april 2004 executive budget committee report - ucsc.edu · the project team would like to...

Executive Budget Committee Report

The IT Transformation Project A Report of Findings from the Data Collection Effort

Submitted: February 16, 2004 April 2004

IT Transformation ProjectExecutive Budget Committee

IT Data Collection Report Page I

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CONTENTS

ACKNOWLEDGMENTS ....................................................................................... II

THE PROJECT TEAM ......................................................................................... III

TEAM ACTIVITIES ...............................................................................................IV

EXECUTIVE SUMMARY ....................................................................................... 1

INTRODUCTION ................................................................................................... 8

FINANCIAL DATA ............................................................................................... 15FINANCIAL CHARTS AND GRAPHS ..................................................................................24

PERSONNEL DATA ............................................................................................ 30PERSONNEL CHARTS AND GRAPHS ................................................................................37

SERVICES DATA ................................................................................................ 52SERVICES CHARTS AND GRAPHS ...................................................................................58

HARDWARE DATA ............................................................................................. 81HARDWARE CHARTS AND GRAPHS .................................................................................83

APPLICATIONS DATA ...................................................................................... 108APPLICATIONS CHARTS AND GRAPHS ........................................................................... 111

SPACE DATA .................................................................................................... 118SPACE CHARTS AND GRAPHS .....................................................................................120


IT Data Collection Report Page II

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ACKNOWLEDGMENTS

Contributors

The Executive Budget Committee (EBC) report was created by a diverse group of UCSC professionals. The collection of the data, its analysis, and this report represent the efforts and energy of not only the project team members but a number of additional contributors. The project team would like to gratefully acknowledge the hard work put into the data collection effort by the people listed below:

William Hyder, Assistant Dean, Division of Social ServicesKimberly Glesser, Payroll Assistant, Information Technology ServicesCharles E. McDowell, Professor, Computer ScienceLara Mellegers, Financial Analyst, Information Technology ServicesFana O’Halloran, Principal Analyst, Planning and BudgetTerry Schalk, Adjunct Professor of Physics and Associate Dean for Computing,

Division of Physical and Biological SciencesBeth Guislin, Director, CATS, Instructional ComputingJanine Roeth, Director, Distributed Computing Group, CATSMarina Ulmishek, Financial Analyst, CATS/Business Services

The Survey Population

This data collection effort was conducted essentially “by hand.” Without systems and procedures designed to track the pertinent information on a regular and ongoing basis, data collection is a time consuming task. Thus, the project team would like to thank and gratefully acknowledge the efforts of each of the more than 75 members of our survey population, who searched through records, investigated acquisitions, reviewed job descriptions and work performed, and completed the data collection surveys.


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THE PROJECT TEAM

The information in this report was compiled, analyzed, and submitted by the following team members:

M. Scott Morris, Partner, AVCOR Consulting, LLC.Kenneth Garges, Computing Director, Division of Social SciencesMaggie McCue, Business Officer, CATS/Business ServicesPeter McMillan, Computing Manager, Office of Planning and AnalysisAaron Melgares, Administrative Computing Manager,

Division of Physical and Biological SciencesRobert Vitale, Director of Computing and Instructional Laboratory Manager,

Baskin School of Engineering

Additional Contributors

Michael Edmonds, Computer Resource Specialist, Science and Engineering Library

John Hammond, Computing Systems Manager, Computing Systems Operations, Sue Tarjan, Editor


IT Data Collection Report Page IV

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TEAM ACTIVITIES

Since the launch of the Data Collection project in August 2003, the project team has significantly invested time in activities related to the data collection. The team created a model for the data collection and detailed that model in a 60-page document circulated to the campus and used by the survey population as a guide to completing the surveys.

The team created four survey tools using FileMaker Pro to capture information across the various areas of the survey. A set of orientation meetings was conducted in an attempt to forestall questions about the data collection and facilitate the completion of the surveys. The data collection orientation was delivered to over 70 participants through a series of two-hour meetings conducted over a period of three weeks.

By the time final data analysis was conducted, the team had received information from 10 divisions, representing 52 different units, and had amassed over 11,000 records about the people, services, and systems that collectively represent the Information Technology (IT) presence on the UCSC campus.


