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Total Cost of Ownership (TCO) Studies. The presentation will begin at approximately 1:00 PM EST

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  1. Total Cost of Ownership (TCO) Studies The presentation will begin at approximately 1:00 PM EST Information on how to join the teleconference can be found on the “Info” tab in the upper left of this screen. Be sure to use the “Attendee ID” when dialing in to associate your name with your phone. In order to cut down on background noise, please mute your phone by dialing *6 upon entry into the meeting. During the Question and Answer portion of this presentation: • You can re-enter *6 to unmute your phone and ask a question; or • Type your question into the Q&A panel below the participant list and click “Send.” A copy of this presentation and a link to the recording will be shared with the IES Grantees and EIMAC listservs. SLDS Webinar 9-13-13

  2. Total Cost of Ownership (TCO) Studies Panelists Peter Tamayo (WA) Brian Townsend (VT) Agenda Washington State Office of Superintendent of Public Instruction’s (OSPI) TCO Project Vermont Agencyof Education’s Sustainability Planning Efforts Questions from Participants SLDS Webinar 9-13-13

  3. Washington SLDS Webinar 9-13-13

  4. Total Cost of Ownership Assessments To collect verifiable information needed for decisions regarding IT investments, projects, operations, performance and funding • 2011 - State Office of the CIO used the Gartner Total Cost of Information (TCO) framework for applications and infrastructure • 41 state agencies were involved including the WA State Office of the Superintendent of Public Instruction (OSPI) • 2012 - OSPI leveraged the previous work of Gartner and created a new statement of work to focus on OSPI’s new education data systems and include business staff SLDS Webinar 9-13-13

  5. OSPI’s TCO Project Objective (2012) Washington’s FY09 SLDS grant ends May 2014 OSPI receives $1.2M for ongoing maintenance and operations of education data systems Challenge: Secure additional funding for on-going M&O of new systems implemented using Federal $ Proposed Approach: • Use the Gartner framework to document TCO for the state education data systems and include IT and program area costs • Document the value and benefits to the state Objective: With Gartner’s assistance, complete a 2013-15 Data Systems Budget Decision Package for consideration by the WA State Legislature by September 2012 SLDS Webinar 9-13-13

  6. OSPI / Gartner Project Tasks Task 1: Project Initiation • Organize Gartner and OSPI project teams • Develop initial project management documents • Gartner provides data collection materials to OSPI Task 2: Data Collection and Validation • Conduct data collection workshop • Begin data collection effort Task 3: Peer Selection • Gartner selects appropriate peer groups for comparison and validation and analysis SLDS Webinar 9-13-13

  7. Project Tasks Task 4: Data Freeze and Sign off • Lock down data Task 5: Data Analysis and Checkpoint • Determine the required support for new education data systems Task 6: Report Finalization • Gartner creates a comprehensive set of charts reflecting technical and business program staff levels and cost requirements Task 7: Internal Peer Review • Gartner team reviews data with Gartner SME and Gartner Research staff Task 8: Executive Briefing • Management report and executive briefing • Update 2013-2015 budget decision package SLDS Webinar 9-13-13

  8. Project Tasks SLDS Webinar 9-13-13

  9. Executive Summary Key Findings & Observations OSPI’s current spending level for FY12 for the K-12 Education Data Systems program is low compared with peers with similar data system environments, at $4.5M versus the peer average of $5.5M. The gap between OSPI’s current FY12 spend and what the peer would spend to support the forecasted workload in FY13 is between $1.6M and $2.7M. • To support the future FY13 OSPI data systems environment, the peer would spend on average $6.8M. At the low end of the range, the peer would spend $5.7M. SLDS Webinar 9-13-13

  10. Executive Summary Key Findings & Observations OSPI data systems will grow in a variety of dimensions, including: the number and type of users, the data volume under management, the channel traffic between storage and the CPU complex, the mix of workload types and data volumes loaded. • OSPI’s service levels are at risk due to current low spending and staffing. • The long-term costs for maintenance, support, on-going enhancements, optimization, ancillary tools, staffing, consulting, DBMS management tools, training and user growth must all be considered to attain maximum benefit from the platform. SLDS Webinar 9-13-13

  11. Executive Summary Key Findings & Observations Personnel Resources: Obtain additional funding and resources to meet expected increase in demands for on-going support, growth and enhancements when SLDS is in production in order to leverage the systems to improve student learning and outcomes through data-based decisions. Sourcing of Resources: Decide on sourcing arrangements that provide the right mix of head count through internal staff versus using contractors and external service providers, taking into consideration where expertise needs to reside (within or outside OSPI). Information Management Skills: Conduct an inventory of the information management skills in the organization, determine any gaps based on the analytics strategy and identify potential actions to increase information management skills. Data Warehouse Performance: Monitor data warehouse performance. Further data management and optimization techniques may be required when hardware improvements alone do not help performance keep pace with the volume of data. Big Data and the Gartner Hype Cycle for Education: Hype is building quickly for Big Data in Education. It could be a possibly bumpy five- to 10-year road on the way to the Plateau of Productivity and mainstream adoption, however that can change quickly if standards mature and there is sufficient interest and funding. SLDS Webinar 9-13-13

