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What does central IT really cost? An attempt to find out!

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

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What does central IT really cost? An attempt to find out!

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

  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. Its worth noting….. Our methodology evolved, we had to start somewhere

  4. How- understanding services? • Started with getting an understanding of our systems and services • DNS • Finance system • Active Directory • Storage • Listed physical and virtual servers and attributed each server to a service There were lots of gaps!

  5. How- Costs? 3. Got a handle on license and maintenance costs • Hardware maintenance • O/S licences 4. Added up hardware capital costs 5. Worked out a cost for a virtual machine • Physical infrastructure • VM license

  6. How- Costs? 7. Worked out a cost per Gb of storage • Differentiated tiers 8. Attributed these costs across the different services • Group heads allocated staff-time to the previously identified services 10. We attributed staff costs to services • Difficult to do as no time sheets • Accounted for time spent supporting non-central systems

  7. Work in progress….. • Software license costs • To date a broad brush for major systems • Attribution of data centre costs • Capital • Running costs • More accurate attribution of power and cooling • Can do it per server • More sophisticated use of TraC costs • Add in depreciation of capital costs • Cover whole University

  8. Keeping up to date • Attribute purchase orders to service • Once model in place and costs known shouldn’t be difficult to keep things up to date

  9. Lessons learned • Need a firm grasp of services at a detailed level • Takes time • Things get missed out • Staff cost allocation without time sheets is a best guess. • We used an iterative approach for obtaining costs • This annoyed people • It could have been done in one iteration

  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. Some figures….. • Storage tiers /Gb/year • £6.29 NetApp • £ 1.25 Sunfire X45100 • Wireless/year £338,000 • PURE/year £41,000 • Identity management/year £79,000 • SITS/year £163, 000 • Agresso/year £95, 100 • VLE/year £155,000k • Managed print service/year £386,000

  12. Thanks to…. Stefan Wielgosz Data Centre Manager Sarah Hall IT Accountant

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