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EXECUTIVE SUMMARYInformation Technology (IT) service delivery at UC Santa Cruz is an immense undertaking. Demands for increasingly complex and diverse services, support, and equipment continue to grow at an accelerating pace. As consideration is being given to a transformation of IT services to better serve the campus community, an ongoing understanding of the depth and breadth of resources already available to campus units is vital. Equally important is an understanding of the distribution and organization of IT resources, including funding sources, expertise, hardware, software, and building space currently utilized. To facilitate this transformation, the IT data collection team was charged with developing a methodology for surveying these resources and gathering data in order to quantify and analyze IT service delivery.

The team’s approach to creating a data model required striking a balance between the desire to collect very detailed information and the acknowledgment that doing so would strain already scarce resources. Since the IT Transformation Project expects to gain cost savings through economies of scale and efficiency improvements, we sought a method through which similar activities, resources, and expenses could be grouped together and thought of collectively by the teams to be commissioned during the project’s second phase. Certain assumptions were made and key definitions created in an attempt to achieve both of these goals simultaneously. This bears mention because of the impact of the assumptions and definitions on the information contained in this report and its analysis.

As one important example, consider the term “administrative.” For the purpose of this project, it was necessary to group elements in what was judged the most useful way for later analysis. Thus, the survey population was asked to define resources, services, and activities as “administrative” if they contribute to the overall functioning of the campus, a division, or a unit—not if they directly relate to the support of an individual research endeavor or are specific to the support of a faculty member instructing a class. For instance, an e-mail server (even one operated by IT workers in an academic division) is classified as administrative even though it is utilized by the entire campus community. Server administration services are also classified as administrative, unless the activity relates specifically to a research experiment or is directly tied to a particular classroom activity.



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Similarly, the term “faculty support” was designed to identify a specific variety of workstation and server support services. Faculty members expect a certain level of support in keeping with their unique instructional needs, often directly involving workstation support in their offices. The statistics associated with faculty support do not reflect the sum total of the IT effort dedicated to supporting faculty but simply differentiate support provided to faculty at their primary office workstations from generic workstation support or support for research and instructional tasks not carried out in faculty members’ offices.

Therefore, the reader should understand that the statistics pertaining to “administrative” costs, personnel, services, hardware, applications, and space do not necessarily refer exclusively to administrators or the administration of the university. In most cases these same services are providing vital support to faculty members and students. Obviously, all members of the campus community benefit from IT services.

Because important decisions about IT consolidation will be made based on the data collected, it is important to keep in mind that the data is presented as the survey population reported it. The project team did not conduct independent verification of the quantities, qualities, and percentages reported. Furthermore, it must be emphasized that data reporting was extensive but ultimately incomplete because not all units responded to the surveys, and, of those that did, many returned surveys with incomplete information. Nonetheless, these findings depict at least an approximation of the current state of IT service delivery and present some preliminary analyses of the data, although drawing conclusions from the data or making recommendations about how to use the data were not part of the charge to this team.

The data collection team began its efforts by developing a set of questions to ask the survey population. These questions are referred to as “areas of inquiry” in the data collection model the team developed and were used as the basis for identifying the data elements the team collected, thus creating the foundation upon which the report was built. Then, in order to verify the team’s approach and methodology for the data collection, the team identified a set of campus experts whose expertise, comments, and suggestions were used to modify and improve the existing data model, definitions, and areas of inquiry. All of the suggestions offered by the panel were incorporated into the model prior to the development of the data collection tools and the initiation of the campus survey.



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The areas of inquiry cover financial resources, personnel, services, hardware, applications (software), and space required for IT service delivery. A partial list of questions pertaining to each area follows:• Financial Resources

• What do services cost?

• What funding sources are available?

• What percentage of each of the service categories is paid for with which funding source?

• How are costs divided among campus units?

• How much is spent on hardware, software, upgrades, and facilities?

• How much is spent on training and consultants?

• Personnel• How many people are involved in IT service delivery, and how are they classified as

employees?

