Instructional and Information Technology Services The Technology Refresh Program

Overview History History Logic of 3 Year Refresh Cycle Logic of 3 Year Refresh Cycle Financial Issues Financial Issues The Future The Future Conclusion Conclusion Questions Questions

History Campus commitment to technology. Campus commitment to technology –Campus needed a Plan –Campus needed a Plan. Maximize purchase by financing Maximize purchase by financing 2002/03 – There are now 1626 systems on program. 2002/03 – There are now 1626 systems on program. Plus a plan to upgrade other student labs. Plus a plan to upgrade other student labs.

Refresh Computers ***1995 – 1997 are estimates within categories but totals are accurate ***1995 – 1997 are estimates within categories but totals are accurate

Refresh Computers by Type

Refresh Cycle – Why 3 Years?

Technical Optimum – 2 Year The whole campus on a similar platform. The whole campus on a similar platform. Computers less expensive. Computers less expensive. There are disadvantages….. Not enough staff, very disruptive to users. Not enough staff, very disruptive to users. Department purchases of peripherals/software would be outdated to quickly. Department purchases of peripherals/software would be outdated to quickly.

4 Year Refresh The advantage -implementation costs low The advantage -implementation costs low Surprisingly, the annualized cost of computers higher. Surprisingly, the annualized cost of computers higher. Maintenance is higher or impossible. Maintenance is higher or impossible. Securing older systems difficult. Mac computers are impossible. Securing older systems difficult. Mac computers are impossible. IITS support costs would increase. IITS support costs would increase. New peripheral problems in fourth year. New peripheral problems in fourth year.

3 Years- The best compromise Laptops cannot make 4 years. Laptops cannot make 4 years. Easier to judge system specifications. Easier to judge system specifications. No need to pay a premium for a system. No need to pay a premium for a system. Average cost per year not much different for three year cycle. Average cost per year not much different for three year cycle. Systems maintainable for entire cycle. Systems maintainable for entire cycle. Gives IITS flexibility to help campus community. Gives IITS flexibility to help campus community.

PC Computer Cost –Why $2300? $1250 System Lower end CPU Lower end CPU Low end 17” CRT Low end 17” CRT Limited Ram (slow) Limited Ram (slow) No Zip drive No Zip drive Standard CD Standard CD Low end graphics Low end graphics $2300 System $230 – CPU/Firmware upgrade $230 – CPU/Firmware upgrade $360 17” Flat Panel $360 17” Flat Panel $ MB Ram $ MB Ram $115 Zip Drive $115 Zip Drive $130 DVD/CD-RW $130 DVD/CD-RW $70 Upgraded Graphics $70 Upgraded Graphics

Details of Refresh Purchase There are a total of approximately $1,100,000 in loan obligations over a 3 year term. There are a total of approximately $1,100,000 in loan obligations over a 3 year term. Why not pay cash? It took three years to fully fund the program. Why not pay cash? It took three years to fully fund the program. Adding a system costs $1320 per year. Adding a system costs $1320 per year. IITS refreshes on average about 1/3 of the campus each year. IITS refreshes on average about 1/3 of the campus each year.

Refresh Fiscal Issues Apple systems approx. 30% more cost. Apple systems approx. 30% more cost. More Laptops and cost 25% more. More Laptops and cost 25% more. Both Apple and laptops systems are also very expensive to maintain. Both Apple and laptops systems are also very expensive to maintain. Flat Panels more expensive but save energy and space Flat Panels more expensive but save energy and space

Annual Refresh Cost – Why $1320 $ Computer $ Computer $80 Software $80 Software $13 Printing $13 Printing $54 Servers $54 Servers $78 Networking $78 Networking $15 Security $15 Security $79 Handling/Installation/Training $79 Handling/Installation/Training $21 Spares $21 Spares

Financial Details Faculty systems average $1370 per year Faculty systems average $1370 per year Staff Systems Average $1145 per year Staff Systems Average $1145 per year Student Systems average $959 per year Student Systems average $959 per year Auxiliary systems average $1230 per year. Auxiliary systems average $1230 per year.

Campus Refresh:FY 1999/00FY 2000/01FY 2001/02FY 2002/03FY 2003/04 Total Computers11711, Revenue Total Perm. Allocation$1,059,710$1,107,730$1,355,744$1,405,212$1,423,692 Annual Funds$199,616$170,000$264,000$250,000$243,000 Adds/Surplus prior year$219,000$93,000$83,360$26,400$0 Refresh Returns-$1,320 -$52,000 Total$1,477,006$1,370,730$1,703,104$1,681,612$1,614,692 Expenses Loans$1,129,200$1,088,250$1,148,000$1,069,000$1,150,000 Cash Purchases$164,598$101,000$230,000$256,000$120,000 Non-Computer Costs$171,875$185,000$320,000$347,000$355,000 Total Expenses for FY$1,465,673$1,374,250$1,698,000$1,672,000$1,625, Account Surplus/Deficit$11,333-$3,520$5,104$9,612-$10,308

The Future The Good News: The Good News: 1. Cost of computers continue to fall. 2. TII should reduce network refresh costs. The Bad News: The Bad News: 1. Security Costs going up. 2. Microsoft software pricing will rise next year. 3. Server support is going up (Disk utilization growing more than 50% per year). 4. Mac and Laptop support twice desktop support. Conclusion: Overall costs should remain stable. Conclusion: Overall costs should remain stable.

Conclusion 1. 2 or 4 Year Refresh Cycles are not reasonable options. 2. IITS keeps campus desktops systems secure, reliable and software current. 3. Organized and planned program minimizes budget surprises. 4. Labor costs kept to a minimum. 5. Maximizes teaching and learning experiences for Faculty and Students.