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IEEE LCD Lending Library 29-Mar-2005

IEEE LCD Lending Library 29-Mar-2005. Review Approach To Library Construct Discuss IEEE Society opportunity Review Questions and Outline Next Steps. Objective. Objective. THERE ARE THREE FINANCIAL COMPONENTS ASSOCIATED WITH THE IEEE LCD LENDING LIBRARY.

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IEEE LCD Lending Library 29-Mar-2005

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  1. IEEE LCD Lending Library29-Mar-2005

  2. Review Approach To Library ConstructDiscuss IEEE Society opportunityReview Questions and Outline Next Steps Objective

  3. Objective . . . THERE ARE THREE FINANCIAL COMPONENTS ASSOCIATED WITH THE IEEE LCD LENDING LIBRARY • A given IEEE Society can materially lower the costs of a conference/symposium • An individual IEEE Society can obviate the need for LCD capitalization costs on a permanent basis • The IEEE can potentially eliminate the costs of LCD use on a permanent basis

  4. Illustrative Financials . . .Society . . . AN INDIVIDUAL IEEE SOCIETY CAN MATERIALLY LOWER THE COSTS OF A CONFERENCE/SYMPOSIUM • We will use the IEEE Communications Society to illustrate the potential savings for an individual society • ComSoc hosts, or partially hosts, about 15 conferences a year, as well as a like number of symposia • We will calculate the returns from utilizing capitalized LCD projectors for only those conferences completely sponsored only by ComSoc – eight (8) in number • The basic scenario for each conference is, • The LCDs are capitalized by ComSoc • IEEE Meetings Department warehouses them and ships them to the requisite conferences • ComSoc charges each conference for their use.

  5. Illustrative Financials . . . Society . . .Cont. . . . THE FINANCIALS FOR COMSOC SHOW SAVINGS OF A LITTLE LESS THAN $400,000 PER ANNUM IEEE LCD Lending Library Nominal Conference Rental • Capital Cost/LCD $1,200/$2,800 -------- • Rental Cost/LCD/Conference $100 $2,400 • Annual use/LCD 8 8 • Lifetime use/LCD 24 24 • Rental Cost/LCD/Annum $800 $19,300 • Rental Cost/LCD – ‘lifetime’ $2,400 $57,600 • Total Cost for ComSoc $39,000 $1,267,200 • Savings/Annum $387,000 • Total Savings $1,161,000

  6. Illustrative Financials . . . Society . . .Cont. . . . AN INDIVIDUAL IEEE SOCIETY CAN OBVIATE THE NEED FOR LCD CAPITALIZATION COSTS ON A PERMANENT BASIS • As before, we will use the IEEE Communications Society to illustrate the potential savings for an individual society • ComSoc has/will charge an individual conference $100 for the use of an IEEE LCD • Over the course of three (3) years, ComSoc will collect $2,400 in de minimus rental charges/LCD • As the current negotiated OEM (e.g., Dell) capital cost is $1,199 (Session Room – 2,300 Lumens) and $2,800 (Conference Room – 3,000 Lumens), ComSoc will capitalize about $39,000 • The result is that ComSoc will build up a capitalization account that will exceed $67,200 • Therefore, ComSoc will have the funds to replace the current set of LCDs – in perpetuity

  7. Illustrative Financials . . . Society . . .Cont. . . . IN ADDITION, AN INDIVIDUAL IEEE SOCIETY CAN OBVIATE THE NEED FOR RENTAL OF ADDITIONAL EQUIPMENT • Additional electronic equipment needs are also being studied for inclusion in the program • Individual wireless microphones • Wireless LANs • Various Internet access appliances • The Communications Society has decided to add electronics for conference onsite “hot spots”, as well as Internet access, and URL assignments • ComSoc has purchased a DNS Linux Server (housed at ComSoc headquarters) for assigning URLs, as well as Wireless Routers/Access Points to be deployed onsite at conferences.

  8. Illustrative Financials . . . Society . . .Cont. . . . ADDING HOT SPOT EQUIPMENT TO THAT REQUIRED FOR LCD DEPLOYMENT, RESULTS IN ADDITIONAL SAVINGS OF $$$ PER ANNUM IEEE LCD Lending Library Nominal Conference Rental • Capital Cost/Appliance $750/$1,000 -------- • Rental Cost/Appliance/Conference $100 $3,000 • Annual use/Appliance 8 8 • Lifetime use/Appliance 24 24 • Rental Cost/Appliance/Annum $800 $24,000 • Rental Cost/Appliance – ‘lifetime’ $2,400 $72,000 • Total LAN/Internet Cost for ComSoc $10,100 $504,000 • Savings/Annum $135,000 • Total Savings $403,900

  9. Financials . . . IEEE. . . . THE IEEE CAN POTENTIALLY ELIMINATE THE COSTS OF LCD USE ON A PERMANENT BASIS - ASSUMPTIONS • The IEEE LCD Lending Library is populated by members societies that contribute LCDs that they have already capitalized • Assume that the IEEE LCD Lending Library has about 200 machines in its inventory - This is based on the number of LCDs required by ComSoc multiplied up by the ratio of ComSoc members to total IEEE members • Assume that the library has about 50 machines that are not lent out at any given time – 150 are always in use by the various member societies • Assume that the Library has a number of ‘corresponding’ members who also have secondary library privileges – They could be member societies who occasionally require more LCDs than they have contributed; the IEEE, itself; or other sister organizations

  10. Financials . . . IEEE. . . .Cont. . . . THE IEEE CAN POTENTIALLY ELIMINATE THE COSTS OF LCD USE ON A PERMANENT BASIS - CALCULATIONS • The IEEE LCD Lending Library will charge each corresponding member $250/LCD/withdrawal • Assume that each of the nominal 50 LCDs available at any given time are loaned 10 times/annum, or 30 times over three (3) years • The potential corresponding rental income is about $375,000 over the defined useable lifetime of an LCD • The entire estimated capital cost of LCDs for ALL IEEE Societies is $240,000 per every three (3) years • * * * * • Therefore, we have the potential for the IEEE LCD Lending Library to be self financing – All member societies directly benefit.

  11. Experience To Date. . . . INITIAL EXPERIENCE UTILIZING THE IEEE LIBRARY IS FAVORABLE • ComSoc has initiated its LCD Program by capitalizing LCDs for the first of its 2005 conferences • Experience at the first two of these conferences has been quite satisfactory • The IEEE Meetings Department shipped the LCDs, in their containers, to the conference sites • Conference personnel have received them, set them up, and used them • Conference personnel have returned shipped them to IEEE

  12. Experience To Date. . . . Onsite Management . . . THERE ARE VARIOUS ALTERNATIVES FOR ONSITE MANAGEMENT OF LCDS • There are three distinct methods of management • Utilize volunteer conference personnel • Employ society professional personnel • Outsource to an A/V provider • All three approaches have their advantages/disadvantages • It is likely that a given society will employ any and all of these management choices from conference to conference • Extra-USA conferences present a special challenge • Use of an A/V provider on a society-wide basis has some very attractive features

  13. Next Steps OPTIMIUM BENEFITS OF THE PAN-IEEE LCD LENDING LIBRARY REQUIRE BROAD SOCIETY SUPPORT • The Communications Society is fully committed to the capitalize and loan approach for conference LCDs • We have initiated our program, and it will reach maturity by the end of 2005 • LCDs are being capitalized as conference events unfold • A/V decisions are being studied to develop a universal solution • Additional electronic equipment needs are also being studied for inclusion in the program (e.g., wireless mics., LANs, Internet access) • We are currently in the process of inviting each one of the other IEEE societies to join the program.

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