  12. Lessons Learned and Recommendations Organize the data collection efforts Get executive support to raise awareness and increase cooperation from the other divisions Don’t get bogged down on getting exact numbers Understand the methodology Be proactive with the internal and external funding decision-makers SLDS Webinar 9-13-13

  13. Vermont SLDS Webinar 9-13-13

  14. Background Demographics • Small, homogeneous state w/ ~82k public students Today’s System • Homegrown Data Collection Applications • Not sustainable for AOE or locals • EDW • Manual ETL • Not statewide • Vendor discontinuing support • EdFacts Reporting: Also Manual Process SLDS Webinar 9-13-13

  15. 2012 SLDS Grant Vermont Automated Data Reporting (VADR) Project Goals • Automated Data Collection • Automated ETL to reports/dashboards • Automate EdFacts reports • Replace EDW (not grant funded but is part of VADR initiative) Awarded first SLDS Grant in FY12 • Benefits of ‘going last’: Sustainability Planning SLDS Webinar 9-13-13

  16. SLDS System Costs Implementation Licensing Maintenance Support Hosting (statewide push) Training District SIS Customization Costs SLDS Webinar 9-13-13

  17. Cost Breakdown One-Time Implementation Licensing Training Materials District SIS customizations Ongoing Maintenance Support Hosting Training SLDS Webinar 9-13-13

  18. Sustainability Planning Proposal Planning • Perpetual licenses: reduce ongoing cost as much as possible • Reusable training materials: prepare for turnover EDW Replacement • Leveraging Ed-Fi: “free” solution • Reallocating existing EDW annual licensing cost & central IT data center costs VADR system Hosting, Maintenance & Support SLDS Webinar 9-13-13

  19. Sustainability in Vermont EPMO/CIO Approval • Statutorily required oversight and approval • Business Case & 5-year cost model • Annual updates/reports SLDS Webinar 9-13-13

  20. Estimating CurrentCosts SEA Data Collections ETL EDW Loads EdFacts Reporting Infrastructure Costs EDW Licensing LEA Staff time to respond to data collections SLDS Webinar 9-13-13

  21. Estimating CurrentCosts (SEA) Data Collections; ETL; EDW Loads; EdFacts Reporting • Determine staff involvement as FTE • Business Analysts, Systems Developers, DBAs, etc. • Compare to real salary/benefit numbers Infrastructure Costs • Hardware, Software , Staff Support, Data Center EDW Licensing SLDS Webinar 9-13-13

  22. Estimating CurrentCosts (LEA) Data Reporting Determine staff involvement as FTE • We know which LEA staff are involved • Registrars, Admin Assistants, Guidance Counselors, Curriculum Coordinators • Studies/Pilots tell us the amount of time spent on these collections • Compare to industry average salary/benefit numbers • Apply to all schools/districts based on student counts SLDS Webinar 9-13-13

  23. Estimating FutureCosts/Savings SEA Data Collections/ETL/EDW Loads/EdFacts Reporting • Estimated time savings • RFPs: Recommended Staffing Models Infrastructure Costs • State Data Center vs. Vendor Hosted Model EDW Licensing • Annual licensing already part of base • Ed-Fi has no licensing cost LEA Staff time to respond to data collections • Large % is automated SLDS Webinar 9-13-13

  24. Compare Current & Future States EPMO/CIO want to see savings/sustainability represented in “real” dollars (of course, these are mostly estimates at this point) Concern is funding cliff after grant $ goes away (sound familiar?) 5-year cost model tracks implementationandongoing costs Track time savings as we go to track real savings (before & after) SLDS Webinar 9-13-13

  25. Questions? SLDS Webinar 9-13-13

  26. Total Cost of Ownership Studies Contact Info and Resources Jeff Sellers, State Support Team, Jeff.Sellers@sst-slds.org Lauren Wise, SLDS Team, Lauren.Wise@ed.gov Panelists: Peter Tamayo, Chief Information Officer Washington State Office of Superintendent of Public Instruction peter.tamayo@k12.wa.us, 360-725-6134 Brian Townsend, Information Technology Director Vermont Agency of Education brian.townsend@state.vt.us, 802-828-6575 SLDS Webinar 9-13-13

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