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The Cost of IT at the University of Alberta 2008-2014

The Cost of IT at the University of Alberta 2008-2014. Rob Lake Information Technology Planning and Forecasting Officer Office of the Vice-Provost (Information Technology) University of Alberta rob.lake@ualberta.ca. The Question :. What percentage of the University ’ s

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The Cost of IT at the University of Alberta 2008-2014

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  1. The Cost of IT at the University of Alberta 2008-2014 Rob Lake Information Technology Planning and Forecasting Officer Office of the Vice-Provost (Information Technology) University of Alberta rob.lake@ualberta.ca

  2. The Question: What percentage of the University’s operating budget is annually spent on IT?

  3. The Answer: ?

  4. Basic Principles: • Obtain data from authoritative sources (must be defendable) • Apply a consistent methodology for each year • When in doubt, make your best educated guess

  5. Start with the University’s Operating Budget: • 2008-2009 Budget Submission • 2009-2010 Budget Submission • 2010-2011 Budget Submission • 2011-2012 Comprehensive Institutional Plan • 2012-2013 Comprehensive Institutional Plan • 2013-2014 Comprehensive Institutional Plan

  6. The Operating Budget: • Funding sources are primarily student and taxpayer dollars • The budget that is most accountable to the public

  7. University of Alberta Approved Operating Budget

  8. University of Alberta Approved Operating Budget

  9. Several units have mandates that are 100% Information or Digital Technology-related: • Office of the Vice-Provost (Information Technology) – office of our Chief Information Officer • Information Services and Technologies (IST) – provides IT services to the entire campus • Information Services and Technologies – Enterprise Applications (IST-EA) – manages the • contracts for our outsourced PeopleSoft ERP systems • Centre for Teaching and Learning (E-Learning Component) – manages the content and • appearance of the University’s Learning Management System • Technology Training Centre (TTC) – provides IT training to all faculty and staff • University Digital Strategies (UDS) – responsible for the web and mobile presence • All budgets from these units are automatically included in the cost of IT calculation • What are the equivalent units within your institution?

  10. The Three “P”ressure Points: • People • Purchases • Power

  11. People: • National Occupation Codes (NOC) from the Government of Canada • http://www5.hrsdc.gc.ca/noc/english/noc/2011/OccupationIndex.aspx • These codes have been adopted at our institution • Select only those that are IT-related

  12. 0 – Management Occupations 0213 – Computer and Information Systems Managers

  13. 217 – Computer and Information Systems Professionals 2171 – Information Systems Analysts and Consultants 2172 – Database Analysts and Data Administrators 2173 – Software Engineers and Designers 2174 – Computer Programmers and Interactive Media Developers 2175 – Web Designers and Developers

  14. 228 – Technical Occupations in Computer and Information Systems 2281 – Computer Network Technicians 2282 – User Support Technicians 2283 – Information Systems Testing Technicians

  15. The following NOC code was used for e-learning personnel: • 4131 – College and Other Vocational Instructors

  16. The following obsolete NOC codes were used (if present): • 1421 – Computer Operators (now in 2281) • 2162 – Computer Systems Analysts (now in 2171) • 2163 – Computer Programmers (now in 2174)

  17. The following NOC code was not used: • 5225 – Audio and Video Recording Technicians • (The above NOC code is currently used for all electronic technicians)

  18. Human Resources helped generate staff lists • Used PeopleSoft Financials 9.1 nVision reports • Benefits: 20% (Academic Staff), 23% (Support Staff) • Took a snapshot for each fiscal year end • Does not include teaching faculty from units such as Computer Science • Don’t double count staff from the IT-inclusive units • Need to be careful how this data is presented!

  19. Academic and Support Staff Salaries and Benefits (Faculties and Departments)

  20. Academic and Support Staff Salaries and Benefits (Administrative Units)

  21. Academic and Support Staff Salaries and Benefits (Across All Units)

  22. Academic Units versus Administrative Units Staff Salaries and Benefits

  23. Academic Units versus Administrative Units Staff Salaries and Benefits Total: $49,283,527.99 Total: $53,725,842.63 Total: $46,596,279.45 Total: $48,350,677.05 Total: $50,149,348.64 Total: $42,747,301.05

  24. Academic and Support Staff Salaries and Benefits as a Percentage of the Operating Budget (Across All Units)

  25. Purchases: • PeopleSoft Financials Version 9.1 • Use only these Fund codes based on the Operating Grant: • 100 Central Institutional • 210 General Operating • 350 Special Purpose Operating • 510 Enrolment Planning Envelope