• For whom do they provide services?

• Services• What types of services are offered, and what trends in services are visible?

• How are services distributed by platform and application?

• Who requires the most services?

• Hardware• What types of hardware are there, when were they purchased, and who are the

manufacturers?

• What purposes do they serve?

• How is the hardware maintained and by whom?

• Applications• Which applications are used across campus and for what purposes?

• How many different versions of each application exist and who supports them?

• How is licensing managed?

• Space



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• How much space is designated for IT purposes?

• How much space is actually used for IT purposes?

• What different types of spaces are required (e.g., equipment rooms, server rooms, computer labs, wiring closets, workrooms, public computer access)?

This report provides tentative answers to these questions and a comprehensive overview of IT resources, undoubtedly with some information more and some less significant to the IT transformation goal. Because there has never been a serious effort to collect and collate this type of information until now, differences of opinion and criticisms about the data, how it was collected and presented, and what it all means are inevitable and will contribute to the overall goal of understanding where the university stands now. Conducting the survey and compiling the data were necessary steps but do not, in and of themselves, solve the complex issues surrounding the transformation of IT service delivery at UCSC.

Brief Synopsis of Survey Results

Financial DataA crucial task of the data collection was to identify the cost of service delivery. Unfortunately, there is no single reliable source of information related to campus IT costs. Campus financial recording practices allow each unit to code IT purchases in a number of ways, which means that computers, servers, consultants, and peripherals are not always coded as such. Thus, it is unlikely that the data in the Financial Information System (FIS) reflects total spending. The team attempted to account for this situation by building financial components into nearly every survey instrument and by asking financially related questions of the survey population. However, most of the financially related questions in the surveys distributed were left blank, no doubt reflecting the fact that such information is unavailable. With such incomplete results, it is likely that IT expenses are underestimated.

Given the limitations of the data, the total spent on general IT services across the campus is estimated to be, at minimum, $32.4 million annually. This includes costs for



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Information Technology Services (ITS) and other divisions but excludes those related to specific grant programs. This figure represents an average (over four years) for salaries, actual data for hardware and software expenses, network and telecommunications costs, other infrastructure expenditures, and an estimate of various support costs (consultants, education, and space rentals) created using a set of heuristic methods. This total was derived primarily from the FIS system. Of the total, ITS represents almost half (49%), and the other divisions collectively constitute the remainder. Of that remainder, Student Affairs represents the largest percentage of the spending (12%), and the Division of the Arts represents the smallest percentage (2%). If total campus expenditures are considered by category, spending on staff represents the largest single expense at 51% of the total, and training for IT staff represents the smallest expense at 0.3%.

More funds are apparently spent on travel for IT workers to attend training (0.3%) than on training itself. Because information regarding spending for external IT consultants, off-campus space rental, training, and travel costs was desired but not available through FIS, data related to these categories was obtained through a separate survey of the unit business officers. In general, the business officers commented that there was significant difficulty in obtaining the requested information. It is reasonable to assume that the numbers for these categories may be underreported.

Personnel DataThere are a minimum of 405 employees on the campus who spend at least 20% of their time engaged in IT work. This total number of employees corresponds to at least 304 full-time equivalent (FTE) employees, including employees working in ITS, employees associated with other units, and student workers engaged across campus.

Twenty-nine job classification titles, used as the basis of previous surveys, were identified at the beginning of our inquiry into campus IT personnel. We discovered that the total population falls into 61 different classifications. Duties and responsibilities for IT functions are held by a number of individuals who would not normally be thought of as IT workers, including students, who are significantly underreported in the survey.

Recipients of service provided by IT workers were also identified during the collection process. 60% of their collective efforts are focused on administrative functions, and 38% support individual faculty members, research projects, and classroom instruction. By contrast, if data is limited to staff working only within the five academic divisions, the



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reported effort to support faculty, research, and instruction becomes 75% of the total, with administrative tasks only 23%.

