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Bencheit - Benchmarking higher education IT

The "Bencheit" initiative, led by Ilkka Siissalo and Yvonne Kivi at the University of Helsinki, aims to benchmark IT metrics among European higher education institutions. This project provides IT leaders with the tools and data needed to assess their IT expenditures, staffing needs, and overall effectiveness compared to peers. Participating institutions can analyze their IT environments and gain insights into best practices, helping them make more informed decisions. This transparency fosters collaboration and continuous improvement in educational IT management.

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Bencheit - Benchmarking higher education IT

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  1. Bencheit -Benchmarking higher education IT IlkkaSiissalo and Yvonne Kivi University of Helsinki

  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 ? Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  3. What is Bencheit • 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.) Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  4. Key benefits • 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 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  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€ Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  6. Institutes of different sizes Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  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 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  8. Tools needed • Excel 2010 • Both the surveyform and the report • Google, Windows Live ID orYahooaccount • To sign in to… • Eduuni, a collaborationplatformbased on SharePoint http://www.eduuni.fi/ • Access rightscanbeapplied to emailaddresses • Everyonecanchoosewhichcredentialstheywant to use Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  9. Questions • Backgroundinformationaboutyour HEI • Costs and FTE per accountgroup and organisational level, e.g.: • How much money does the IT-centerspend on workstation hardware? • How muchdoes the distributed IT spend on staffcosts for audiovisualservices? • Volumes, e.g.: • Number of data centers • Number of IT classrooms • Number of networkprinters Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  10. Data dimensions 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 IT-center Other centralized Distributed Account groups Organisational level Volumes CostAndFTE Services / Sub Services Background info Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  11. Preliminary results Institution´s FTE vs IT FTE All = DK + FI + NO Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  12. Costs by… …organisational level …account group Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  13. Results: University of Helsinki IT costsby organisational level IT costsbyaccount IT costsbyservice Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  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 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  15. CIO summary Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  16. Feedback and improvements • ‘Unspecified’ – is it useful? • YES: everybody can participate. • NO: comparison is difficult or impossible. • VAT − It is a cost, but is it an IT cost? • More advise what to put in which particular service/account category: Help texts in the form of examples. • More comments / evaluation about what is beyond the numbers towards qualitative analysis. Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  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 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  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 Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

  19. Is your IT ”On the sunny side of the street” ? Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

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