2. Do you know where you stand ?
As an IT leader you should know
- are you spending too little or too much ?
- do you have the right amount of IT staff ?
- how big is your IT investment compared with
the best of the breed ?
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 2
3. What is Bencheit
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 3
• A EUNIS task force
• Benchmarking activity to compare IT metrics within European higher
education institutions
– Initially started in Finland to collect 2010 data: 33 institutions
– This year, international pilot with additional HE institutions from other
European countries
• Current way of working
– HEIs provide their key data in an Excel sheet
– User support: training sessions, web site and help desk
– Summary report & a special workshop for discussing the results
– Reporting tools for all participants for further analysis and comparison
(Excel with raw data, customizable diagrams etc.)
4. Key benefits
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 4
• Compare, understand and improve your IT
– Understand your relative position within your peer group
– Learn more about your own IT environment
• Use IT to execute your institution’s strategy
– Given the knowledge on what the others are doing - are you really
focusing on the right things ?
• Why Bencheit and EUNIS ?
– Higher Education is a global business – national and peer
benchmarks do not provide enough information
– EDUCAUSE focuses on US style HE institutions and metrics
– Commercial services are expensive and limited in many ways
5. BM2011: Coverage
• Participants from Finland, Denmark,
Norway, UK
– Universities: Finland 12, Denmark 1, Norway 2,
UK 1
– Universities of applied science: Finland 22
• Total number of student FTEs: 246626
• Total number of staff FTEs: 48993
• Total sum of operating costs: 4833M€
• Total IT-costs: 250M€
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 5
6. Institutes of different sizes
Min. Max. Average
Student FTE 1170 23761 6696
Staff FTE 154 7951 1374
Total IT costs 0,7M€ 41M€ 6,9M€
Number of
workstations
302 14685 3865
Total IT FTE 2 342 56
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7. Principle of total openness
You join in and give your data =
You get everybody else s data
Participants have the right to view data of any other
participating HEI.
Data ownership is not given to a commercial company
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 7
8. Tools needed
• Excel 2010
– Both the survey form and the report
• Google, Windows Live ID or Yahoo account
– To sign in to…
• Eduuni, a collaboration platform based on
SharePoint http://www.eduuni.fi/
– Access rights can be applied to email addresses
– Everyone can choose which credentials they
want to use
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 8
9. Questions
• Background information about your HEI
• Costs and FTE per account group and
organisational level, e.g.:
– How much money does the IT-center spend on
workstation hardware?
– How much does the distributed IT spend on staff
costs for audiovisual services?
• Volumes, e.g.:
– Number of data centers
– Number of IT classrooms
– Number of network printers
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10. Background info
Data dimensions
Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 10
CostAndFTE
Account groups
Hardware
Software
Staff
Facilities
Outsourcing
Other
Infrastructure
Workstations
- Workstations
- Printing
IT Service Desk
Data networks: LAN & WAN
Voice services
- Telephony
- Phone calls
Business applications
- Finance
- Human resources
- Facilities
- Communications
- Student administration systems
- Research administration
- Library
- Teaching
IT management
Audio visual services
Other
Services/SubServices
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Volumes
11. Preliminary results
Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 1113.8.2012
0%
2%
4%
6%
8%
All Fi - All Fi - UNI Fi - UAP
IT€ share of institution running
costs
All = DK + FI + NO
23 24 26 21
113 124
93
201
0
50
100
150
200
250
All Fi - All Fi - UNI Fi - UAP
Institution staff / IT personnel (FTE)
Students / IT personnel (FTE)
Institution´s FTE vs IT FTE
12. Costs by…
1213.8.2012
0%
20%
40%
60%
80%
100%
All Fi -
All
Fi -
UNI
Fi -
UAP
Unspecified
IT costs in
academic units
IT costs in other
central units
Centralized IT
costs
Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki
…account group
…organisational level
13. Results: University of Helsinki
13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 13
IT costs by organisational level
IT costs by account
IT costs by service
14. What to measure?
• 2,18 Student FTEs / IT classroom m²
• 347€ Voice costs / Staff FTE
• 524€ IT costs / User account
• 6,8 Student FTEs / student workstations
• 0,7 Staff FTEs / Staff & research workstations
• 7,6 Tickets opened / Staff FTE
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16. Feedback and improvements
1. ‘Unspecified’ – is it useful?
– YES: everybody can participate.
– NO: comparison is difficult or impossible.
2. VAT − It is a cost, but is it an IT cost?
3. More advise what to put in which particular
service/account category: Help texts in the form of
examples.
4. More comments / evaluation about what is beyond
the numbers towards qualitative analysis.
Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 1613.8.2012
17. Feedback and improvements
• 75% said they understood the terms easily
and the survey form in Excel was flexible
• Over 50% feels that it is hard to find the data
needed, but almost 90% are confident that
the data is accurate
• Everyone agreed that the CIO summary is
useful
• An average of 10-11 working days was
spent on filling in the survey
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18. How to participate
• Meet us at Technische Universität München
on Thursday 15th of November
• Email us at bencheit@bencheit.info
• Visit us on www.bencheit.info
13.8.2012
Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki
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19. 13.8.2012 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki 19
Is your IT ”On the sunny side of the street” ?