Services DataArticulating IT services posed an interesting dilemma: to do so in a sufficiently generic fashion that the data could be effectively compared across all of the campus IT groups without losing a sense of the individual nature of the services provided (especially in the academic divisions). To address this dilemma, the team defined six broad categories of IT services, which were then broken down into sub-categories. Using the six service categories, we sought answers to the questions regarding the types of service offered, the funding sources of the services, and an identification of who consumes the services.

The survey population was asked to estimate the percentage of their total time dedicated to IT service delivery for each of the major service categories. They were then instructed to estimate the percentage of the total IT time they spent engaged in each of the sub-category activities. The largest amount of time was spent in consulting, followed by similar time allocations for IT resource management and workstation support. Units reported a remarkably similar mix of services, although with differences across units relating to which groups (e.g., administrative, faculty, public) are being served.

Hardware DataThe reported inventory of IT hardware probably furnishes the most reliable data. The hardware survey was limited to a list of nine types of hardware. Information was obtained regarding 8,417 devices. Of the total, 81% are desktop (67%) or laptop (14%) computers, 9% are printers, and 6% are servers. The remaining 4% are external storage devices, scanners, personal digital assistants (PDAs), clusters, and tablets. Five hundred devices (6%) were reported to be out of service (i.e., broken, obsolete, or awaiting delivery). Of the desktop, laptop, and server devices reported, 41% were identified as Macintosh, 43% as Windows, and 14% as UNIX/LINUX. While most of the reported devices are owned by the university, there are at least 168 personally owned devices serviced by campus IT workers.

The largest concentration of servers was found in ITS (26%), followed closely by the School of Engineering (24%). The Office of the Chancellor and the Campus Provost and Executive Vice Chancellor (CP/EVC) reported 16% of the total. However, if the servers



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whose primary purpose was identified as administrative are considered independent of other servers, the CP/EVC would reflect 24% of the total followed closely by Student Affairs, which reported 19% of the total.

Applications DataOur inquiry regarding computer applications produced incomplete results. There are no reliable campus-wide inventories tracking the numbers and types of applications. Information on site licenses is also not reliable, although data on types of licenses in use on campus is more reliable than data regarding the actual number of licenses. Indicative of potential problems, particularly in terms of support, is that 35 different e-mail client applications are currently in use across campus.

Space DataOur survey population was asked to report all spaces they managed dedicated to IT uses, including office space for IT workers, server rooms managed by the responder or one of the responder’s subordinates, wiring closets managed by the responder, workrooms, storage areas, and computing labs. Because such terms as “computing lab” were loosely defined, however, responders quantified IT space differently, resulting in difficulty in quantifying the total space actually used to accommodate IT activities.



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INTRODUCTION

Background Information

This data collection effort was initiated in response to a need to understand the opportunities and risks involved in a transformation of the model for delivering Information Technology (IT) services to the UCSC campus. Its purpose was to present a broad-reaching and comprehensive picture of the current delivery of IT services and an overview of the people, hardware, software, and building spaces involved in delivering the services, in addition to providing an estimate of the total cost of the services.

This report was designed to provide the Vice Provost for Information Technology and the advisory committee with useful information that will allow them to make more informed decisions about changes related to the proposed IT Transformation Project. Additionally, it is hoped that the data in this report will assist in understanding the order of magnitude of the various consolidation tasks as they are investigated during the project’s second phase.

Prior to this effort, there was no single unified picture of the UCSC computing infrastructure, nor were there comprehensive inventories of assets and services available in any of the entities that provide IT services to the various UCSC constituents. Although records of IT expenses exist, it was also unknown what total financial assets UCSC has committed in the past to specific aspects of IT service delivery. This study provides an imprecise but essential baseline of IT assets and services. While the project team made every effort to account for the dynamic nature of the present IT environment on the UCSC campus, we acknowledge that this data, while representing our best estimate in some areas, inevitably has some inaccuracies.



