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spacer spacer KSC, ITG Telecommunications Charge Back Model

Background: The Telecommunications Charge Back Model funds the Information Technology Group (ITG) auxiliary department of Telecommunications & Network Services by collecting charges for all active campus telecommunications services. This charge supports the installation, maintenance and upgrades of all telecommunications services; ancillary systems needed to run the telecommunications systems, salary and wages for telecommunications staff, and any other expenses incurred directly to support campus telecommunications services. The model was developed in 2002 by a Telecom Task force in conjunction with outside consultancy and implemented in 2003.

Process: A system to track departments' Telecom Service Inventory in real-time was put in place during FY 2006. The inventory replaces the R+30 annual audits, and is used to determine the annual service charge backs for departments. Budget managers can request a report of their service inventory at any time by emailing the HelpDesk or calling 8-2532.

Major Points:
  1. All known, active connections are initially charged to departments in July and final annual charges/adjustments made at R+30. All charges are incurred as a once a year snapshot and will be charged for a full year service.
  2. Departments can request MACs (see definition below) at any time. However, the active services at R+30 are what will be billed. (see point 3)
  3. The cost to the ITG for MACs is absorbed within the charge for the service. If MAC requests become so significant that they begin to inhibit the ability to provide adequate service, charging for MACs will beconsidered.
  4. Departments are responsible for notifying ITG of required service changes and updating the account numbers (FOAPALs) used for Telecom services any time they change.
  5. Departments with frequent turnover should stabilize their inventory by determining a standard set ofservices and only changing assignment of these services with staff changes.

Residence Hall Charges: As with the rest of campus, ITG will maintain a service inventory for all residence halls. The Residential Life Office (RLO) charge back model, however, is based on "design capacity" for the year because of the transient nature of the student population. Design capacity is the number of rooms and beds that RLO determines available for the coming year during budget planning. Phone lines and CATV lines are charged for each residential room, and voice mailboxes (VMB) and Network Jacks are charged for each bed. Any additional lines above these numbers (e.g. suites, common areas) are listed and charged separately. Temporary differences from the design capacity must be tracked for service accountability but do not necessarily result in a change in charges. If a change in design capacity occurs ITG and RLO must negotiate a change in charges. The RLO and ITG will discus design capacity during budget planning. Once quantities and charges are agreed upon, ITG Telecommunications will submit charges to the business office to enter into the financial application.

Contact: To request a MAC (see definition below) or for questions about what services are currently active or available for use in your area e-mail the IT Group Help Desk, or call 8-2532. See Data Drop, Phone Jack, CATV Request Process.

Any questions regarding this process, its definitions and/or processes should be directed to the HelpDesk, 358-2532.

Definitions and rates:
     Telecommunications user: Any KSC faculty, staff or student for whom telecommunications services are provided.

     Telecommunications services: Any service that provides a transport mechanism for voice, data, video. Examples: Computer Data Network (network jack), Voice Service (phone jack), Voice Mail Boxes (VMB), and CATV. Long Distance service follows a charge back model that is determined by an individual's use of their Personal Billing Number (PBN). Other services will be added to the charge back model as appropriate (e.g. wireless network access points).

     Active: Any service configured and readily available for use by a department is "active" whether it is always in use or not. Examples: data jacks available in the library or conference rooms that are available for public use but used infrequently or CATV connections in classrooms. Wires that are installed but not made "active" by the ITG are not charged for.

     Phone Line, $13/month: An active physical phone line that uses a "port" in the telephone switch. If a phone number appears in more than one place it will be charged only if it uses and additional "port" not if it appears as a second line on another phone.

     VMB, $5/Month: Voice Mailbox - Any active configured mailbox, whether associated with a phone line or not (as with adjuncts or a mailbox for a voicemail menu).

     Network Jack, $14/Month: Computer Network Jack - Any active data jack configured to connect to the campus computer network.

     CATV, $6/Month: Cable TV jack; Any active cable TV jack connected to the college cable TV system.

     Wireless Network, $25/Month + $14/Month data connection: Wireless network service is charged per Access Point (AP). In addition to each AP there is a charge for a Network Jack that services the AP's connection to the campus network. See Wireless Service Model for more information.

     Telecom Service Inventory: Database containing lists of all services - active or not -, associated departments and account numbers. Specific end user data will only be maintained as accurately as provided by the departments.

     MAC: A request to have installed services Moved, Added, Changed, or deleted.
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