Academic and Administrative Network
Please review your network billing information. If you have questions or need further information email to firstname.lastname@example.org
Prior to September 2001, expenses for the campus network were absorbed and paid out of revenue generated by billing departments, employees and students for long distance usage on campus.
Beginning in approximately 1999, long distance usage started a rapid decline due to increasing numbers of cell phones. At the same time the campus network usage was growing exponentially. This left the Telecommunications Center with growing network expenses and declining long distance revenues.
In September 2001, the decision was made to assess a network charge on every billed telephone line to support the upgrades and maintenance to the campus network. While this method has been successful in partially offsetting network expenses over the years, the $11.25 monthly network charge added to each phone line has made the campus telephone charges appear inflated. Currently, the average cost of a campus analog phone is $28 per month and a digital phone is $37.50. These rates are comparable to other universities and are significantly less than business line rates in the Oxford area.
Over the last year, much research has been done to determine the most accurate and fair method to charge departments for network usage on campus. A similar process took place two years ago to evaluate and adjust the billing method for students in residential halls, and they now pay for network usage via a flat rate communications fee. Based on feedback from other universities, the FTE billing method was identified as a current best practice for billing departments. Simply stated, this method will charge each department a set network fee per full-time equivalent (FTE) employee.
OVERVIEW--FTE (Full-Time Equivalent) FUNDING METHOD
In determining the best way to move the network charges away from telephone line charges, every effort was made to make the changes as revenue neutral as possible and to accommodate special circumstances.
* Network charges will be allocated by organization (for example, department or school) based on the number of active full-time employee salaries that are assigned to that organization.
* Each organization in SAP can be marked as "billable". Those not explicitly marked as "billable"will roll up to the parent organization. The initial value for the "billable" setting has been determined based on organizations that paid for telephone lines in the past. Adjustments can be made by contacting the Telecommunications Center.
* A discount per FTE has been given for employees that meet certain characteristics:
(1) employees that fall into EEO categories 6 and 7;
(2) adjunct instructors; and
(3) employees that are classified in non-Oxford personnel subgroups in SAP. These employees will be counted at 1/5th or 20% of a full FTE. These positions do not have typical network usage, even though their employment does generate network traffic for administrative tasks, thus the discount.
* External departments located on the UM campus use the network but do not have employees in SAP; therefore, those FTE counts will be determined manually.
* Accommodations have been made for employees whose salaries and wages are divided among multiple cost centers.The initial distribution of billed amounts across cost centers has been automatically determined from the distribution of employee salaries across cost centers in the SAP payroll system. Organizations that pay employees from grant funds should check these distributions carefully to ensure compliance with grant spending guidelines. Any necessary adjustments can be reported to the Telecommunications Center. The organization manager and/or delegates of each organization can request a re-allocation of FTEs among their cost centers for network billing using the instructions provided in the section titled, "REQUESTING CHANGES TO COST CENTER ASSIGNMENTS."
* FTE counts and network billing amounts will be calculated and billed on July 1st based on department staffing and employment in SAP-HR using a key date of September 1st. A key date of September 1 was selected to account for 9 month employees.
FTE BILLING DETAILS-& HOW-TOs
The calculation for FTE billing per cost center will be as follows:
Employees * $20/month * 12 months
(# Discounted Employees * .20) * $20/month * 12 months
Organization managers can request access for others (delegates) to view their cost center's network billing. This form is available within myOlemiss by selecting the Employee Tab. Click on Limited Access Applications from the left-side menu then choose the link: Web Application Access Form. Fill out the form, specify 'Telecomm Delegate' as the web application, choose to either grant access or remove access, and then in the large box, rather than listing the WebIDs, list the full name of the person who will be the delegate and also the name of the organization for which they need to become delegate.
Org Managers and their delegates can log-in through MyOlemiss to view the suggested allocation of FTE's for their cost centers. You will see the total number of FTE's (after any applicable discounts) used in the calculation and the total dollars to be billed. The network billing application is located in the following roles within myOleMiss:
Click Tools & Resources from the top menu bar
Click Telecommunications Network Billing from the left menu This is the screen you will see:
Click on the Organizational Data Tab This will list the organizational units you are authorized to see as the manager or as a delegate.
Click on the 'Get Cost Distribution' button to see the accounts used
The actual dollar amount for your organizational unit to be billed will be shown at: "Total Bill Amount for Organization" and under "Amt" in the table. If you have additional accounts that you are the org manager for or a delegate of, then the 'All Account Information' tab will be displayed and will show where those accounts are used.
REQUESTING CHANGES TO COST CENTER ASSIGNMENTS
If you need to reallocate network charges to different accounts (other 10s, 25s or 30s that you are responsible for, please email email@example.com with the details of how you would like the costs to be distributed (e.g. 10xxxxxA - 70% ; 25XXXXXXA - 20% ; 10XXXXXXA 10%--PLEASE NOTE: Percentages must add to 100%.) Please review and submit any changes by Monday, May 31'st. If there are any questions, please call Telecommunications at 915-2000 or email to firstname.lastname@example.org .
03/04/2010 FTE BILLING EMAIL SENT:
The current telecommunications billing method charges an average monthly rate of $28 for analog telephone lines and an average monthly rate of $37.50 for digital telephone lines. The exact amount charged for each line depends on distance from the campus telephone switch and optional features associated with the line. In addition, a network fee of $11.25 is added to each billed telephone line.
This billing method was first put in place in September 2001 and is due for a revision to reflect changes in the underlying technologies.
Specifically, this method makes telephone line charges appear to be inflated and does not clearly account for campus network usage.
Starting July 1, 2010, a network fee will not be added to the telephone line but rather will be calculated as a function of employee FTEs in a department. The final per FTE rate is still under consideration, but the objective is to achieve a revenue-neutral billing alternative that is simple, transparent, and fair by properly relating network usage to network fees. Assuming that the total number of telephone lines in use by a department stays about the same, the total amount that a department pays for telephone and network service should not change significantly from FY 2010 to FY 2011.
In a few weeks, Telecommunications staff members will provide more detailed information on the changes, including how each department will be affected. Also, departments will be given an opportunity to reassign cost centers for FY 2011 as they see fit. This early notice is being provided to aid in any budget planning. Questions about the new process may be directed to David Drewrey, Director of Telecommunications.
Kathy Gates, Chief Information Officer
Larry Sparks, Vice Chancellor for Administration and Finance.