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Project Scope

Data collection was designed to provide useful and reliable information about IT services, inventories, personnel, and costs across the entire UCSC campus. To achieve this goal in a timely manner, the project’s scope was limited to the following tasks:• Develop and define high-level categories of IT services to encompass the majority of IT

tasks performed by all levels of IT professionals at UCSC

• Determine the number of IT workers and their salary costs and estimate what percentage of time and cost is spent on various areas of IT support

• Inventory and generate a list of computer applications and software used to perform IT services

• Inventory and generate a list of spaces currently used to house IT services both on and off campus

• Inventory the computing hardware currently used on campus and determine the computing and IT services currently performed by each UCSC entity

• Identify the financial and human resources currently deployed to deliver IT services to the whole university, including hosted multi-campus organized research units (ORUs) and University Extension

• Estimate the relationship of customer service demographics to current allocations for various IT services

Areas Out of the Project Scope

This effort was not designed to provide the following:

• A service delivery critique: This report does not critique or assess existing IT service delivery at UCSC nor does it propose any recommendations on delivery of IT services to the campus. This report also does not assess the needs and desires of students, faculty, and staff, nor does it prioritize any service to the university, division, or unit. Furthermore, it does not attempt to identify any missing or redundant services.

• A survey of current shared Infrastructure: The report purposefully avoids collection of information related to existing shared computing network and telecommunications infrastructure. Areas avoided include surveys of the university’s cabling infrastructure both internal and external to buildings (i.e., the cable plant) and inventories of telecommunications hardware, applications, and services. The costs of these items are reflected in the overall expenditures but are not specifically detailed in the Financial Data section.

• A survey of IT work engaged in by faculty: (except librarians)



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Confidence in the Data

During this project, data was collected from a highly distributed and diverse number of IT resources. While the causes of the diversity are peripheral to the purposes of this report, the fact that there is presently no uniform method, standard, or tools for the collection of IT information is significant.

Both the survey population and the project team members used heuristics or educated guesses in areas where there was an absence of recorded data. Similarly, because the survey population is not a single organization, but rather many smaller IT organizations that developed in different ways and at different times, there are a number of terms that do not appear to have a consistent universal definition. Despite the team’s best efforts to mitigate this potential problem by creating a detailed set of definitions for the collection, we acknowledge this lack of a common language may have tended to skew a portion of the data collected in the survey.



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Areas of Reduced Confidence

Area Concern

Financial data for hardware and software

Financial information for hardware and software was grossly under-reported. We know this because a majority of the hardware and software records that were completed contained null entries in the financial fields.

Financial data for off-campus space

A similar situation occurred with the reporting of the cost of off-campus space. We assume that this is because many units may not be directly responsible for the space costs.

Missing data Data is not included in this report from the UCO Lick or UCCP groups.

Variances between information listed as administrative and other types of information

Reporting of inventory and employees supporting administrative users and efforts appears to be more completely reported than information for the research and instruction efforts.

Reporting of office space information

Questions asked regarding office space used by IT workers are believed to be sufficiently vague as to have skewed the information collected.

Reporting of computer lab data

Vagueness in the definition of the term “labs” may have caused non-standard reporting of computing labs by some divisions and units.



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Methodology and Approach

The team began its efforts by creating a basic model for the collection and then documenting the model in a relational diagram.

Using this model, the team identified over 50 areas of inquiry, represented by a series of questions that the team believed were important to answer with data to be collected from the survey. Data elements were then identified to assist the team in answering these questions.



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The Review Panel

In an effort to confirm the approach and methodology for the data collection, the team identified a set of campus experts whose opinions, comments, and suggestions could be used to change and improve the existing data model, definitions, and areas of inquiry. The team met with each of the following individuals, reviewed the data model, and collected their comments and suggestions:

Beth Guislin, Director, CATS/Instructional ComputingWilliam Hyder, Assistant Dean, Division of Social ServicesCharles McDowell, Professor, Computer ScienceJanine Roeth, Director, Distributed Computing Group, CATSTerry Schalk, Adjunct Professor of Physics and Associate Dean for Computing,

Division of Physical and Biological Sciences

Following this series of meetings, the team revised the data model to include the suggestions offered by these experts.

Data Collection and Cleaning

The team created a set of database collection tools using FileMaker Pro. This method was selected primarily because of our assumption that an easy-to-navigate user interface would increase the speed of return of the survey information. A total of four FileMaker Pro database tools were provided to each of the survey participants (personnel and services, hardware, applications, and space). Upon the return of each of the tools, the information was exported to a master database according to the tool type. We developed and documented a set of principles and rules by which we would evaluate the need to exclude records from the database. The team spent approximately three weeks cleaning the data, after which time the team began to create graphs from the information in the master databases.



