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Kaptur IT costs public Document Transcript

  • 1. Document title: IT Costs for Research Data ManagementLast updated: January 2013 Project InformationProject Acronym KAPTURProject Title KAPTURStart Date 3rd October 2011 End Date 29th March 2013Lead Institution University for the Creative ArtsProject Director Leigh Garrett, VADS DirectorProject Manager & Marie-Therese Gramstadt, VADS Projects Officercontact details mtg@vads.ac.ukPartner Institutions The Glasgow School of Art; Goldsmiths, University of London; University of the Arts LondonProject Web URL http://www.vads.ac.uk/KAPTUR/Programme Name JISC Managing Research Data 2011-13Programme Manager Simon Hodson Document NameDocument Title IT Costs for Research Data ManagementAuthor(s) & project role  Carlos Silva, KAPTUR Technical Manager  Marie-Therese Gramstadt, KAPTUR Project ManagerDate 15/01/2013 Filename KAPTUR-IT-Costs-public.pdfURL http://www.slideshare.net/kaptur_mrd/KAPTUR-IT-Costs-publicAccess  Project and JISC internal  General dissemination Document HistoryVersion Date Comments1 9th August 2012 First draft of report completed by CS and MTG1.1 17th August 2012 IT Costs model [Excel spreadsheet] produced by CS th1.2 15 January 2013 Following testing of the IT Costs model [Excel spreadsheet] by the four project partners, in conjunction with their IT departments, and following discussion at the KAPTUR Steering Group meeting on 8th January 2013, a public version of both the report and model [Excel spreadsheet] has been produced.
  • 2. Document title: IT Costs for Research Data ManagementLast updated: January 2013ContentsA. Costing principles ............................................................................................................. 2 1. Aim................................................................................................................................ 2 a. Purpose ..................................................................................................................... 2 b. Risk ........................................................................................................................... 2 2. Service to be costed ...................................................................................................... 3 a. Identify characteristics ............................................................................................... 3 b. Identify inter-dependencies and decide how these will be dealt with in the costing model ............................................................................................................................ 3B. Establishing the costs ....................................................................................................... 4 1. Costs to be excluded ..................................................................................................... 4 2. Analysis......................................................................................................................... 4C. The IT Costs Model (Excel spreadsheet) .......................................................................... 5A. Costing principles1. Aima. PurposeTo present a method and findings which can be used as part of the decision-making processto establish technical infrastructure for visual arts research data at each partner institution.This document follows the principles laid out in the JISC Toolkit for Costing IT Services 1.This method (point 33 as part of the KAPTUR project workpackages2) has been tested withinstitutional hosting, based on the example of the University for the Creative Arts, and withthe cloud-based Amazon Web Services3 platform, which is also used by Figshare. Theoriginal model included four worksheets, one for each of the KAPTUR partner institutions.Each institution was invited to use or adapt the method and findings to establish anindication of costs and inform their Business and Sustainability plans (point 34 KAPTURworkpackages). The public version of this worksheet includes the original formulaecalculated by the KAPTUR Technical Manager but no sensitive information from theKAPTUR project partners.b. RiskAs KAPTUR is a pilot project there is always the risk inherent with testing new andinnovative approaches and methods, however this is negated by the collaborativeopportunity to learn and inform the project work across the expertise of four institutionalpartners.1 http://www.jisc.ac.uk/media/documents/programmes/flexibleservicedelivery/toolkit_for_costing_ITservices.pdf2 http://www.vads.ac.uk/KAPTUR/outputs/KAPTUR_workpackages.pdf3 http://aws.amazon.com/
