First things first, before talking about how to implement a TEM software, you have to make sure you’re ready for the implementation. To get the most out of a TEM solution, make sure that you define the scope of management required, that you set your service level agreements (SLAs), that you collect and organize your data and that you have an implementation plan (learn more about how to get ready here).
All set? Now, let’s talk about how a TEM will be implemented.
Identify and Fix the Telecom Expense Management Problem
If you recognized that a problem exists within your enterprise in terms of telecom costs management, you’re on the right path! You lose track of your budget, you can’t seem to reduce your costs year after year and your expenses have once again gone awry… You should really start looking for a TEM software to get this pressure off your back. You’ve got to build a Request for proposal (RFP) according to your inventory needs to secure a provider that can answer all your needs, otherwise you’ll just be pushing away the problem instead of fixing it.
What are you expecting to gain from the implementation of a Telecom Expense Management system? What changes do you want to see in your organization? What tools do you expect your TEM software to provide? You need to determine all the information you’ll require from your TEM vendor in advance… Order processing, automation, executive reporting, budgeting, trending, audit and control, cost transparency, significant ROI, visibility and more. By setting your goals straight, you and your TEM vendor will know exactly what to expect for the next steps and it’ll be easier to deliver what you need.
Integration and Configuration
Make sure you get all the stakeholders are involved in the process – finance, IT and HR should be part of the discussion. Work with your carriers to ensure all billing is accessible from a portal – and preferably in a format that can be read electronically - you’ll need to prepare Letters of Authorization (LOAs) for each vendor so that the TEM can gain access to the invoices to process. Assess your company’s automation process and arrange for HR and GL feeds that can be made available via a recurring electronic feed. Engage your Finance department to understand the business rules for processing accounts payable and assess what in the AP cycle can be automated to reduce/eliminate paper copy and manual intervention wherever possible. You need to facilitate automation in general.
Planning is the key when talking about TEM software implementation. You need to have a clear view of where you’re heading and who’s on board with you. You shouldn’t just think about your current situation, you should be ready to have the discussion with a vendor that can bring you beyond Telecom Expense Management. TEM vendors use processes and best practices that can help you manage most of your technology expense beyond the wireless and wireline costs into managing M2M, IoT, UCC, IT assets and cloud subscriptions. When you start managing your inventory centrally, you will reap operational efficiencies that translate into time saved and considerable cost savings.
Take a look at our roadmap beyond Telecom Expense Management that we recommend using as you get ready to plan the future of managing your organization’s technology costs. It is designed completely for you, to guide you through this process.
Wireless can be implemented a few weeks with adequate planning. Wireline can take longer depending on the complexity, customization, number and type of services you are capturing in your TEM, and the availability and quality of data. Other factors include the skill level of the resources available to the project and the ability for an organization to provide and automate feeds such as an employee file, department, cost center or GL.
Don’t forget: Your “go-to” throughout this process will be your PLAN. Know what you need, what the next step is and who’s working with you. And, most importantly, choose a Telecom Expense Management Provider that can provide the right TEM Software and expertise to meet your requirements. Begin with the end in mind!
Here are the Next Steps you should take to get started:
- Download our TEM Self-assessment Checklist:
for more information on the current state of your Telecom Expenses and as a first step of evaluating your needs.
- Request a free demo:
if you want to see what our TEM software could offer you.
- Contact us:
if you would like more information on how to implement a Telecom Expense Management system.