1. University of Washington CUMREC 2003 A Self Sustaining IS Consulting Unit - Client Services Project Consulting University of Washington CUMREC 2003 Copyright University of Washington, Marcia Tufarolo 2003. This work is the intellectual property of the Author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors

2. University of Washington CUMREC 2003 University of Washington State Research University 3 Major Campuses 40,000 Students 24,000 Faculty & Staff

3. University of Washington CUMREC 2003 Marcia Tufarolo - Technology Manager Joe Frost - System Engineer Computing & Communications Client Services Project Consulting

4. University of Washington CUMREC 2003

5. Client Services Project Consulting (CSPC) Consulting group for UW Self-sustaining operation CSPC hired for work

6. University of Washington CUMREC 2003 Why CSPC was formed Supplement centrally funded projects Support self-sustaining areas Address new needs

7. University of Washington CUMREC 2003 Types of Consulting Database applications –Specifications –Design –Implementation

8. University of Washington CUMREC 2003 Types of Consulting Web-page design & implementation Web-site usability testing RFP preparation Software acquisition

9. University of Washington CUMREC 2003 Types of Consulting System security reviews System administration Network/server assistance

10. University of Washington CUMREC 2003 CSPC Staffing Application engineers Programmers/contractors Web specialists

11. University of Washington CUMREC 2003 CSPC Staffing Security consultants Unix/Win2K consultants Student staff

12. University of Washington CUMREC 2003 Central Infrastructure Database admins Central system admins Network/system engineers AIT/SIT review boards

13. University of Washington CUMREC 2003 Application Integration Team Project start-up Review functionality & design Discuss integration plans

14. University of Washington CUMREC 2003 Security Infrastructure Team Review project Identify security issues Review implementation design

15. University of Washington CUMREC 2003 Sample Projects Database –UW Web Credit Card B2C –MyUW.net (ISP) –UW Computer Training –UW Office Directory

16. University of Washington CUMREC 2003 Sample Projects Web-site Design/Usability –Airlift NorthwestAirlift Northwest –UW Faculty Club –Community Relations

17. University of Washington CUMREC 2003 Sample Projects RFP/Software Acquisition –Real Estate Office –Web Credit Card Processing Vendor

18. University of Washington CUMREC 2003 Sample Projects Security/Sys Admin/Servers –EH&S –Technology Transfer –Center Health Ed & Research

19. University of Washington CUMREC 2003 How we get work CSPC web-site altCSPC web-site alt help@cac inquiries Word of mouth Limited marketing

20. University of Washington CUMREC 2003 CSPC Project Approach Phone or email contact Standard response to inquirer –About CSPC –Rates

21. University of Washington CUMREC 2003 $$$...……. no response

22. University of Washington CUMREC 2003 CSPC Project Approach

23. University of Washington CUMREC 2003 Project Elements User Meeting: Goal - Get enough information to prepare a proposal. –Define project –Time and cost estimates

24. University of Washington CUMREC 2003 Project Elements Proposal: –Describe the project –Define the work elements –Estimate time & costs –Identify notes & assumptions

25. University of Washington CUMREC 2003 Project Proposal Notes and Assumptions –Computing environment –Client roles in project –On-going client roles –On-going costs –Other

26. University of Washington CUMREC 2003 Sample Project Proposal

27. University of Washington CUMREC 2003 Bidding Project Work It’s an art… It takes experience We always are learning

28. University of Washington CUMREC 2003 Bidding Project Work

29. University of Washington CUMREC 2003 Bidding Project Work

30. University of Washington CUMREC 2003 Project Elements Work Plan & Schedule: –Visual of work elements & timeline

31. University of Washington CUMREC 2003 Calendar Elements Functional spec & prototype System dev & implementation Application pilot Client roles in project

32. University of Washington CUMREC 2003 Calendar & Schedule

33. University of Washington CUMREC 2003 CSPC Calendar

34. University of Washington CUMREC 2003 Project Elements Project Work : –Design Specifications & Prototype –Implementation Develop/Test/Deploy

35. University of Washington CUMREC 2003 Project Elements Project Work : –Documentation System level documentation Web-site Vacation docs Departmental spec – API Test plans

36. University of Washington CUMREC 2003 Project Elements On-going Support –Application maintenance –Enhancements

37. University of Washington CUMREC 2003 CSPC Project Approach User Meeting Proposal Work Calendar/Schedule Project Work Wrap-up/On-going Support