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The data cleaning procedures included the following:• Normalizing all terms and confirming that references to applications, buildings, services, and

devices were consistent

• Confirming that all data matched the rules for inclusion and excluded records that did not meet the test

• Correcting obvious typographical errors

• Cross-referencing the reported data against data in the Payroll/Personnel System (PPS) and Financial Information System (FIS)

• Making reasonable assumptions when a range had been entered or where an application had been listed without license information

• Replacing references to “campus-wide” with reasonable numbers where appropriate

• Grouping elements and records together (creating categories) for the purpose of reporting significantly low quantities alongside higher quantities (i.e., we created “other” and “miscellaneous” categories)

• Applying percentages and making calculations

The team reviewed the charts and graphs for reasonableness and then presented the information to the vice provost for Information Technology and his advisory committee. Both groups identified potential areas of concern and/or data irregularities, scanned the graphs and charts for obvious errors, and assessed a confidence level in the information presented.



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FINANCIAL DATA

Section Overview

Financial data collected via the surveys and from the campus’s Financial Information System (FIS) and Payroll Personnel System (PPS) were analyzed and reviewed as part of the team’s process. The FIS data reflects the non-personnel (e.g., hardware, software, other) costs, and the PPS data reflects the personnel costs.

The personnel costs included in this report reflect a snapshot of salary costs as of Fall 2003. The salary costs for each IT worker included in the survey were adjusted so as to reflect their fractional allocation to IT (i.e., only 20% of a [.2] IT full-time employee’s (FTE) salary was counted, not the entire salary).

Financial Category Descriptions

Important Data CaveatsThe university does not consistently use the account codes that define how expenses are categorized. For example, a computer can be purchased using an account code for computers, equipment, or even miscellaneous purchases. Similarly, software purchases can be made using the software account code or with the miscellaneous purchase account code. The team used the computers-inventorial (0470) and computers non-inventorial (0450) account codes. We determined that we could not use the equipment-inventorial or equipment non-inventorial account codes because units also use these codes to purchase a broad range of non-IT equipment. Some units may purchase computers using the equipment account codes, but the more generic equipment account codes could not be relied upon to report purely IT equipment. Given these realities, the data contained in the FIS reports probably underreport expenses for the time period under consideration.

In addition, the space survey requested payment information for off-campus space, paid for directly by each unit. That information is included within the Space section.



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Personnel CostsThe personnel and services surveys for each unit were pre-populated with the names of IT staff working in that unit. The initial extract from PPS pulled data on staff in specific technical title codes (see Personnel section). Survey respondents were also asked to add names of staff who are not in technical title codes but perform IT work. The survey on personnel and services neither contained nor solicited salary information; however, the salaries (extracted from PPS) of the staff reported on in these survey instruments were included in the overall cost analysis. This report contains information related to payroll expenses for all IT staff reported on in the survey.

Non-Personnel CostsThe surveys on hardware, applications, and space distributed to the survey respondent population included specific financial questions. Both hardware and applications surveys asked for one-time acquisition costs, annualized acquisition costs, and annual support costs. The information submitted for both hardware and applications costs was incomplete and inconsistent and was not used as a definitive data source. Instead, the group relied on reports derived from FIS that detailed expenditures over four fiscal years (1999–2000 through 2002–2003) in specific IT categories. Our overall analysis of non-personnel expenses focused on four-year averages of expenses. A four-year average for non-personnel expenses incorporates the cyclical nature of IT expenditures. We pulled data for the following account codes: (0140) Computing Services; (0470) Computers Inventorial; (0450) Computers Non-Inventorial; (0030) Computer Software; (0475) Software Inventorial.

