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VITA Finance: The transitional VDN

Platform billing process

Finance Webinar

August, 2019

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Introduction

Thank you for joining today’s webinar. During this session, we aim to discuss the following key impacts to agencies:

• The changes in VITA’s billing structure

• The need to transition off of the current VITA billing systems:

• Systems lacked flexibility, functionality and spend transparency that agencies have requested to manage their business needs

• What you can expect during this transitional period; billing timing changes, training offered and resources available to you

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Agenda

Background & Billing Change Overview

Transitional Bill Demonstration

Dispute Process

The ITFM System

Support Available

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Transformation of Chargeback Rates

• Fiscal year 2020 (started July 1) is a transformation to VITA’s chargeback rates and will be refined each fiscal year

• VITA must implement new chargeback rates to align with new IT services and associated costs

• Enable customers to manage their own IT consumption of services and associated IT budgets

• VITA’s chargeback strategy seeks to achieve the following, to the greatest extent possible:

– Flexibility

– Transparency

– Predictability

– Manageability

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Legacy NG Voice & Data Network

NG WAN (1.5M-150M)

CPE Use (Router)

Managed WAN

PIP Port (TDM, Ethernet)

Access (TDM, Ethernet)

CPE Use (Router)

Gold CAR (VOIP sites only)

WAN Activation (NRC)

LAN Port CPE Use (Switch)

Managed LAN

LAN Activation (NRC)

WAP (Wireless LAN)

Wireless LAN CPE (WAP)

Managed WLAN

WLAN Activation (NRC)

Legacy NG Voice & Data Network

UCAAS RU CPE - phone

UCCaaS Seat Charge

Long distance (usage based)

IP Toll Free (Option)

CHVS phone RU Phone - VCE

VCE Station (Standard or Premium)

Long distance (usage based)

ERCS CPE Use (Router)

Secure Gateway - RRO

WebEx WebEx

ReservationlessAudio Conferencing Instant Meeting

VCC VCC

IP Toll Free (option)

New VDN Services

Secure Cloud Interconnect (SCI)

Distributed Denial of Service (DDOS)

Upcoming VDN Services

Software Defined Networking (SDN)

Voice & Data Services: Old & NewThe new Voice & Data Network provider is bringing a variety of new and unbundled services

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Transformation of Chargeback Rates

Legacy NGVoice & Data

Network

15 RUs 97 RUs

NG WAN (1.5M-150M)

CPE Use (Router)

Managed WAN

PIP Port (TDM, Ethernet)

Access (TDM, Ethernet)

CPE Use (Router)

Gold CAR (VOIP sites only)

WAN Activation (NRC)

• Previously, chargeback rates were bundled. With the shift to a multisupplier model, we have unbundled our rates to provide visibility and purchase flexibility into agency charges

• In the chargeback rates sheet, we can see how WAN services have been expanded from 15 RUs to 97, displaying more options for PIP port, gold access card, and Ethernet

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Billing Changes• Each month, agencies received four or more different, function-

specific, bills from VITA (Mainframe, Telecommunications, Comprehensive, and Miscellaneous bills).

• Mainframe, Comprehensive, and the miscellaneous services were migrated to the ITFM platform in July

• Voice and Data Network platform services will be migrated out of TEBS and billed separately while the MSI team configures ITFM to support this invoice

• With this transition, TEBS will no longer be the billing “system of truth”. The configuration management database (CMDB), a database within the new multisourcing model, will now be the system of truth for VDN platform services.

• TEBS will continue to be the billing system for non-platform Voice and Data Network services (i.e. cellular, broadband, VITANet, and legacy voice services)

Mainframe

Comp.

Phase 1

Phase 2 Date TBD

ITFM

Consolidated Bill

Misc.

Telco.VDN

Telco.Other*

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The Transitional VDN Platform Bill Process– Bill Delivery

• Customers will receive all content via e-mail from VDNBilling@vita.virginia.gov

• The first bill will be distributed during the week of Aug. 15

– Bill Content

• PDF Invoice (Current Month Charges and Adjustments)

• PDF Charges Detail (Volumes and Charges by VDN Service)

• Excel Billable Volumes Detail (Detailed description of billable items by Service)

– Bill Payment

• Payment process will remain the same and customers will continue to have 30 days to pay

– Bill Questions

• Any questions can be sent to the VDN transition billing team: VDNbilling@vita.virginia.gov

– Bill Disputes

• Any disputes should be submitted via the VITA Service Catalog

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Transitional VDN Platform Bill – Billing Entity Overview

– VITA has worked to pull in the TEBS billing entity and the related activity codes for most billable items/services

– Rate structure change and new services did not allow all new services to be tagged at the TEBS billing entity and with related activity codes; These billable items were billed to the Parent/System of Record agency

– The transitional VDN Platform bill clearly identifies the level at which each item is billed and how the level was arrived at

– VITA and agencies will work together over the cycles to ensure all items are billed to the appropriate entity and with the appropriate granularity

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Transitional VDN Platform Bill Demonstration

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Billing Disputes Process

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With the shift from TEBS to the transitional bill and ultimately ITFM, VDN platform services disputes will now be filed through the VITA service catalog.

Disputed charges originating in TEBS will be processed in TEBs.

The form is housed in the VITA service catalog within the VITA service portal. Starting with the first transitional bill, this will be the process for disputes filed on VDN platform invoices.

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Billing Disputes Process

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Disputes Best Practices

Submit a dispute if you have a discrepancy on the agency invoice.

If a service desk ticket should also be submitted (missing equipment, etc.), always submit the service desk ticket before submitting the dispute request. Allow time for the service desk ticket to be resolved before submitting a dispute request.

Provide any applicable service desk ticket number(s) within the dispute request for changes that have not been corrected.

Provide thorough comments and attachments to explain the justification for the dispute request.

Once submitted, disputes will be reviewed by the multisourcing service integrator (MSI), VITA and any relevant service owners. If the dispute involves more than one asset, file one dispute for all relevant assets by attaching a file or adding to an existing dispute in the comments section.

For the initial transitional bill, the VDN billing team is conducting a coding true-up. Any items you find that are billed to the incorrect activity code or sub entity within the parent agency should be corrected by updating the excel file and emailing it back to the VDN team. We ask that you do not file a dispute as it will delay the process.

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Future VDN transition to ITFM: Tool Features

Agencies receive one consolidated invoice with drill down capabilities to review the details of all purchased goods & services.

A comprehensive bill of IT services

An interactive, online tool

The ITFM tool supports drill down capabilities so that you can view supporting details for invoiced items.

Before ITFM…• Multiple Supplier invoices and growing

• Multiple Customer invoices for IT Asset Inventory, Work Requests, etc.

With the ITFM Tool…

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Support Offerings

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For the transitional bill transition, the following support is available

• VDN platform services transition information, the webinar slide deck, and job aids: http://itinfo.vita.virginia.gov/financial-management

• Contact the VDN transitional billing team: VDNbilling@vita.virginia.gov

The VDN platform bill will transition to the IT financial management (ITFM) system at a later date. Learn more about ITFM on the Multisourcing IT Information site: http://itinfo.vita.virginia.gov/financial-management

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Questions?