FY11 PC Refresh Plan

President’s CabinetDecember 9, 2009

• This presentation contains several images reproduced from the EDUCAUSE Core Data Service Fiscal Year 2008 Summary Report, October 2009.

• This work is licensed under a Creative Commons Attrirbution-NonCommercial-NoDeriv 3.0 License.

Hardware Cost

TechnicalSupport

Upgrades & Maintenance

Acquisition cost is just the tip

80% of costs occur after the purchase

Gartner

Setup & Implementation

Change means movement.Movement means friction.

S. Alinsky

SUPPORT STAFFING

FY11 Strategy – Support Staffing

• Fully Realize Centralized Administration • Manage Demand• Standardized Images• Lock Down Desktop• No Local File Storage (My Documents)• Encryption on Portable Devices

2003 2004 2005 2006 2007 2008 20090

5

10

15

20

25

IT Staffing Headcount

IT Managers IT Staff Resources

2003 2004 2005 2006 2007 2008 20090

5

10

15

20

25

0

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

IT Staffing Headcount

IT Managers IT Staff Resources Student FTE

Staffing Ratio

231:1

Student Worker (PT 17.5 Staff)

1.2

4.0

Staff Allocation

13%

15%

23%

FY11 Strategy – Refresh Plan

• Prepare for Windows Upgrade– Windows XP Support ends 2014– Faculty will demand Windows 7 tomorrow

• 10% Reduction in Inventory or Better• Plan for More Student Owned Devices• Plan for More Mobile Devices

– PDA’s, Phones, & Netbooks

Student Owned Computers

Student PC Requirements

Expectations for Student PCs

Benchmark – PC Refresh Rates

8 of 10 freshman own a laptop ≤1 year old

4-Yr Refresh & Current Inventory

2004 2005 2006 2007 2008 2009 20100

100

200

300

400

500

600

700

Desktops Laptops Tablets Thin Client

Year Purchased

Num

ber o

f Uni

ts

68% PCs will be >4 years

2001 2002 2003 2004 2005 2006 2007 2008 2009 20100

100

200

300

400

500

600

700

800

900

Emplyee PC Growth

Staff PC Inventory Full Time Employees Part Time Emplyees Total Employees

Num

ber (

PCs &

Em

ploy

ees)

1:1.36

1:1.02

Total Employees = 1,230Regular FT & PT = 804Casual Employees = 407 Work-Study Employees = 19

2001 2002 2003 2004 2005 2006 2007 2008 2009 20100

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

0.00

0.05

0.10

0.15

0.20

0.25

0.30

0.35

0.40

Student PC Growth

Student FTE Student PC Inventory Ratio

Num

ber (

PC /

FTE

)

Ratio

(PC-

Stud

ent F

TE)

1:3.7

1:2.86

Benchmark – PC per Student FTE

FUNDING REFRESH

FY11 Strategy - Funding

• DoIT Funds Refresh with Base Unit• Department Funds all Upgrades & Extras• Assets acquired with alternate funding are

refreshed with alternate funding– DoIT standards still apply

• Zero net expansion– New installs (Labs, new hires) DoIT budgeted or

contingency funds• Student Technology Fees

2007 2008 2009 2010 2011 $-

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

IT Operating Expense by Function

92200 - Media Services 96101 - Network Services 96102 - Administrative Applications96104 - Desktop Services 96100 - IT Management

Year

Dolla

rs

2007 2008 2009 2010 2011 2012 2013 $-

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

$1,600,000

IT Capital Expense by Function

96101 - Network Services 96104 - Desktop Services 96102 - Administrative Applications96100 - IT Management 92200 - Media Services

Year

Dolla

rs

CHIPPEWA VALLEY TECHNICAL COLLEGEFIVE-YEAR CAPITAL BUDGET PLAN

Category Line Item 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014

I. Computer/ PC Refresh (4 year refresh cycle) $287,000 $287,000 $287,000 $287,000 $400,000

Instruct'l Technology PC Expansion $0 $0 $0 $0 $0

Server Refresh $0 $30,000 $210,000 $400,000 $200,000 File Server Expansion $0 $90,000 $0 $0 $100,000 Data Projectors (Multi-media Refresh) $372,500 $106,500 $106,500 $206,500 $200,000 Multi-Media Expansion $50,000 $150,000 $150,000 $0 $0 Network Refresh $267,500 $310,000 $390,000 $100,000 $173,000 Network Expansion $102,500 $94,000 $94,000 $94,000 $94,000 Software Refresh $395,000 $330,500 $330,500 $330,500 $330,500 Software Expansion $100,000 $40,000 $0 $0 $100,000 Printer Refresh $0 $0 $0 $0 $0 Equipment $82,500 $62,500 $62,500 $82,500 $62,500