  • 3. Document title: IT Costs for Research Data ManagementLast updated: January 20132. Service to be costeda. Identify characteristicsBased on the findings of the Technical Analysis report4, two systems have been costed:Type 1 - an externally hosted cloud-based system (Amazon Web Services); and Type 2 - aninternally hosted Open Source system (an institutionally hosted service). Characteristic Type 1 - externally hosted cloud- Type 2 - internally hosted Open based system Source system Provider Amazon Web Services (AWS) is an IT Department amazon.com company Users research staff and PhD students; research staff and PhD students; some external collaborators may some external collaborators may have access rights have access rights Discretionary mandated to all externally funded mandated to all externally funded nature researchers and institutional researchers and institutional research projects; optional for self- research projects; optional for self- funded research funded research Storage the analysis is over a ten year period the analysis is over a ten year requirements in order to compare with an internally period; a figure can be entered for hosted Open Source system estimated storage requirements in year 1 and year 105 Nature of service support and training to be provided support and training to be provided through IT department or through through IT department or through dedicated research data dedicated research data professional; AWS to be in charge of professional; IT to be in charge of hardware repair or replacement to hardware repair or replacement to server including storage costs server including storage costs Status of service (established) proposed (emerging) proposed Location Amazon Web Services server in the server space to be allocated and European Union managed by IT Hardware Managed by AWS externally to the standard physical server set-up: institutions. modular array; hard disk drives; RAM memory; vendor care pack; storage library; connectors; library tapes (for backup purposes). Software This is incorporated into the hosting This has been added under the charges. heading licensing such as the cost for Window Server licences. This is a figure to be added by each institution according to their set-up. Staff Managed by AWS externally to the This report will consider staff costs institutions. associated with supporting the system, but not with areas of work such as development or advocacy.b. Identify inter-dependencies and decide how these will be dealt with in thecosting modelBoth systems are dependent on connections with a publication system (EPrints). This will beinvestigated and developed as part of the KAPTUR Technical workpackages; however thismeans that there may be some queries that are currently unknown which arise later in the4 http://www.vads.ac.uk/KAPTUR/outputs/KAPTUR_technical_analysis.pdf5 The spreadsheet provides a blank field highlighted in blue for the amount of storage required, this enablesanalysis based on a range of figures depending what value is entered in the cell, for example 0.5 Terabytes =512 Gigabytes; 0.001 Tb = 1.024 Gb.
  • 4. Document title: IT Costs for Research Data ManagementLast updated: January 2013project. For the purposes of testing the model in September 2012 it was assumed that bothFigshare (AWS) and DataStage could be connected with EPrints for the purpose ofpublishing research data. It was also noted that cost levels may change if new demands areplaced on an existing service such as EPrints, and benefits may arise from integrating theresearch data management work within existing systems and staff roles; these are decisionsto be made by each institution and are outside the scope of this study.B. Establishing the costs1. Costs to be excludedAdministration/management costs and estates costs have been considered as part of staffand non-staff costs which are specifically incurred in order to provide and support thetechnical system, but not to promote it or use it; for example work undertaken by ResearchData Managers has not been included. Development costs have also not been included;operational costs only are relevant for this study. The KAPTUR Technical Manager testedthe IT costs model with the example of University for the Creative Arts using informationcollected during September 2012, this has been removed from the public version of themodel.2. AnalysisFor the cloud-based system, prices and price-plans may vary so it is necessary to usecurrent pricing with Net present values in order to compare the current cost with the value ofthe same amount of money in the future.For the institutionally hosted system it is necessary to consider historical cost depreciationand/or replacement cost depreciation of equipment, future inflation, warranty renewal, andreduced performance over time. Figures have been calculated from Komorowskis HardDrive Cost Per Gigabyte6 and his formula has been used to extend this up to 2022; it isacknowledged that this is an estimate only.Specific staff and non-staff costs have been identified through discussion with the ITDepartment of the relevant institutions. Annual inflation has been estimated using the Bankof Englands figures.By calculating the annual cost over a period of ten years it is possible to have a clearer ideaof which solution will fit best and whether it is worth transferring from one system to theother. This assessment needs to be reviewed on a regular basis as cloud offerings andprices change continuously; this is a risk associated with cloud-based hosting.The following point was raised at the KAPTUR Steering Group meeting on 8 th January 2013:it should be noted that even if cloud-based hosting, or external hosting, is chosen there canstill be additional staffing costs to the institution - this needs to be taken into consideration asotherwise there can appear to be a large discrepancy between the costs for external andinternal hosting - with the external hosting model appearing to be much more financiallyviable.6 http://www.mkomo.com/cost-per-gigabyte
  • 5. Document title: IT Costs for Research Data ManagementLast updated: January 2013C. The IT Costs Model (Excel spreadsheet)This is available for download from:http://www.vads.ac.uk/kaptur/outputs/KAPTUR_IT_Costs_Template_public.xlsx