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ETS Budget Report

ETS Budget Report. Willie Pritchard March 8, 2002. Budget History. Three separate technology support groups Many different accounts No way of knowing how much was being spent on technology No clear way to plan budgets logically

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ETS Budget Report

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  1. ETS Budget Report Willie Pritchard March 8, 2002

  2. Budget History • Three separate technology support groups • Many different accounts • No way of knowing how much was being spent on technology • No clear way to plan budgets logically • Collegis may not have initially understood our budget system or the budget available

  3. Budget History • Several dynamics at work • Exploding use of technology • No consolidated budget until FY00-01 • We have several types of costs • Mandated costs • Equipment obsolescence/failure • Continually increasing demand • Historically under-resourced, so problems postponed • Costs passed on without revenue • Structural problems • Costs from termination of Collegis contract • Previous commitments

  4. Budget Issues • Commonly Held Beliefs • More staff will solve our problems • More resources will solve our problems • External management will solve our problems • Internal management will solve our problems • Supplementing technology budget with $500,000/year will solve all our problems • ETS has lots of money; certainly more than they need • More, more, more!

  5. Budget Issues • Commonly Held Beliefs are Really Myths • More staff will solve our problems • More resources will solve our problems • External management will solve our problems • Internal management will solve our problems • Supplementing technology budget with $500,000/year will solve all our problems • ETS has lots of money; certainly more than they need • More, more, more!

  6. Annual Budget for ETS • Actual costs have always been higher than the annual starting budget (pre-dates ETS) • FY2000-01 was first that we could begin to get a district technology expense total • Yet it is probably low • State Tech II Total Cost of Ownership effort helped us understand total costs • But even this is not complete picture

  7. ETS FY00-01 Budget • Ongoing “A” budget • Salaries & benefits -- approx. $6M • Other “utility” budget items -- approx. $1.1M • Maintenance agreements, software licenses, etc. • Operating “B” budget • Approximately $1.5M budgeted in FY00-01 • $2.6M in the revised FY00-01 budget (float) • $2.2M expended, for a EOY positive balance of approximately $414K

  8. Other Technology Costs • Campus computer expenses* (over $1.6M/year) • Yearly computer replacements • $1M at De Anza • $600K at Foothill • Unknown amount spent by divisions & departments on peripherals, software, supplies, etc. • Special projects (another $2.4M one time) • New Phone Switch – $1.5M • New Admin server upgrade – $600+K • New Registration system – $300+K *Using Instructional Equipment funds from the state until FY01-02

  9. Total FY00-01 District-wide Technology Expenditures(Approximate) • Over $13,000,000 spent on technology-related expenditures • $1.5M is starting ETS B budget • Or put another way, <6% of our total budget* is spent on technology throughout the district • ETS B budget total < 0.67%of total district budget* • Does not include • Variety of tech specific grants – about $1,500,000 • FY00-01 Collegis costs ($318K) *Total District Annual Budget of $223 million

  10. FY01-02 ETS Budget • Holding steady, if not losing some ground • “A” budget – still approx. $7.1M • “B” budget – still starting at $1.5M • Plus $374K of float to date (1/31/02), estimated $116K more float to end of year, for a total of $490K • Plus carryover of $414K • Special Projects • New registration system (TouchNet) – $300K • Total amount budgeted this year is identical to last year • but we’ll have less float because we’ve filled positions

  11. ETS budget by year Institutional Research Budget not included

  12. Summary • We now have a better idea of what is being spent on technology • We now have a better idea of what it takes to support technology • ETS starting annual budget isn’t enough; but its actual budget not far off • we need float to continue providing service at current levels • Users want more, expect more, demand more

  13. Future budgetary issues • How to provide service, support, & equipment in a continually expanding environment • How to budget for equipment and support in new Measure E buildings • How to help the FHDA community understand these complex issues • How to budget for a new information system • estimated at $10,000,000 to $15,000,000 over five years

  14. Interesting Note • For previous three years*, ETS received $500K per year, for a total of $1.5M • ETS starting B budget is $1.5M • Without that supplement ETS would have no B budget *FY98-99, FY00-00, FY00-01

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