A look at each piece of the telecom lifecycle, with common practices compared to best practices.

1. Best Practices for Taming
Runaway Telecom Costs
The webinar will begin in a
few moments...

2. Today's Speakers
Roger Topp
Business Development Manager
vCom Solutions
Amelia Ball
Engagement Manager
vCom Solutions
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3. Agenda
• Best Practices in Telecom Lifecycle
Management (TLM)
• Three Steps to Tame Costs
• Case Study – Heald College
• Q&A
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4. Best Practices in Telecom
Lifecycle Management (TLM)
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5. What is Telecom Lifecycle Management (TLM)?
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6. Best Practices: Sourcing & Procurement
SOURCING
COMMON PRACTICES BEST PRACTICES
• Work with multiple carries and vendors • Perform carrier-agnostic audits
• Negotiate with carriers directly • Leverage strategic sourcing experience and
aggregated buying power
PROCUREMENT
COMMON PRACTICES BEST PRACTICES
• IT staff places orders with multiple carriers • SPOC for orders
• No standardized process for testing and • Formalized process and tracking
deployment
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7. Best Practices: Inventory & Service
INVENTORY MANAGEMENT
COMMON PRACTICES BEST PRACTICES
• Limited visibility into inventory • Tool allowing centralized tracking with
• Extract technical specifications manually searchable data
from carrier invoices • Common-language applied across services
for better visibility and optimization
SERVICE
COMMON PRACTICES BEST PRACTICES
• Contact each carrier’s technical support • SPOC for changes, support and escalations
for trouble-tickets and technical issues • Direct access to carrier system and
• Different escalation procedures for each real-time escalation procedures
carrier
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8. Best Practices: Invoices, Accounting & BI
INVOICE MANAGEMENT & ACCOUNTING
COMMON PRACTICES BEST PRACTICES
• Multiple invoices; manual audit • Electronic, consolidated invoices with
• Invoices manually coded and allocated automated audit
• Manually load to AP system • Automated GL coding and cost allocation
• API or Batch files
ANALYTICS & BI
COMMON PRACTICES BEST PRACTICES
• Manually generated reports and trend • Real-time reporting on usage and trending
analysis • Clear path to ongoing cost reduction
• Rely upon the carrier to create savings
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9. TLM's Top 5 Expense-cutting Levers
MID-SIZED BUSINESS TEM PROGRAM SAVINGS
45% 42%
40%
35%
30%
29%
25%
20% 18%
15%
10%
10%
5% 1%
0%
Audit Optimization Late Fee Chargeback Contract
Reduction Controls Negotiation
Source: AOTMP, 2009
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10. Three Steps to Tame Costs
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11. Step 1: Ask the Right Questions
• How do we manage it today?
• Do we have the right
technology?
• What are we paying in relation
to the market?
• Where do we still rely on
manual processes?
• What don’t we know?
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12. Step 2: Commit to Three Key Changes
• Complete a comprehensive inventory audit
and create a technology blueprint
• Change telecom costs from an invisible
expense to a real business metric
– Give key managers visibility to telecom and network spend
• Consider alternative methods of managing the
telecom lifecycle
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13. Step 3: Understand the Options
SERVICES SOFTWARE COMBINATION
• Auditors – contingency audit • Server-based TEM • Reseller/ Consultant
and expense reductions
• Software-as-a-Service TEM • TEM software + paid
• Consultant or IT/Professional professional services
Services firm
• BPO-TEM funded by
distribution
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14. BPO Distribution Model Advantages
• FREE or highly subsidized software
• Aggregated buying power
– Across multiple carriers
• Free or highly subsidized Professional Services
• Carrier agnostic sourcing and benchmarking
– Client-driven carrier selection
– Transparency
• Centralized customer-support and operations
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15. Case Study – Heald College
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16. Case Study – The Situation
• 2500 employees
• 15 locations (California, Oregon and Hawaii)
• No one owned or managed telecom for 145 years
• Multiple bills from multiple carriers (over 100 invoices monthly)
• Difficulty assigning telecom costs directly back to business units
• No documentation or verification for current services
• No centralized or automated view of telecom spend, inventory or
activities
• Planned growth would add to complexity of the current situation
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17. Case Study – The Transformation
• Inventory audit
• Standardized requirements
• Replaced 94% of Primary Rate
Interfaces (PRI’s) for phone services
• Terminated services that were no longer being utilized
• Named all inventory within vManager and assigned locations and
cost centers
• Customized AP report for invoice allocations by cost centers
• Document library for all contracts
• Added 400 wireless devices to vManager inventory
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18. Case Study – Results
• Reduced invoices from 100 to 10
• Overall savings of 40% on Telecom spend for
current services, annual saving of 200K
• More accurate budget projections with the
use of vAnalyzer tool
• Increased visibility and confidence that what
is paid for is being used
• Saving time and money which allows focus
on other projects to grow business
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19. Questions & Answers
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20. Thank You.
www.vcomsolutions.com