How To Compare It Costs And Volumes In Higher Education

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Clare Doris Johns
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Teemu Seesto, IT-secretary, FUCIO Network of Finnish Universities Chief IT

1 It's not just about the amount, but also about the style. Higher education IT benchmarking 2014 Ilkka Siissalo, CIO University of Helsinki Teemu Seesto, IT-secretary, FUCIO Network of Finnish Universities Chief IT Officers Yvonne Kivi, project manager University of Helsinki ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 1

2 BM2014 Survey / Introduction A ES taskforce Yearly survey Free of charge Tools: Excel, Eduuni Aim is to compare IT costs and volumes in higher education institutes Started in its present form in 2010, on the initiative of Finnish CIOs (FUCIO) In the first year 33 Finnish HEIs participated in the survey (of 14 universities + 24 universities of applied science= 38) 2012 we invited a few European HEIs to participate and try out the survey and give us feedback 2013 all European HEIs were welcome to participate ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 2

participated in the survey (of 14 universities + 24 universities of applied science= 38) 2012 we invited a few European HEIs to participate

BM2014 Survey / The participants In 2015 we had 49 participating HEIS:* From : 32 HEIs ( 12/14 universities, 20/24 universities of applied science) Sweden: Linköping university, Luleå university of

Universitetet i Bergen, Universitetet i Stavanger, Universitetet i Tromsø Denmark: Syddanske universitet Germany: Ernst-Abbe-Fachhochschule Jena, Westfälische Wilhelms-Universität Münster Greece:

3 BM2014 Survey / The participants In 2015 we had 49 participating HEIS:* From : 32 HEIs ( 12/14 universities, 20/24 universities of applied science) Sweden: Linköping university, Luleå university of Technology, Royal institute of Technology, Stockholm university, University of Gothenburg, Uppsala university Norway: Norges teknisk-naturvetenskapliga universitet, Universitetet i Oslo, Universitetet i Bergen, Universitetet i Stavanger, Universitetet i Tromsø Denmark: Syddanske universitet Germany: Ernst-Abbe-Fachhochschule Jena, Westfälische Wilhelms-Universität Münster Greece: Aristotle University of Thessaloniki Netherlands: Fontys Hogescholen Slovenia: Univerza v Ljubljani *total list of participants is at the end of this presentation ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 3

4 BM2014 Survey / The participants Personnel FTE Norwegian Finnish UAS Finnish Swedish Other Average size of org. in M Student FTE UAS Norway Sweden Germany Denmark Greece Netherlands Slovenia Participants ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 4

in M 0 10000 20000 30000 40000 50000 Student FTE UAS Norway Sweden Germany Denmark Greece

5 BM2014 Survey / Working with Bencheit A joint effort Project group - Teemu Seesto, University of Turku - Kari Kataja, HAMK University of Applied Sciences - Esko Ala-Peijari, AAPA-network of Universities of Applied Sciences - Ritva Suojärvi-Mäkinen, Metropolia University of Applied Sciences - Markku Närhi, University of Jyväskylä - Yvonne Kivi, University of Helsinki Steering group - Ilkka Siissalo, University of Helsinki, Chairman - Kimmo Pettinen, Laurea University of Applied Science, Vice chairman - Yvonne Kivi, University of Helsinki, Secretary - Esko Ala-Peijari, AAPA network - Kari Kataja, HAMK University of Applied Science - Pekka Kähkipuro, Aalto University - Kurt Gammelgaard Nielsen, University of Southern Denmark - Anders Nordin, Luleå University of Technology - Jussi-Pekka Pispa, Tampere University of Technology - Jaakko Riihimaa, Seinäjoki University of Applied Sciences - Tuomo Rintamäki, Helsinki Metropolia University of Applied Sciences - Ole Langfeldt, Norwegian University of Science and Technology - Teemu Seesto, Network of Finnish Universities Chief IT Officers ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 5

Ilkka Siissalo, University of Helsinki, Chairman - Kimmo Pettinen, Laurea University of Applied Science, Vice chairman - Yvonne Kivi, University of Helsinki, Secretary - Esko Ala-Peijari, AAPA

6 BM2014 Survey / Tools The survey is an Excel workbook, distributed via Eduuni Analysis also in Excel, choose which HEIs you want to compare yourself with ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 6

7 BM2014 Survey / Principles Voluntary participation Emphasis on costs and volumes of technology Cash flow based fluctuation between years especially for one organisation. Participants see each others complete data. Number of participants Data and analysis is for participants only IT costs in million ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 7

Number of participants Data and analysis is for participants only.

Volumes BENCHMARKING (BENCHEIT) BM2014 Survey / Dimensions Background info Other or unspecified Outsourcing Facilities Staff Software Hardware Account groups CostAndFTE Services / Sub Services

8 Volumes BENCHMARKING (BENCHEIT) BM2014 Survey / Dimensions Background info Other or unspecified Outsourcing Facilities Staff Software Hardware Account groups CostAndFTE Services / Sub Services Infrastructure - Operative - HPC 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 - Other - Unspecified IT management - Management - Information security Audio visual services Other or unspecified ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 8

Phone calls Business applications - Finance - Human resources - Facilities - Communications - Student administration systems - Research administration - Library -

9 BM2014 Survey / The process Learning curve 1: Gathering information within organisation (and with peers) Preparation for next round + Historic comparison BM-project group revision and check + Analysis Learning curve2: Peer review Behind differences of numbers ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 9

