will continue to use your Toll Authorization Number (TAN) as you do today, however there will be no monthly usage charges and no monthly Toll Call Detail reports to review and distribute.  Telecommunications will be monitoring long distance usage at the institutional level and will screen for any unusual activity or potential abuse.

What is the FTE rate?

The FY10 annual rate will be $468 ($39 per month) per FTE. This rate reflects a 7.5% reduction in the overall costs for the bundled services in accordance with budget guidelines.

How will the financial transition to FTE-based charging be managed?

In collaboration with the Budget Office, a financial summary is being prepared for each operating unit.  This information will include:

• Actual charging information under the current detail service billing model
• Estimated future charging information under the bundled FTE-based methodology
• C&T, M&P, and Faculty FTEs
• Template for establishing FTE charging instructions

We will meet with each operating unit during July 2009 to assist in the transition from the current billing process to the new FTE-based methodology.  The goal of the financial transition will be to significantly reduce the number of departmental PTAEO’s charged for the bundled service while maintaining fund-charging profiles consistent with FY2009 where appropriate.