Survey of Campus Business Managers

In addition to the four FileMaker Pro databases distributed to the IT community, another survey on IT expenses was distributed to the campus’s business managers group. This survey solicited information on specific expenses incurred within units in support of IT efforts. Specifically, the survey requested the four-year average expenses for the following travel expenses for IT staff, training expenses for IT staff, external consultants hired for IT projects, and off-campus rental costs if exclusively for IT staff.



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The Data Set

The data set recorded here does not reflect information from the entire campus. The team did not receive complete information from the Division of Social Sciences and from certain Student Affairs units. Additionally, data on travel and training costs for Social Sciences and the School of Engineering was extrapolated using staff counts and estimated average annual training amounts.

For units except ITS, we have also reported on computer repair and maintenance costs in this section to distinguish this expense category. For ITS, these expenses are included in the Other Operational Expenses category.

Formulaic Calculation of Non-personnel Costs Associated with FTE

The campus recognizes that most FTE staff require workstations, voice and data lines, training, and other ongoing miscellaneous expenses. To that end, Planning and Budget uses a $2,500/head/year formula to calculate the non-personnel costs associated with each FTE. Since a significant percentage of these non-personnel expenses have been accounted for via the survey data collected on hardware, software, travel, and training, the team has used a $500/head formula for all non-ITS staff to reflect the basic non-personnel budget required by each FTE.

ITS Spending

ITS expenditures are arrayed according to different categories from those used for the other divisions. Given its role as the current central IT organization, the ITS budget includes significant expenditures in support of the campus’s voice and data infrastructure as well as costs incurred to support central operations. ITS has current expenditures of $16,026,000. This reflects all expenditures, including those incurred in support of major recharge funded operations such as network and telecommunications services (for which campus customers pay ITS). Since all expenses within ITS are considered to be IT expenses, ITS operating expenses were accounted for in the following ways.



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Personnel CostsAll ITS staff salary expenses (whether the individual is in a technical or a non-technical title code) are considered in the team’s financial analysis. Staff costs represent 48.4% (or $7,763,000) of total ITS expenditures. This includes the service center, customer service, data entry, and other administrative staff. Benefits costs (using the 29% benefits rate recommended by Planning and Budget) for recharge funded employees represent 4.8% (or $761,000).

Hardware Costs The hardware survey asked for information on a specific set of hardware devices, including desktops, laptops, tablets, servers, clusters, personal digital assistants (PDA), printers, scanners, and external storage devices. Expenses for these specific commodities represent 6.6% (or $1,065,000) of total ITS expenditures. Equipment that did not fall into the specific categories listed above is included in the overall expenditure data but is not detailed. ITS purchases a significant amount of equipment that does not fall into these categories, including network switches and routers, telephone lines, and other infrastructure equipment. Network equipment is reflected in the network expense category, and telecommunications equipment is reflected in the telecommunications expense section.

Software CostsThis information was collected and is arrayed in the same fashion as for the other divisions. These expenses represent 5.3% (or $856,000) of total ITS expenditures.

Other Operational CostsITS incurs expenditures in support of operations that do not fall into the personnel and services, hardware, applications, and space categories or into the specific expense categories on which business managers reported (travel and training for IT staff, external IT consultants, and off-campus rental costs for IT staff). These include (but are not limited to) the costs of paper, microfiche, tapes, printing supplies, vehicle rental, equipment repair and maintenance, temporary assistance, internet service provider (ISP) charges, etc. This category is not included in the expense analysis for the other divisions. Information on these other operational expenses is included in the overall expenditure data but is not detailed. These expenses represent 10.6% (or $1,703,000) of total ITS expenditures.



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Specific Miscellaneous CostsTravel expenses for IT staff represent 0.4% (or $60,000) of ITS costs. Training expenses for IT staff represent 0.3% (or $48,000) of ITS costs. External IT consultant costs represent 3% (or $471,000) of ITS costs. These relative percentages mirror the campus’s expenditures in these categories.

Formulaic Non-Personnel CostsAs noted above, this category accounts for the non-personnel costs associated with staff and has only been counted for non-ITS staff.

The costs for network and telecommunications services recorded below reflect only a subset of the costs for these services. In an effort to align costs categories across all services while recognizing that some infrastructure costs were distinct, some costs associated with the network and telecommunications services operations were included in the overarching categories defined for IT services and some were represented in distinct network and telecommunications services categories.