Subtotal - Computer/Instructional Technology $1,657,000 $1,500,500 $1,630,500 $1,500,500 $1,660,000Subtotal - Capital Equipment $1,343,000 $1,499,500 $1,369,500 $1,499,500 $1,550,000Subtotal - Facilities Improvements $2,000,000 $2,000,000 $2,000,000 $2,000,000 $1,000,000Subtotal - Non-Facilities Improvements $275,000 $65,000 $0 $0 $0Subtotal - Property Acquisitions $0 $0 $0 $0 $0Subtotal - New Facilities $1,500,000 $0 $1,500,000 $0 $1,500,000TOTAL COSTS PER YEAR $6,775,000 $5,065,000 $6,500,000 $5,000,000 $5,710,000

2001 2002 2003 2004 2005 2006 2007 2008 2009 20100

500

1000

1500

2000

2500

$-

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000 College PC Growth

PC Inventory PC Refresh & Expansion Spending

PC In

vent

ory

Dolla

rs

Refresh Budget Only

Computer Pricing ModelDoIT Funded Base System Desktop Thin Client Laptop TabletBase Unit $590 $350 $1,210 $1,65017" Monitor $125 $125 n/a n/a

Total $715 $475 $1,210 $1,650

Departmental Funded Extras Desktop Thin Client Laptop TabletDocking Station n/a n/a $150 $19017" Monitor n/a n/a $125 $12520" Monitor $185 $185 $310 $310Keyboard & Mouse n/a n/a $16 $16Ergonomic Keyboard $65 $65 $65 $65Wireless Keyboard&Mouse $60 $60 $60 $60Add'l power adapter n/a n/a $30 $40Processor Upgrade (CAD) $420 n/a n/a n/a

Typical Total $321 $371

Current PC Inventory ValueDevice Type Inventory Refresh Cost Extended Value

Desktop 1925 $ 715 $ 1,376,375 Thin Client 360 $ 475 $ 171,000 Laptop 124 $ 1,210 $ 150,040 Tablet 97 $ 1,650 $ 160,050 Totals 2506 $ 1,857,465

4-Year Refresh $ 464,366

Proposed Refresh PlanDevice Type Inventory >4 Years Refresh Cost Extended Value

Desktop 1565 $ 715 $ 1,118,975 Thin Client 0 $ 475 $ - Laptop 67 $ 1,210 $ 81,070 Tablet 70 $ 1,650 $ 115,500 Totals 1,702 $ 1,315,545

4-Year Refresh $ 468,500

FY10 FY11 FY12 FY13 FY14

Current $287,000 $287,000 $287,000 $287,000 $400,000 Option 1 $900,000 $430,000 $430,000 $430,000

Option 2 $720,000 $610,000 $430,000 $430,000

Benchmark – Technology Fees

Benchmark – Technology Fees

Annual Refresh Funding

Method Fee Option

$430,000 4500 FTE $95.55/FTE

$430,000 135,000 credits $3.18/credit

$430,000 16,851 UHC $25.52/student

Benchmark - Technology Fees

$95.55Example

Benchmark - Refresh Funding

FY10~21%

FY09~7%

Actual Refresh Rates

FY10~21%

FY09~7%

COMPUTER UTILIZATION

FY11 Strategy - Utilization

• 1 Computer = 1 Person (EE FTE)– Shared Computers for Part Time Staff

• 10% Reduction in Total Inventory or Better– Must reflect mobile devices

• Shared Resource Model– Larger Open Labs– Leverage Infosilem Capabilities

• Lab Scheduling Targets

– Shared Labs - Eliminate most dedicated labs

Lab Utilization

Blocks Available M-F, 7:00 am – 10:00 pm 75 – 1 hour blocks

Utilization = Blocks Scheduled Blocks Available

Lab Util = 39 / 75Lab Util = 52%

Fall Block Utilization- Lab Avg 29%Room Block Utilization

EC BUS 139 33%EC BUS 141 33%EC BUS 144 52%EC BUS 146 15%EC BUS 147 0%EC BUS 149 17%

EC BUS 152A 52%EC BUS 154 5%EC BUS 155 25%EC BUS 156 49%EC BUS 158 48%EC BUS 176 60%

EC BUS 209A 37%EC BUS 222 31%EC BUS 239 45%EC BUS 241 31%

Room Block UtilizationCFCMPS 103 37%EC MFG 126 20%

EC MFG 136A 27%EC MFG 136B 13%EC MFG 136C 16%EC MFG 136D 24%EC MFG 136E 8%EC MFG 136F 43%EC MFG 136G 21%EC MFG 145A 11%ECEMER 114 13%ECEMER 120 77%ECHLTH 116 0%

MECMPS 104 49%MECMPS 105 5%RFCMPS 121 31%

BEC147 – CAD Lab

Computer Usage Activity (Fall 09)Machine Class In Use (Hrs)

Faculty and Staff 2.19

Instructional Labs 1.45

Instructor Workstations 1.32Campus

Business Education Center 1.9

East Annex 1.3

Health Education Center .8

Gateway 1.5

ESEC .7

Transportation Center .7

Chippewa Falls Campus 1.2

River Falls 1.1

Computer Usage Aug 31 – Oct 15

Day of Week

Average of Computers Reporting

Average of Computers Not

Used

Average of Instructional

Machines Reporting

Average of Instructional Not

in Use

Mon 1694 708 1175 517

Tue 1779 473 1229 348

Wed 1776 492 1226 368

Thu 1769 497 1223 351

Fri 1740 787 1199 593

Grand Total 1750 595 1209 438

Sat 1714 1597 1183 1126

Sun 1713 1621 1182 1143

Grand Total 1714 1609 1183 1134

Campus Data Detail - 1Business Education Center

ECB027 0.8ECB101 5.3ECB101A 0.4ECB101D 4.0ECB109 3.5ECB113 0.4ECB114 1.6ECB12 2.8ECB121 0.9ECB137 0.4ECB139 2.6ECB140B 0.9ECB141 3.1ECB143 1.4ECB144 3.5ECB144AC 1.9ECB144B 0.4ECB144BT 2.2ECB144IT 0.0ECB146 1.3

Business Education Center

ECB147 3.0ECB147A 0.1ECB149 1.7ECB150 0.0ECB152A 2.1ECB154 0.2ECB156 0.5ECB162 4.9ECB164 1.2ECB173 1.3ECB175 0.4ECB176 1.5ECB178 0.9ECB18 0.3ECB204G 0.0ECB207 2.2ECB209A 0.4ECB212 2.1ECB222 1.8ECB239 0.4Grand Total 1.9

Campus Data Detail - 2Health Education Center

ECH 2.7

ECH000 1.5

ECH106 0.0

ECH116 2.0

ECH120 0.0

ECH122 0.1

ECH124 1.9

ECH125B 0.1

ECH126D 0.4

ECH204 0.1

ECH204F 0.0

ECH204G 0.0

ECH205 0.3

ECH206 0.1

ECH207 0.2

Grand Total 0.8

East Annex

EA101 1.4

EA102B 0.8

EA103 0.3

EA107 1.1

EA108 1.9

EA112 2.0

EA115 0.8

Grand Total 1.3

Campus Data Detail - 3

Chippewa Falls Campus

CFC102 1.0

CFC103 1.3

CFC105 1.3

CFCPUB 2.2

Grand Total 1.2

River Falls

RFC105 1.1

RFC113 1.1

RFC114 0.0

RFC119 1.8

RFC121 0.4

RFCCOM 0.3

Grand Total 1.1

Transportation Center

ECT000 0.8

ECT100 0.2

ECT104 0.8

Grand Total 0.7

ESEC

ES000 0.6

ES114 0.8

ES120 0.7

Grand Total 0.7

Gateway

ECM000 0.5

ECM102A 0.3

ECM116 1.2

ECM136C 0.3

ECM136E 2.8

ECM137 1.2

ECM139 0.8

MEC103 0.6

MEC103B 1.0

MEC104 1.0

MEC105 0.5

MEC108 0.3

Grand Total 1.5

QUESTIONS