Bencheit - Benchmarking higher education IT

1. Bencheit -Benchmarking higher education IT IlkkaSiissalo and Yvonne Kivi University of Helsinki

2. Do you know where you stand ? As an IT leader you should know • are you spending too little or too much ? • do you have the right amount of IT staff ? • how big is your IT investment compared with the best of the breed ? Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

3. What is Bencheit • A EUNIS task force • Benchmarking activity to compare IT metrics within European higher education institutions • Initially started in Finland to collect 2010 data: 33 institutions • This year, international pilot with additional HE institutions from other European countries • Current way of working • HEIs provide their key data in an Excel sheet • User support: training sessions, web site and help desk • Summary report & a special workshop for discussing the results • Reporting tools for all participants for further analysis and comparison (Excel with raw data, customizable diagrams etc.) Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

4. Key benefits • Compare, understand and improve your IT • Understand your relative position within your peer group • Learn more about your own IT environment • Use IT to execute your institution’s strategy • Given the knowledge on what the others are doing - are you really focusing on the right things ? • Why Bencheit and EUNIS ? • Higher Education is a global business – national and peer benchmarks do not provide enough information • EDUCAUSE focuses on US style HE institutions and metrics • Commercial services are expensive and limited in many ways Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

5. BM2011: Coverage • Participants from Finland, Denmark, Norway, UK • Universities: Finland 12, Denmark 1, Norway 2, UK 1 • Universities of applied science: Finland 22 • Total number of student FTEs: 246626 • Total number of staff FTEs: 48993 • Total sum of operating costs: 4833M€ • Total IT-costs: 250M€ Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

6. Institutes of different sizes Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

7. Principle of total openness You join in and give your data = You get everybody else´s data Participants have the right to view data of any other participating HEI. Data ownership is not given to a commercial company Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

8. Tools needed • Excel 2010 • Both the surveyform and the report • Google, Windows Live ID orYahooaccount • To sign in to… • Eduuni, a collaborationplatformbased on SharePoint http://www.eduuni.fi/ • Access rightscanbeapplied to emailaddresses • Everyonecanchoosewhichcredentialstheywant to use Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

9. Questions • Backgroundinformationaboutyour HEI • Costs and FTE per accountgroup and organisational level, e.g.: • How much money does the IT-centerspend on workstation hardware? • How muchdoes the distributed IT spend on staffcosts for audiovisualservices? • Volumes, e.g.: • Number of data centers • Number of IT classrooms • Number of networkprinters Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

10. Data dimensions Hardware Software Staff Facilities Outsourcing Other Infrastructure Workstations - Workstations - Printing IT Service Desk Data networks: LAN & WAN Voice services - Telephony - Phone calls Business applications - Finance - Human resources - Facilities - Communications - Student administration systems - Research administration - Library - Teaching IT management Audio visual services Other IT-center Other centralized Distributed Account groups Organisational level Volumes CostAndFTE Services / Sub Services Background info Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

11. Preliminary results Institution´s FTE vs IT FTE All = DK + FI + NO Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

12. Costs by… …organisational level …account group Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

13. Results: University of Helsinki IT costsby organisational level IT costsbyaccount IT costsbyservice Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

14. What to measure? • 2,18 Student FTEs / IT classroom m² • 347€ Voice costs / Staff FTE • 524€ IT costs / User account • 6,8 Student FTEs / student workstations • 0,7 Staff FTEs / Staff & research workstations • 7,6 Tickets opened / Staff FTE Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

15. CIO summary Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

16. Feedback and improvements • ‘Unspecified’ – is it useful? • YES: everybody can participate. • NO: comparison is difficult or impossible. • VAT − It is a cost, but is it an IT cost? • More advise what to put in which particular service/account category: Help texts in the form of examples. • More comments / evaluation about what is beyond the numbers towards qualitative analysis. Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

17. Feedback and improvements • 75% said they understood the terms easily and the survey form in Excel was flexible • Over 50% feels that it is hard to find the data needed, but almost 90% are confident that the data is accurate • Everyone agreed that the CIO summary is useful • An average of 10-11 working days was spent on filling in the survey Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

18. How to participate • Meet us at Technische Universität München on Thursday 15th of November • Email us at bencheit@bencheit.info • Visit us on www.bencheit.info Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

19. Is your IT ”On the sunny side of the street” ? Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki