Data Archiving and Networked Services The DANS Cost Model and what to do with it? Heiko Tjalsma Policy Advisor APARSEN-Workshop Digitale Langzeitarchivierung von Forschungsergebnissen: Den Herausforderungen gemeinsam begegnen Vienna 27 September 2012

About DANS DANS is an institute of the Royal Netherlands Academy of Arts and Sciences KNAW and the Netherlands Organisation for Scientific Research NWO DANS promotes sustained access to digital research data DANS provides training and advice on digital curation and preservation of research data DANS performs research into digital preservation and access to digital information DANS provides access to research information in the Netherlands

Outline The DANS Cost Model – update Usage in the organisation Why are we doing this? Case Study Archaeology

APARSEN Work Package On cost/ benefit data collection and modelling Collecting cost information from consortium members and others Comparing cost models Modelling aspects of the costs

DANS cost model Anna Palaiologk 2008-2009 Zuleica Arias 2011

Two major components Improving tactical and strategic decision-making Activity Based Costing Model ABC (Cooper and Kaplan (1988) Improving tactical and strategic decision-making Understand the use of scarce organisational resources in various business activities Balanced Scorecard BSC (Kaplan and Norton, 1997) Translates an organisation’s mission and existing business strategy into a limited number of specific strategic objectives that can be linked and measured operationally

ABC model for DANS

Balanced ScoreCard DANS The Balanced ScoreCard uses Success Factors to indicate the success of the mission of the organization

Just published:

2011 - Next stage of the model Resource cost drivers were created, but for the resource pool “Staff”. Based on activity and salary. Balanced Score Card based on the DANS strategy. Done To do Refine cost drivers Allocate other-than-staff costs to activities Further testing Implementation of the model in the organisation EDNA: Need for Cost / Business Model

Direct and Indirect costs Figures of 2010 Direct and Indirect costs Data Archiving, labour costs 44% Direct Cost Office, IT support, other labour costs, material costs, KNAW services, etc. 56% Indirect Cost

Cost centres and activities 12 Centres, 35 Activities of DANS Centre Activity Classification Office Management Order supplies Auxiliary   Assistance of management and invoice register Communications Preparation of archive newsletter Principal Communication plan Preparation of E-data research magazine Process and Preservation Conversion of original files Upload processed files Storage files (original and processed) IT Office Monitoring and maintenance systems Provide users support

Indirect costs (%) per principal activities

Cost of an average Archaeology Dataset

Usage in practice: Implementation of the model in the organisation Feedback by Managers and Staff on the DANS cost model Validate and re-define the content Classification of activities into principal and auxiliary More accurate allocation of resources cost to each centres and activities Adaption of Timesheet (% to perform each activity) Selection of better cost drivers? Participating in the APARSEN Programme !

Why are we doing this? General accountability Finding the most labour intensive activities Calculating the costs of archiving datasets And also …………

……. And also ………… nervousness about rising storage costs Eliminating redundant storage, using Grid / Cloud as low cost alternatives

What should be included in the price? Pass on only costs of storage to depositors? Or pass on general costs including overhead?

EDNA Case: E-depot Netherlands Archaeology Mandatory deposition of digital datasets Until now free – paid by the State Cultural Heritage Agency Based on the DANS Cost Model: Price calculation Different scenario's possible; All depositors pay always All depositors pay always, only for large datasets Only large depositors pay

For more information please contact heiko.tjalsma@dans.knaw.nl