1. What does central IT really cost? An attempt to find out! Heidi Fraser-Krauss Head of IT Services University of York

2. Why? To understand where money is spent. To be able to compare our costs with those of other providers- cloud….. To be able to price services that we offer to others. Curiosity! To have evidence to argue for more resource. To understand central vs. local provision costs.

3. Its worth noting….. Our methodology evolved, we had to start somewhere

4. How- understanding services? 1.Started with getting an understanding of our systems and services – DNS – Finance system – Active Directory – Storage 2.Listed physical and virtual servers and attributed each server to a service There were lots of gaps!

5. How- Costs? 3. Got a handle on license and maintenance costs – Hardware maintenance – O/S licences 4. Added up hardware capital costs 5. Worked out a cost for a virtual machine – Physical infrastructure – VM license

6. How- Costs? 7. Worked out a cost per Gb of storage – Differentiated tiers 8. Attributed these costs across the different services 9.Group heads allocated staff-time to the previously identified services 10. We attributed staff costs to services – Difficult to do as no time sheets – Accounted for time spent supporting non-central systems

7. Work in progress….. Software license costs – To date a broad brush for major systems Attribution of data centre costs – Capital – Running costs More accurate attribution of power and cooling – Can do it per server More sophisticated use of TraC costs Add in depreciation of capital costs Cover whole University

8. Keeping up to date Attribute purchase orders to service Once model in place and costs known shouldn’t be difficult to keep things up to date

9. Lessons learned Need a firm grasp of services at a detailed level – Takes time – Things get missed out Staff cost allocation without time sheets is a best guess. We used an iterative approach for obtaining costs – This annoyed people – It could have been done in one iteration

10. Challenges How to allocate network costs or other costs that are truly infrastructural? – How do you cost the network for student record system?

11. Some figures….. Storage tiers /Gb/year – £6.29 NetApp – £ 1.25 Sunfire X45100 Wireless/year £338,000 PURE/year £41,000 Identity management/year £79,000 SITS/year £163, 000 Agresso/year £95, 100 VLE/year £155,000k Managed print service/year £386,000

12. Thanks to…. Stefan Wielgosz Data Centre Manager Sarah Hall IT Accountant