Instructional Technology Cost Analysis

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1 Instructional Technology Cost Analysis Objective: The objective of this cost-gathering project is two-fold. (i) ITC would like to have an overall assessment of the campus current investment in instructional technology services. (ii) ITC would like to test a number of hypotheses with respect to the investments it will take to more fully deploy computer-, web-, and perhaps distance-based learning into the curriculum across all disciplines for which it is appropriate. The hypotheses are based upon the following model: Hypotheses that could be tested using the information gathered include: o Do the courses that have been developed thus far depend upon the use of general instructional computing labs or do they require specialized facilities? Is the campus optimally leveraging the student investment in computers by developing courses that can be deployed entirely (or substantially) with student-owned machines or over the web? In looking to the UC Santa Cruz of 2010, what should be the instructional computing model(s)? To what extent should it depend upon campus- vs. student-owned machines? What are the support costs associated with each model? Do we have examples of each deployed today? And, what can we learn from those examples? o As the campus looks to the future, should it be investing more in instructional computing labs or in more generic facilities such as group-study rooms that are equipped with network connectivity, video display technology, and related technologies such as video conferencing so that students can bring their personal workstations to an environment designed for interactive learning? What other models (either deployed here at UC Santa Cruz or at other institutions) should the campus consider?

2 Instructions for completing Instructional technology Services Cost Data: To assure consistency for the way cost data for instructional technology services are collected, we have categorized the services into two groups. These two groups are referred to as Basic support services and computer assisted curriculum creation, development and deployment services. Resources such as people, tools, systems etc are referred to as instruction enabling mechanisms. For this project, we are only interested in computer related technologies that support instruction. Pedagogical costs must not be included. Hint: During the cost data gathering process, think about the level of technology (computer)-supported services that are being provided for a course delivery. Methodology: o Collection of data broken out into two components: 1. Basic support costs provided to faculty to help them use information technology to do their basic I&R tasks. Includes: routine services such as equipment set-up, software installation, accounts set-up, troubleshooting and software support. These are the services that keep a faculty member productive from day-to-day activities. 2. Computing support investments that are specifically designed to either create or deploy computer-assisted instructional materials as part of the curriculum. Includes: those services that can be identified as supporting a specific course or courses. The activities in this category are two fold: one the activities that focus on the use of instructional technology (IT) for curriculum development and creation: two, those that involve the deployment of the curriculum in classrooms, labs and other remote (dorm rooms, library carrels etc) areas using IT. Examples include acquiring and configuring specialized datasets for courses, supporting a graduate computing laboratory, producing a web page for a course, assisting students with course assignments, and developing a course module under faculty direction. These are services that facilitate or support specific courses. Within the realm of these two categories, and also for the cost gathering purposes, five major instructional technology service types are identified. Additionally, an area referred to as other is provided for gathering cost data for services that would other wise not fit with the other service type descriptions. When gathering cost data for each service type, please consider the percentage of resources committed to each of the two IT support activities mentioned above. In unusual cases, please use your best estimate for costing the activities and provide the method by which you derived the percentages.

3 Service Types: 1. Productivity/Instructional Tools and Services: Examples of services provided in this segment include long-term equipment assignments for instructors workstations as well as for off-campus course prep, research and travel use. A few other services that fall in this segment include: Purchase and distribution of basic productivity (word processing, , spreadsheet, and database) software for instructors. Purchase of specialized or course specific software is also included in this segment. (Note please do not include overhead costs in this category. However, include costs associated with time spent for specifications research) Purchase of network access from CATS Networked printing Equipment checkout including laptops, loaner desktop computers, projectors, etc. Automated network-based backup services 2. Support and Training: this segment includes services such as: Workstation support/frontline support - phone, , and on-site support for all instructional equipment, software and networking needs. Repair troubleshoot and repair malfunctioning equipment, and coordinate external repair of equipment that can t be fixed by staff in the division/unit. Training provide individual and group training on IT systems and applications including course development. This training could be provided, on-campus, in the Faculty Instruction Technology Center or at an off campus training site. Providing services such as coding, maintaining and support of systems/databases used for curriculum creation and development. Purchasing and requisitioning services for research, requisition, and receive IT equipment for instructors. 3. Web and Other Networked Services (Infrastructure): this segment includes a variety of web and other network services provided as infrastructure support of instruction, such as:

4 Making web space available on Divisional web servers for course web sites (in instances when CATS provided space is insufficient for some reason) such reasons may include streaming space, disk space in excess of CATS quotas, etc Departmental web services- provide design, and coordinate maintenance of official web sites for the Division/Departments and programs. The instructional element includes program descriptions, resources for students, course listing, etc. Faculty web services - provide services for design and space, and coordinate maintenance of, faculty professional web sites related to instruction. Services such as developing automated tools and templates that faculty can use to create and update their own web sites, while maintaining a coordinated divisional design. Virtual hosts arrange for and host virtual hosts (web sites that appear to be separate servers with distinct hostnames) for instructional use. Other networked services include file sharing services, streaming media services, and systems administration. 4. Classroom and Lab Services include in-class and Lab instructional technology support services for individuals or a group of students. These services include tutorial as well as instruction on hardware, software, etc. Please do not include costs associated with pedagogy. Include costs that are associated only with the support of instruction. Please give a narrative how the curriculum deployment using IT is taking place. For example, you may indicate that 70% of the deployment is via the use of class rooms/labs and 30% is through services of downloading and uploading to students PCs. 5. Consulting Services apply only to services that are provided by professional third party organization or person, or by professionals hired on a limited appointment basis and are paid via the payroll system. Consulting services include software programming, project management, training, networking, systems administration, web design, security, database, etc. Please indicate the percentage of costs categorized by basic or course specific support to instruction. 6. Other services - this segment is reserved for services that do not fit with the services described above. What not to include: Please do not include expenses incurred for the following activities. Business Service Activities (overhead costs) Student Learning Center costs Planning activities Narrative Evaluation System Student Advising System

