BlogHow TEM Helps Universities Manage and Control Telecom

How TEM Helps Universities Manage and Control Telecom

June 15, 2017, Expense Management

By Scott Davis

Calero has the privilege of working with nearly 50% of the Universities in North America, and even more when you look abroad. With that said, it’s clear that IT departments, and more specifically telecom managers, are feeling a mounting pressure. With telecom budgets ranking as one of the top five expenses for universities, it’s no surprise, there’s a tug of war between tightening budgets and meeting the demands of a tech-hungry population of students, faculty and administrators.

To help better manage all of this, many university telecom managers are applying Telecom Expense Management (TEM) solutions to:

  • Automate processes, lower costs and deliver the right services to meet their internal customers’ expectations
  • Allocate communications costs based on actual spend to various departments
  • Manage multiple types of communications and cloud services under one solution – thus reducing silos and providing visibility into the big picture
  • Connect with IT Service Management solutions (like ServiceNow) to improve service levels and drive visibility across the entire communications lifecycle

Below are the results from two Universities that are seeing huge value with TEM:   

Carnegie Mellon Streamlines and Speeds Processes

Carnegie Mellon University’s telecommunications department generates monthly student and faculty/staff bills. Previously, it took two to three days to transfer over 900 directories to an alternate server and two to three more days to generate and feed the billing information into their accounting system. TEM helped them streamline billing and account feed processes – generating bills in one day and completing the accounting feed in 30 minutes. Billing reports are now easier to navigate and identify billing errors. They’ve been able to uncover monthly recurring charges (MRCs) that had never been billed.  Read the full success story.

George Washington Gains Better Visibility

George Washington University’s communications services team is using TEM to elevate visibility into telecom expenditures and usage as well as free their finance group from having to interpret the multiple invoices from their various service providers. Chris Megill, GW’s associate director of technology services, says that TEM has given them “A very accurate picture of all the services that we provide to the various university departments.” He loves knowing “Exactly how many data jacks there are, how many are used by each department, how many wireless access points, how many voice lines are out there, etc.” His end-users appreciate having access to consolidated bills to see their own departmental charges. GW was also able to finance the entire TEM implementation with the savings uncovered using invoice management plus reallocating the staff positions that originally processed the invoices.  Read the full success story.

Bottom Line

Today’s telecom organizations within higher learning institutions gain successful outcomes using TEM solutions. Expense Management consolidates fixed and mobile expenses to speed validation and processing. It improves cost allocation and user accountability as well as ensures inventory is always up-to-date. Mobility Management solutions are also valuable to universities for provisioning, activating and tracking mobile devices, as well as managing usage costs, enforcing updates, security and managing repairs – basically everything in the lifecycle of mobile devices.

Beyond the benefits of TEM, which typically focuses on expenses and invoice processing, there are many other ways universities can optimize services and reduce costs through the application of a broader Communications Lifecycle Management (CLM) approach. This approach allows all aspects of communications to be managed holistically, better understand performance and demonstrate organizational impact. To learn how your organization can benefit, please contact us to discuss.

Scott Davis talks TEM in Universities