  26. Within each Fund code, examine only the following account codes • from Accounts Payable: • 502155 Electronic Supplies & Services • 502197 Computing Site Licenses • 502301 Computing Supplies • 502306 Computing Support & Services • 502311 Computing Mtce Agreements • 502317 PDA Reimbursement

  27. 502321 Printing Supplies 502324 Printg,Reprints,Dup & Photocopy 502342 Computer Software <$5000 502343 Computer Hardware <$5000 502345 Network Connections 502346 Network Installations

  28. 504005 Rentals & Leases – Computer Equipment 504007 Rentals & Leases – Computer Software 504009 Rentals & Leases – Photocopy Equipment 504015 PBX Maintenance

  29. 507021 Equipment – Software 507023 Equipment – Software AIS/AICT 507025 Equipment – Computers 507531 LAN Wiring/Cabling (discontinued after 2008-2009)

  30. The following account codes were not used: • 507017 Equipment – CFI Software • 507022 In-Kind – Software • 507026 In-Kind – Computers • 507208 Books – ElectroncFormat (Learning Services Only) • 507217 Serials – ElectroncFormat (Learning Services Only)

  31. IST-EA helped generate reports for all purchases with the above • account codes from all academic and administrative units • Used PeopleSoft nVision reports for the IT-inclusive units • Don’t double count purchases from the IT-inclusive units

  32. IT-Related Purchases by All Units

  33. IT-Related Purchases by All Units Total: $55,319,888.36 Total: $52,708,996.50 Total: $46,567,000.22 Total: $50,990,356.67 Total: $49,102,919.40 Total: $47,998,479.04

  34. IT-Related Purchases as a Percentage of the Operating Budget (Across All Units)

  35. Power: • The least well-defined pressure point • A number of assumptions: • 1-1 ratio of workstations to University staff • 1-1 ratio of workstations to Graduate Students • Best guess of the server room power requirements other than • our main server room • Very conservative workstation usage: • 52 weeks/year x 5 days/week x 8 hours per day • Very conservative server usage: • 24 hours/day x 360 days (allowed 5 days per year for maintenance)

  36. Other assumptions: • GSB server room power consumption is 35% of the total power • consumption of GSB • Power usage of ESQ server room is 25% of GSB server room • Power usage of ECHA and CCIS server rooms is 15% of GSB • All other server closets (50+) are 50% of GSB • 1,500 machines in research or other computer labs outside of • IST and Computing Science • Power consumption computations do not include printers, • copiers, fax machines, and plugged in mobile devices

  37. Power costs: • Costs to operate workstations per year • Costs to operate the servers and server rooms per year • Costs to cool computers and LCDs per year • Costs to cool the servers and server rooms per year • Annual operations / maintenance costs for HVAC, etc. • Majority of power costs involve operating and cooling servers • and server rooms

  38. Power Expenditure

  39. Power Expenditure (As a Percentage of the Operating Budget)

  40. Putting it all together...

  41. The Cost of IT (In Dollars)

  42. The Cost of IT (In Dollars)

  43. The Cost of IT Total: $106,960,891.19 Total: $95,250,022.31 Total: $101,450,400.03 Total: $102,015,442.52 Total: $108,885,723.31 Total: $92,758,555.55

  44. The Cost of IT (As a Percentage of the Operating Budget)

  45. The Cost of IT (As a Percentage of the Operating Budget)

  46. The Cost of IT (For Academic Staff, Support Staff and Students)

  47. Questions (from me to me)

  48. Despite consolidation of IT services for the past three years, IT costs are rising. Why? • Creation of new academic and support staff IT-related positions • Cost of living and merit increments • Opening of CCIS and ECHA (two large buildings on campus) • Addition of approximately 200 “smart classrooms” • The “Acquire-Merge-Rationalize-Optimize” process currently underway with IST (i.e. IT consolidation)

  49. Is the University spending too much on Administrative IT? Some factors to consider…. • Student, Human Resource, Financial and Donor Records • Campus-wide Learning Management System • Campus-wide wireless and external network connection • Consolidated software licenses and firewalls (in progress) • Centrally-supported “smart classrooms” and computer labs • Addition of academic IT units to IST • Library, digital, mobile and other campus-wide services • How many Academic IT costs are for duplicated services?

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