Comparison of Administrative Software Costs at VIU and peer Institutions

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1 Comparison of Administrative Software Costs at VIU and peer s Colleagues at peer institutions were polled for annual expenditures on core business software (Finance, HR and Student). Request was limited to annual expenditures to third parties for software licenses/support and internal staff resources dedicated to support of those applications Where costs were not clearly isolated (such as staffing costs) managers were asked to make an estimate of the percentage devoted to these functions. al budget figures were taken from annual reports on AVED website and represent total expenditures, not just AVED funded. Student FTE figures were taken from Central data warehouse and include non-base and international activity

2 Total $ Annual Admin Software Total Expenditure at VIU and peer institutions $1,200,000 $1,000,000 $800,000 VIU UFV Capilano Okanagan TRU Camosun Langara Kwantlen $453,000 $627,890 $656,360 $711,530 $846,200 $837,770 $955,650 $965,050 This chart compares the total annual expenditure on the core software for each of the institutions in the study.

3 Annual $ Annual Admin Software Costs at VIU and peer institutions (by Staffing and Software) $1,200,000 $1,000,000 $800,000 VIU UFV Capilano Okanagan TRU Camosun Langara Kwantlen Software Fees $45,000 $145,890 $176,860 $242,780 $396,200 $238,770 $187,650 $306,050 Staffing $408,000 $482,000 $479,500 $468,750 $450,000 $599,000 $768,000 $659,000 Same dollar figures as previous chart, but broken down by software fees and staff costs. Note that regardless of solution chosen staffing costs represent the majority of the expense.

4 Additional $/year Annual Admin Software Expenditure at peer institutions relative to VUI $500,000 $300,000 $100,000 UFV Capilano Okanagan TRU Camosun Langara Kwantlen $174,890 $203,360 $258,530 $393,200 $384,770 $502,650 $512,050 s This chart shows the difference in annual expenditure between VIU and the other institutions in the study.

5 $/FTE Admin Software Cost by $/Student FTE at VIU and peer institutions $ $ $ $80.00 $60.00 $40.00 $ VIU UFV Camosun Okanagan Kwantlen TRU Capilano Langara $56.18 $84.87 $85.98 $92.02 $97.83 $ $ $ A comparison of how much each institution spends annually on admin software on a dollars per student FTE basis (all instructional activity included)

6 Additional annual expenditure VIU annual Admin Software expenditure increase to match $/FTE of peer institutions $700,000 $500,000 $300,000 $100,000 UFV Camosun Okanagan Kwantlen TRU Capilano Langara $231,415 $240,327 $289,082 $335,866 $419,269 $491,989 $580,440 This chart shows how much more VIU would have to spend annually to match the other institutions on a $/Student FTE basis

7 % of Total Budget Admin Software Cost as % of Total Budget at VIU and peer institutions 1.20% 1.00% 0.80% 0.60% 0.40% 0.20% 0.00% VIU UFV TRU Kwantlen Capilano Okanagan Camosun Langara 0.44% 0.64% 0.63% 0.78% 0.88% 0.99% 0.98% 1.12% s A comparison of how much each institution spends annually on admin software as a percentage of al budget (all activity included)

8 Addional $/year VIU annual Admin Software expenditure increase to match % of budget of peer institutions $800,000 $700,000 $500,000 $300,000 $100,000 UFV TRU Kwantlen Capilano Okanagan Camosun Langara $208,505 $357,576 $357,576 $461,904 $572,230 $565,552 $708,164 This chart shows how much more VIU would have to spend annually to match the other institutions on a percentage of total budget basis

9 Comparative Administrative Software Expenditures (Student Records, Finance and HR/Payroll) VIU BCIT Douglas Kwantlen Langara Okanagan TRU VCC UFV Capilano NIC CNC Sungard (Banner) ($US) $210,000 $130,000 $145,000 $85,000 $142,000 $180,000 $133,000 $21,000 $74,642 US Exchange $18,900 $11,700 $13,050 $7,650 $12,780 $16,200 $11,970 $1,890 $6,718 Oracle $5,000 $134,000 $74,000 $148,000 $95,000 $88,000 $100,000 $60,000 $43,000 $56,000 HEITBC: Colleague $154,361 $302,237 Stargarden/Cognos $40,000 Other Costs $100,000 $80,000 $39,500 Total Software $45,000 $362,900 $215,700 $306,050 $187,650 $242,780 $396,200 $204,970 $145,890 $176,860 $154,361 $302,237 Staffing (with benefit costs) $408,000 $570,000 $659,000 $768,000 $468,750 $450,000 $482,000 $479,500 $161,000 $42,000 Total Costs $453,000 $932,900 No Data $965,050 $955,650 $711,530 $846,200 No Data $627,890 $656,360 $315,361 $344,237 Student FTEs Software Licensing $/FTE $5.58 $18.11 $26.09 $31.02 $25.16 $31.40 $50.65 $25.73 $19.72 $31.58 $64.75 N/A Staffing Costs $/FTE $50.60 $28.45 No Data $66.80 $ $60.62 $57.52 No Data $65.15 $85.61 $67.53 $10.93 Total $/FTE $56.18 $46.57 No Data $97.83 $ $92.02 $ No Data $84.87 $ $ $89.55 Total Budget (thousands) $104,023 $259,111 $83,645 $123,847 $85,612 $72,194 $134,800 $98,120 $98,737 $74,627 $36,587 $44,493 Percentage of Total Budget 0.44% 0.36% No Data 0.78% 1.12% 0.99% 0.63% No Data 0.64% 0.88% 0.86% 0.77% Notes: FTE figures are from May 2009 CDW (CONFIDENTIAL) - they include non-base funded activity and international students VIU Oracle licensing is an estimate based on abandoning Oracle Standard Edition license support in lieu of new Standard Edition One licenses (planned for 09/10 FY) VIU Staffing costs reflect the new technician position but not the Director of Information Systems. A 20% FTE reduction has been allocated to Library support and other non-core admin applications and is not refle Kwantlen and Okanagan have Oracle Campus licenses - the Oracle figure represents total Oracle licensing cost - assumption is that Oracle licenses are primarily for Administrative software support CNC cost is for all Colleague Service Bureau costs - a hardware fee of $11,343 has been deducted from the total. Figures for TRU do not include current Datatel/Colleague costs (TRU is phasing out use of this software in favour of Banner, which they currently run for their Open Learning operation) Capilano "other" is for Microsoft Dynamics (finance), Touchnet (on-line payment) and MicroFocus Cobol UFV "other" is private support agreement with Sungard (not through HEITBC) Budget figures are 08/09 actuals as per AVED website ( Staffing costs at UFV use top-of-scale figures for each classification; Manager position not included Staffing costs at Langara are estimated from positions in al directory and PSEA HR database (does not include A/Dir Application Development). Assumes 80% of staff time is core applications Okanagan staffiing costs represent 75% of a $ total budget Where staffing costs were provided without benefit costs a benefit cost of 22% has been added Staffing Costs at CNC are estimates: $35,000 for.5fte Business Analyst and $7000 for time contributed by IT Staff.