Bencheit Benchmarking higher education IT

Ilkka Siissalo and Yvonne Kivi University of Helsinki

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 ?

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

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.)
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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 institutions 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
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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
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Institutes of different sizes

Min. Student FTE Staff FTE Total IT costs Number of workstations Total IT FTE 1170 154 0,7M 302 2 Max. 23761 7951 41M 14685 342 Average 6696 1374 6,9M 3865 56

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

Principle of total openness

You join in and give your data = You get everybody elses 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

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
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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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Data dimensions
Outsourcing Hardware Software Facilities
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

Other

Account groups Services / Sub Services

Staff

Volumes

CostAndFTE

Background info
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Preliminary results
IT share of institution running costs
8% 6% 4% 2% 0%

Institutions FTE vs IT FTE

All Fi - All Fi - UNI Fi - UAP
250 200 150 100 50 0 All
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Institution staff / IT personnel (FTE) Students / IT personnel (FTE)

201

All = DK + FI + NO

113 23

124 93 24 Fi - All 26 21

Fi - UNI Fi - UAP
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Benchmarking higher education IT / I Siissalo, Y Kivi / University of Helsinki

Costs by
organisational level
100% 80% 60%
IT costs in academic units IT costs in other central units Centralized IT costs Unspecified

40%
20% 0% All Fi - Fi - Fi All UNI UAP

account group

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Results: University of Helsinki

IT costs by organisational level

IT costs by account

IT costs by service

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What to measure?
2,18 347 524 6,8 0,7 7,6 Student FTEs / IT classroom m Voice costs / Staff FTE IT costs / User account Student FTEs / student workstations Staff FTEs / Staff & research workstations Tickets opened / Staff FTE

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CIO summary

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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.

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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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How to participate
Meet us at Technische Universitt Mnchen on Thursday 15th of November Email us at bencheit@bencheit.info Visit us on www.bencheit.info

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Is your IT On the sunny side of the street ?

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