What	  does	  central	  IT	  really	  cost?	  An	  a3empt	  to	  find	  out!	  Heidi	  Fraser-­‐Krauss	  Head	  of	  IT	  S...
Why?	  •  To	  understand	  where	  money	  is	  spent.	  •  To	  be	  able	  to	  compare	  our	  costs	  with	  those	  ...
Its	  worth	  noKng…..	  Our	  methodology	  evolved,	  we	  had	  to	  start	  somewhere	  	  
How-­‐	  understanding	  services?	  1.  Started	  with	  	  geOng	  an	  understanding	  our	  systems	  and	  services	 ...
How-­‐	  Costs?	  3.	  Got	  a	  handle	  on	  license	  and	  maintenance	  costs 	  	  – Hardware	  maintenance	  	  – O...
How-­‐	  Costs?	  7.	  	  Worked	  out	  a	  cost	  per	  Gb	  of	  storage	  –  DifferenKated	  Kers	  8.	  	  A3ributed	 ...
Work	  in	  progress…..	  •  Soaware	  licence	  costs	  –  To	  date	  a	  broad	  brush	  for	  major	  systems	  •  A3r...
Keeping	  up	  to	  date	  •  A3ribute	  purchase	  orders	  to	  service	  •  Once	  model	  in	  place	  and	  costs	  k...
Lessons	  learned	  •  Need	  a	  firm	  grasp	  of	  services	  at	  a	  detailed	  level	  – Takes	  Kme	  – Things	  get...
Challenges	  	  •  How	  to	  allocate	  network	  costs	  or	  other	  costs	  that	  are	  truly	  infrastructural?	  – ...
Some	  figures…..	  •  Storage	  Kers	  /Gb/year	  –  £6.29	  NetApp	  –  £	  1.25	  Sunfire	  X45100	  •  Wireless/year	  £...
Thanks	  to….	  Stefan	  Wielgosz	  Data	  Centre	  Manager	  Sarah	  Hall	  	  IT	  Accountant	  	  
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What does central IT really cost? An attempt to find out! - Heidi Fraser-Krauss, Head of IT Services University of York

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•  To understand where money is spent.
• To be able to compare our costs with those of other providers- cloud.....
• To be able to price services that we offer to others.
• Curiosity!
• To have evidence to argue for more resource.
• To understand central vs. local provision costs.

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What does central IT really cost? An attempt to find out! - Heidi Fraser-Krauss, Head of IT Services University of York

  1. 1. What  does  central  IT  really  cost?  An  a3empt  to  find  out!  Heidi  Fraser-­‐Krauss  Head  of  IT  Services  University  of  York  
  2. 2. Why?  •  To  understand  where  money  is  spent.  •  To  be  able  to  compare  our  costs  with  those  of  other  providers-­‐  cloud…..    •  To  be  able  to  price    services  that  we  offer  to  others.  •  Curiosity!  •  To    have  evidence  to  argue  for  more  resource.  •  To  understand  central  vs.  local  provision  costs.  
  3. 3. Its  worth  noKng…..  Our  methodology  evolved,  we  had  to  start  somewhere    
  4. 4. How-­‐  understanding  services?  1.  Started  with    geOng  an  understanding  our  systems  and  services  – DNS  – Finance  system  – AcKve  Directory    – Storage  2.  Listed  physical  and  virtual  servers  and  a3ributed  each  server  to  a  service  There  were  lots  of  gaps!  
  5. 5. How-­‐  Costs?  3.  Got  a  handle  on  license  and  maintenance  costs    – Hardware  maintenance    – O/S  Licenses  4.  Added  up  hardware  capital  costs  5.  Worked  out  a  cost  for  a  virtual  machine  –  Physical  infrastructure  –  VM  license  
  6. 6. How-­‐  Costs?  7.    Worked  out  a  cost  per  Gb  of  storage  –  DifferenKated  Kers  8.    A3ributed  these  costs  across  the  different  services  9.  Group  heads  allocated  staff-­‐Kme  to  the  previously  idenKfied  services    10.  We  a3ributed  staff  costs  to  services  –  Difficult  to  do  as  no  Kme  sheets  –  Accounted  for  Kme  spent  supporKng  non-­‐central  systems      
  7. 7. Work  in  progress…..  •  Soaware  licence  costs  –  To  date  a  broad  brush  for  major  systems  •  A3ribuKon  of  data  centre  costs  –  Capital  –  Running  costs  •  More  accurate  a3ribuKon  of  power  and  cooling  –  Can  do  it  per  server  •  More  sophisKcated  use  of  TraC  costs    •  Add  in  depreciaKon  of  capital  costs  •  Cover  whole  University  
  8. 8. Keeping  up  to  date  •  A3ribute  purchase  orders  to  service  •  Once  model  in  place  and  costs  known  shouldn’t  be  difficult  to  keep  things  up  to  date  
  9. 9. Lessons  learned  •  Need  a  firm  grasp  of  services  at  a  detailed  level  – Takes  Kme  – Things  get  missed  out  •  Staff  cost  allocaKon  without  Kme  sheets  is  a  best  guess.  •  We  used  an  iteraKve  approach  for  obtaining  costs  –  This  annoyed  people  –  It  could  have  been  done  in  one  iteraKon    
  10. 10. Challenges    •  How  to  allocate  network  costs  or  other  costs  that  are  truly  infrastructural?  – How  do  you  cost  the  network  for  student  record  system?      
  11. 11. Some  figures…..  •  Storage  Kers  /Gb/year  –  £6.29  NetApp  –  £  1.25  Sunfire  X45100  •  Wireless/year  £338,000  •  PURE/year  £41,000  •  IdenKty  management/year  £79,000  •  SITS/year    £163,  000    •  Agresso/year  £95,  100        •  VLE/year  £55,000k  •  Managed  print  service/year  £386,000        
  12. 12. Thanks  to….  Stefan  Wielgosz  Data  Centre  Manager  Sarah  Hall    IT  Accountant    
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