5 Gathering Data: Student Information System (SIS/AIS) Dean s Salary costs and time Faculty Salary costs and time Costs related to research activities Pedagogy (actual course content development), include only the support to Pedagogy. The fiscal year for which you gather data is (prior year). a. Labor Costs: First Step: Identify all employees in your division who are included in the Instructional Technology Support described previously. Second Step: Classify these employees into two groups: staff and students. Third Step: Example: For the purpose of this costing method, FTE will be determined for identifying full-time equivalency of the effort put into each activity. It is not intended to determine whether an employee holds a career or a casual position. Thus to determine the FTE for an employee use the following formula. For Staff: # Hrs / Wk divided by 40hrs (H/40) would give you an average weekly FTE # Weeks / 52 would give you annual coverage (i.e., if a person does not work during the summer, your annual coverage might be.75). (Average weekly FTE) * (annual coverage)* (base annual salary) will give you the salary expense for the number of weeks worked. Multiply the salary amount by 1.24 to include salary related benefits expenses. Total this amount for all staff in the division. Then enter the total in the space provided for staff expenditures. Total all FTE for all staff in your division and enter the amount in the space provided under total # of FTE. Suppose you have three staff members that are tasked for the support and training services, the number of hours and weeks worked for each employee is as follows. Hrs/wk # of weeks Base annual salary % to basic Services % to Curr. Dev. Services Employee # $60, Employee # $50, Employee # $30,

6 Average Weekly FTE Annual Coverage Annual FTE Salary & Salary Driven Costs Salary costs for Basic Services FTE Basic Salary Costs for curric. Dev Service s FTE Curr Employee #1 10/40 = /52 = 0.50 (0.25*0.50) = (0.125*60,000) = $9,641.20*9,641=$ 1, *.2 = *9,641 =$7, *.8 =.1 Employee #2 30/40 = /52 = 1.00 (0.75*1.00) = (0.750*50,000) = $46,500.50*46,500= $23, *.5 = *46500 =$23, *.5 =.375 Employee #3 40/40 = /52 = 0.15 (1.00*0.15) = (0.150*30,000) = $4,500 =.70*4500=$ 3, *.7 = *4,500 =$1, *.3 =.045 Totals $28, $32, Note: an optional worksheet with these embedded formulas is provided for your convenience. The data you would enter for staff in the template for support and training would be as follows: FTE/basic Salary/basic FTE/curr. Salary/curr. Totals for your division:.505 $28, $32,313 For Student employees: # Hrs / Wk divided by 40hrs (H/40) this would give you an average weekly FTE # Weeks / 52 would give you annual coverage. (Average weekly FTE) * (annual coverage)* (base annual salary) will give you the salary expense for the number of weeks worked. Multiply the salary amount by 1.12 to include salary related benefits expenses. Total this amount for all student workers in the division. Then enter the total in the space provided for student expenditures. Total all FTE for all student workers in your division and enter the amount in the space provided under total # of FTE. The only difference between the calculations for students vs. staff is that a multiplier 1.12 is used for students instead of 1.24 for staff when estimating salary driven expenses and benefits. b. Training Costs: Please identify the best estimate of total costs for Training associated with instructional technology that is applicable for your division. Please remember to include all of departmental costs and summarize the costs at a division level. c. Supplies & Materials:

7 Please identify the best estimate total costs for Supplies & Materials associated with instructional technology that is applicable for your division. Please remember to include all of departmental costs and summarize the costs at a division level. d. Software Application Costs: Please identify the best estimate total costs for Software Application associated with each activity that is applicable for your division. Please remember to include all of departmental costs and summarize the costs at a division level. Note: an optional worksheet with these embedded formulas is provided for your convenience. e. Consulting Costs: Please identify the best estimate total costs for consulting expenses associated with instructional technology that is applicable for your division. Please remember to include all of departmental costs and summarize the costs at a division level. f. Equipment Maintenance & Upgrade: Please identify the best estimate total costs for Equipment Maintenance & Upgrade associated with each activity that is applicable for your division. For equipment acquisition and upgrade costs, please prorate them over their useful life (e.g. 3 years). If your server is not dedicated entirely for instruction and is shared for other non-instructional support activities, please prorate the costs based on the percentage of capacity the server is dedicated to instructional support activities. Please remember to include all of departmental costs and summarize the costs at a division level. Equipments include computers, printers and equipments provided by media services that support instruction. Note: an optional worksheet with these embedded formulas is provided for your convenience. Comments/Explanation: The Comments/Explanation column is provided so that you are able to describe unusual instances/caveats that do not fit with the set parameters. You will also be able to describe the method by which you used to estimate the cost data. Narratives: Please give brief answers to the questions asked in the narrative area. Deadline: The deadline for completing and submitting this information to the Office of Planning and Budget is March 29, 2002.

8 Other: The attached Excel spreadsheet requests only the final result in each category. Please keep your working papers (and/or Excel worksheets) so that it is available should we need to probe the data further in order to better understand it. Contacts: Please contact Fana O Halloran at or via at or contact Robert Irons at or via at for assistance or questions.

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