38. University of Washington CUMREC 2003 Cost Recovery Project Costs –Consultant –Project management On-going Costs –Application support –Servers, DBA, System/Network Engineers

39. University of Washington CUMREC 2003 Cost Recovery Hourly Rate: –Project work, application support, project management

40. University of Washington CUMREC 2003 Rate Structure Hourly Rate –Based on direct costs –Annual work hours

41. University of Washington CUMREC 2003 Rate Structure Direct Costs –Salary & benefits –Operating expenses

42. University of Washington CUMREC 2003 Rate Structure Salary and Benefits = salary * percentage

43. University of Washington CUMREC 2003 Rate Structure Operating Expenses –Telephones –Equipment –Supplies –Other Services –Training –Travel

44. University of Washington CUMREC 2003 Rate Structure Annual Work Hours –Work days per year –Ave non-billable days –Billing efficiency –Billable hours per year

45. University of Washington CUMREC 2003 Rate Structure Work Days per Year 52 weeks * 5 days per week = 260 days per year

46. University of Washington CUMREC 2003 Rate Structure Average Non-billable Days »Holidays »Vacation »Sick Leave »Administrative Time

47. University of Washington CUMREC 2003 Rate Structure Billable Days per Year = Days Paid Per Year – Non-billable Days

48. University of Washington CUMREC 2003 Rate Structure Billing Efficiency = Billable days/Work days

49. University of Washington CUMREC 2003 Rate Structure Billable Hours Per Year = 2080 * billing efficiency

50. University of Washington CUMREC 2003 Billable Hours Per Year Two Structures: –Consultants –Management staff

51. University of Washington CUMREC 2003 Rate Structure

52. University of Washington CUMREC 2003 Rate Structure – Salary & Benefits

53. University of Washington CUMREC 2003 Rate Structure – Operating Expenses

54. University of Washington CUMREC 2003 Rate Structure – Billing Capacity

55. University of Washington CUMREC 2003 Rate Structure – Hourly Rate

56. University of Washington CUMREC 2003 Rate Structure Hourly Rate –Estimated costs/annual billing hours –Reality tweaking

57. University of Washington CUMREC 2003 Rate Structure Hourly Rate - Lower than market rate

58. University of Washington CUMREC 2003 Cost Recovery Fixed Monthly Fee: –Servers, DBA, System/Network Engineers

59. University of Washington CUMREC 2003 Re-charge Methods Four Components –Time tracking –CSPC project database –Direct recharge to UW budgets –Monthly billing & status report

60. University of Washington CUMREC 2003 Re-charge Methods Time Tracking –Weekly time sheets –Time worked by project –Non-billable time –Creative methods to keep hours

61. University of Washington CUMREC 2003 Time Sheets

62. University of Washington CUMREC 2003 Re-charge Methods CSPC Project Database –Staff –Budgets –Contacts –Project –Hours

63. University of Washington CUMREC 2003 CSPC Project Database

64. University of Washington CUMREC 2003 CSPC Reporting CSPC Accounting Report Billable Hours Project Hours Status Report Data Entry Verification Project List Others

65. University of Washington CUMREC 2003 CSPC Accounting Report

66. University of Washington CUMREC 2003 Recharge to UW Budgets Data extract from CSPC db File to FASTRANS Import into UW FIN system Charge/credit to budgets

67. University of Washington CUMREC 2003 Billing/Status Report Notification to area of charge Letter or email with details –Charges to budget –Work accomplishments –Upcoming work plans

68. University of Washington CUMREC 2003 Sample Status Report

69. University of Washington CUMREC 2003 The CSPC Team Different from funded work Need clear priorities Multiple projects Multiple roles Team interviews for new staff “T-E-A-M”

70. University of Washington CUMREC 2003 Client Services Project Consulting “Running a small business” Different than funded areas Manager role(s) Projects - Every year is different Work with many UW areas

71. University of Washington CUMREC 2003 Challenges Changing technology Staff cross training Leverage business development Limited funds

72. University of Washington CUMREC 2003 Benefits UW familiarity –Infrastructure & Institute C&C contacts Continuity Internal pricing

73. University of Washington CUMREC 2003 Client Services Project Consulting projects@cac.washington.edu http://depts.washington.edu/cac/projects

74. University of Washington CUMREC 2003 Project Terminology T.O. Matelich Preliminary tests were inconclusive : The darn thing blew up when we threw the switch All New : Code not interchangeable with previous design Low Maintenance : Impossible to fix if broken Years of Development : It finally worked