1. 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

2. 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

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

4. 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

5. DANS cost model
Anna Palaiologk Zuleica Arias 2011

6. 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

7. ABC model for DANS

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

9. Just published:

10. 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

11. 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

12. 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

13. Indirect costs (%) per principal activities

14. Cost of an average Archaeology Dataset

15. 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 !

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

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

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

19. 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

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