Technology Services Allocation Model

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1 Allocation Model Version 2 for FY13-14 Model Review & Changes

2 This is a brief overview of the to help explain the following: - The various models / funding sources - The methodology in calculating allocation expenses - How to track your allocated costs - Changes in the Allocation Model for Version 2 (FY13-14) (for more information, go to the TS Allocation Website ) Introduction

3 You can billed TS related costs in 2 ways: - Direct Billing / Fees - Electronic Services (Phones) - Special Projects (Wiring etc) - Allocation - Infrastructure (PC / Accounts / etc) - Staff (Dedicated / Project Staff) - Usage Fees (CCTV, GIS Layers etc) 2 Budget Components

4 Web Internet (CLIO) Intranet (SHARE) Applications GIS Data Aerial Photos Applications (PlanMap, Cmap, etc) GIS Graphic Design Content Management Maps PeopleSoft Finance / HR Document Management & Work Flow WorkForce Application Extender ERP BRASS Retention Policy DOC Non-Billed For most departments, these services are NOT BILLED. For External Department, services are part of the Allocation. (such as WES / NCPRD / Special Districts etc)

5 Phone Phone System Wireless Devices Wiring - Data - Phone - Low Voltage Project Expressions Cable TV Security Cameras (Install) Video Conferencing Access Control Radio Alarms Audio Visual Security Direct Bill / Fees (Usually Electronic Services Monthly Billing) Other Department charged directly for labor / materials based on: - Usage such as by phone, cell phone, voice mail boxes etc - Cost to complete requested projects based on specifications

6 Citrix / Xen Web Applications Database Management Print. Virtual Servers Server Farms Staff Network Engineers System Admins Field Admins Technicians Interns Contractors Tech Supervisors Manager Wireless SSL / VPN Citrix Operations Internet Web Services Mobile Apps Mobile Devices Firewall Web Filter Intrusion Security. Virtual File Management Tier Storage Performance Primary Archive Backups HVAC Generator UPS Monitoring Security Storage Operations - TS1 & DSB - Brooks - Holman - CCOM Bench Parts / Spares Call Center Procure A/V Tech Support Allocation: Infrastructure LAN Peripheral TLC / Train Building Microsoft - Office Pro - Windows - CAL - Exchange Application Specific Regulatory Client Anti-Virus Anti-Ware Anti-SPAM Landesk Uniprint WinMagic Certificates Enterprise Microsoft - Server - SQL - CAL - Exchange Web Filter Monitoring Backup Storage Citrix/Xen License / Maintenance Anti-Virus Anti-Ware Anti-SPAM Virtual Server Replication Landesk Network SSL / Firewall Wireless Etc etc.. Covers basically all Enterprise Infrastructure used by County Uses utilization counts such as: ACCOUNTS / PCs / PRINTERS MOBILE / CCTV etc

7 Application Application Design & Development Application Support (some equipment) Current Examples: A&T Tourism H3S Justice Court DBA & Advanced Document Management Database Support Design Maintenance Reporting Integration Application Development Small Applications Work Flow Advanced Imaging Collaboration ETC Departmental Specific Fees Any specific Fees such as GIS Maintenance CCTV Maintenance Reserve Allocation: Other Composed of allocations / fees specific to departmental needs: - Allows more control over specific services & costs - Based on requests and previous services - Adjustable each year based on need

8 OTHER INFRASTRUCTURE + Utilization Counts: - Accounts - Computers (PC / Tablet / Laptops) - Printers - Mobile (remote) Accounts Technology Allocation - All Dedicated Staff - DBA / Advanced Document Management - Departmental Applications - Specific Fees (CCTV, GIS etc) ** Does not change total Allocation Costs Redistributes based on use ** Allocation Totals The Allocation is the total of the Infrastructure Allocations and the Other Allocations / Fees. This is what budget uses to calculate TS Allocation Charges. Please Note: External Departments may have additional allocations.

9 What is a Tier? - Tiers are used to further adjust the Allocation rates - Based on the type of service, technology and utilization - Varies based on cost to maintain service and total usage - Along with costs, tier rates may change year to year as required - Some examples include: PC Tiers Tier 1 Primary PC 100% Rate Tier 2 Auxiliary 50% Rate Tier 3 Kiosk / Lab 25% Rate Printer Tiers Tier 1 Networked 100% Rate Tier 2 Slaved (desktop) 50% Rate Tier 3 Plotter 100% Rate What are Tiers? Tiers are used to allow various rates in allocation charges based on the type of Technology and utilization.

10 Does cutting back impact allocation? YES & NO.. Ultimately is does, however: - It may take a volume of cuts to add up enough to effect allocation - Enough cuts in something to warrant reduction in service / support - It may take time (usually a year) before impact can be realized - Equipment is already purchased - Maintenance agreements already setup annually - Technical Plans need to be altered based on new requirements - TS needs to coordinate in ADVANCE with departments on their technical needs - Including new technical needs - Departmental cutbacks or re-location - Overall technical support and allocation model development Issues around cost savings Reduction in technology utilization does ultimately save costs & reduce allocation however it depends on type of savings, volume and time.

11 Sample Reduction Analysis Printers. Out of 735 printers in the County : If in a year a department cuts 2 printers there is no real savings in the support, so the cost is spread across 732 printers. If in a year the County cuts 200 printers, then potentially the following: - Fewer print servers, some can be decommissioned (saving server licensing / maintenance, operational support, monitoring etc) - Reduced Uniprint and other licensing - Reduced staff time which can be redirected or reduced - Less Call Center calls and system administrator time - Less Procurement on consumables, replacement printers, ETC Enough reductions (physical $$ in equipment/contracts) and staff time add up. Staff time can be redeployed to save $ elsewhere or reduced. Overall cost per printer drops saving allocated cost. Sample Reduction This reduction scenario works in other service areas such as Storage, , PCs, wireless connections, accounts, etc etc.

12 What s new for FY13-14 Several changes to improve the overall Allocation process: Additional Tiers: - Now 2 Printer Tiers (Networked & Slaved) - Now 4 Mobile Access Tiers instead of 1 Remote Tier Reporting: - Quarterly Sampling of allocation metrics & averaged for annual total - Reports available quarterly online by departments to review - Able to report corrections to TS via Web Help before final quarterly sample - New CCIS ALLOCATION group for better communications CCTV Fees rolled into Allocation versus Direct Billed Fee What s New TS continually works with County Budget and Departments to find ways to improve the overall Allocation process and Efficient Utilization of Technology. We appreciate your help!

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