BM-project group revision and check + Analysis Learning curve2: Peer review

10 BM2014 Survey / Allocation of the IT-costs* *costs = no facilities costs included 100% 90% 80% 28% 15% 24% 31% 34% 24% Unspecified 70% 60% 50% 40% 30% 20% 20% 50% 6% 65% 22% 19% 52% 49% 26% 41% 12% 64% IT costs in academic units IT costs in other central units Centralized IT-costs 10% 0% All UAS Norway Sweden Other Other: 1 Denmark 2 Germany 1 Greece 1 Netherland 1 Slovenia ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 10

academic units IT costs in other central units Centralized IT-costs 10% 0% All UAS Norway Sweden Other

11 BM2014 Survey / Allocation of the IT-work 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 21% 14% 65% All 7% 4% 89% UAS 18% 13% 69% 28% 26% 20% 17% 15% 18% 58% 56% 64% Norway Sweden Other Distributed Other centralized IT-centre Other: 1 Denmark 2 Germany 1 Greece 1 Netherland 1 Slovenia ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 11

Norway Sweden Other Distributed Other centralized IT-centre Other: 1 Denmark 2

12 BM2014 Survey / IT-costs* by services 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 25% 24% 24% 23% 23% 28% All UAS 25% 29% 22% 24% 21% 18% Norway Sweden Other *costs = no facilities costs included Unspecified Audiovisual services IT management Business applications Voice services Data networks: LAN & WAN IT Service Desk Workstations (incl. printers) Infrastructure Other: 1 Denmark 2 Germany 1 Greece 1 Netherland 1 Slovenia ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 12

management Business applications Voice services Data networks: LAN & WAN IT Service Desk Workstations (incl.

13 BM2014 Survey / IT-costs* by business applications *costs = no facilities costs included 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 14% 30% 17% 12% 20% 11% 10% 6% 19% 9% 18% 12% 13% 14% All UAS 6% 13% 11% 17% 10% 22% 16% 19% 14% 7% 14% 3% 9% 7% 6% 8% Norway Sweden Other Unspecified Other Teaching Library Research admin. Student admin. Communications Facilities HR Finance Other: 1 Denmark 2 Germany 1 Greece 1 Netherland 1 Slovenia ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 13

7% 6% 8% Norway Sweden Other Unspecified Other Teaching Library Research admin. Student admin.

14 BM2014 Survey / Workstations by type 100% 90% 80% 70% 60% 50% 40% 30% 20% Other/Unspceified Tablets Laptops Desktops 10% 0% All UAS Norway Sweden Other ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 14

15 BM / Workstations by type* * different participants on different years 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Year 2011 Year 2012 Year 2013 Year 2014 Tablets Laptops Desktops ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 15

0% Year 2011 Year 2012 Year 2013 Year 2014 Tablets Laptops

16 BM / The development of the costs* in 1,400 IT costs per student FTE *costs = no facilities costs included 1,200 1, UAS ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 16

included 1,200 1,000 800 600 400 UAS 200 0 2010 2011 2012

17 BM2014 Survey / IT-personnel and it's customers Students / IT personnel (FTE) Staff / IT personnel (FTE) 0 All UAS Norway Sweden Other 0 ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 17

18 BM2014 Survey / Run Grow Transform framework* * Answers from 33 participants 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Percentage of IT costs into Run Grow Transform ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 18

90% 100% Percentage of IT costs into Run Grow Transform

19 Benchmark survey Know your numbers! Thank you! ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 19

20 BM2014 Survey / Participating organisations Aalto University (FI) Abo Akademi University (FI) Arcada University of Applied Sciences (FI) Aristotle University of Thessaloniki (GR) Diaconia University of Applied Sciences (FI) Ernst-Abbe-Fachhochschule Jena - University of Applied Sciences (DE) Fontys University of Applied Sciences (NL) HAAGA-HELIA University of Applied Science (FI) HAMK University of Applied Sciences (FI) Helsinki Metropolia University of Applied Sciences (FI) Jyväskylä University of Applied Sciences (FI) Kajaani University of Applied Sciences (FI) Karelia University of Applied Sciences (FI) Lahti University of Applied Sciences (FI) Lapland University of Applied Sciences (FI) Lappeenranta University of Technology (FI) Laurea University of Applied Sciences (FI) Linköping University (SE) Luleå University of Technology (SE) Norwegian University of Science and Technology (NO) Oulu University of Applied Sciences (FI) Royal Institute of Technology (SE) Saimaa University of Applied Science (FI) Satakunta University of Applied Sciencies (FI) Savonia University of Applied Sciences (FI) Seinäjoki University of Applied Sciences (FI) South-Eastern University of Applied Sciences Ltd (FI) Stockholm University (SE) Tampere University of Applied Sciences (FI) Tampere University of Technology (FI) Turku University of Applied Sciences (FI) University of Bergen (NO) University of Eastern (FI) University of Fine Arts Helsinki (FI) University of Gothenburg (SE) University of Helsinki (FI) University of Jyväskylä (FI) University of Lapland (FI) University of Ljubljana (SI) University of Münster (DE) University of Oslo (NO) University of Southern Denmark (DK) University of Stavanger (NO) University of Tampere (FI) University of Tromsø - The Arctic University of Norway (NO) University of Turku (FI) University of Vaasa (FI) Uppsala University (SE) Vaasan Ammattikorkeakoulu, University of Applied Sciences (FI) ES 2015 / 10th June 2015 / Kivi & Seesto & Siissalo 20

of Applied Sciences (FI) Helsinki Metropolia University of Applied Sciences (FI) Jyväskylä University of Applied Sciences (FI) Kajaani University of Applied Sciences (FI) Karelia University of

Internationalization and higher education policy: Recent developments in Finland

Internationalization and higher education policy: Recent developments in Finland Seminar on Cooperation between Russian and Finnish Institutions of Higher Education St Petersburg 5.-7.2.2008. Rector Anneli