Network and telecommunications services costs were accounted for in the following manner: *Network and telecommunications staff salaries were included in the overall staffing costs category. *Travel and training costs for network and telecommunications



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staff were included in the overall travel and training costs category. *Software applications utilized by network and telecommunications were included in the overall software costs category. *Hardware items owned by network and telecommunications which were being collected in the hardware inventory were included in the hardware category.

The other costs associated with these services included the costs of routers, switches, lims, hubs, bridges, some inter-and in-building wiring, ISP, charges, a portion of the campus dispatch center, security services, equipment maintenance, capitalized facilities and maintenance, and general operations.

Network CostsThis category includes those costs associated with the operation of the campus’s central network infrastructure (including network equipment). These expenses represent 8.5% (or $1,362,000) of ITS expenditures.

Telecommunications CostsThis category includes those costs associated with the operation of the campus’s central telecommunications infrastructure (including telecommunications equipment). These expenses represent 12.1% (or $1,937,000) of the overall IT expenditure.

IT Expenses by CategoryOur review of financial information (including the aforementioned caveats regarding the non-personnel expense data) indicates a “total IT spend” of over $32,471,000 million.

Personnel CostsAcross the campus, 51% of IT expenses (or $16,559,000) go toward staff salaries. This includes all staff in technical title codes in addition to all staff added to the initial population via the personnel and services surveys. The overall campus staffing cost percentage is relatively higher than the ITS staffing cost percentage (48.4%). Additionally, the staff data recorded here includes the user analyst or process manager populations who provide end user and other programmatic support to the Large Academic Support Systems Owners (LASSO, which comprises mostly enterprise systems, including the Academic Information System, Financial Information System, Payroll-Personnel System, Financial Manager’s Workbench) and other major campus systems. Although this group is not classified as technical personnel, their functional



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and technical support to LASSO systems reflects part of the campus’s overall IT cost. Benefits costs (using the 29% benefits rate recommended by Planning and Budget) for recharge funded employees represent 5% (or $1,612,000). Information on the services provided by staff is included in the Personnel section.

Hardware CostsHardware costs are 14.9% of all IT expenses (or $4,849,000). Given the inconsistent use of equipment account codes, this figure probably understates hardware expenditures and points to the need for standards regarding the use of account codes within FIS. If IT hardware data is to be collected on a regular basis, this information needs to be collected in a more consistent fashion so that it is readily available for reporting purposes.

Software CostsSoftware costs account for 7.7% (or $2,490,000) of overall IT spending. Since we do not think that all software costs are actually coded to the software account code, this number probably underreports the actual spending on software. The overall campus software cost percentage is relatively higher than the ITS software cost percentage (5.3%).

Other Operational IT CostsThis category pertains only to ITS and includes all hardware not specifically accounted for in the hardware survey as well as all other operational expenses incurred by ITS. Other IT expenses total 5.2% (or $1,703,000) of the campus’s total IT spending.

Specific Miscellaneous CostsThe team was asked to report on specific expense categories. As noted earlier in the financial overview, a survey was sent to campus business managers. This survey requested the average amount of expenses (over a four year period) for travel and training expenses for IT personnel, external IT consultant expenses, and off-campus space costs, if incurred specifically for IT personnel.

The data set is not complete because certain Student Affairs units have not reported, and data for the Division of Social Sciences is not complete. However, analysis of the data received indicates the following expense information:



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• Travel expenses for IT staff represent 0.3% (or $100,000) of campus IT costs.

• Training expenses for IT staff represent 0.3% (or $93,000) of campus IT costs.

• External IT consultant costs represent 4.6% (or $1,496,000) of campus IT costs.

• Off-campus rental costs incurred exclusively for IT staff have not been reported.

• The costs for computer repair and maintenance reflect costs incurred by campus units to support those needs. These expenses represent 0.5% (or $163,000).

• The relative costs for these categories reported by the campus as a whole mirrors the relative costs incurred within ITS.

Network CostsThis category pertains exclusively to ITS and includes those costs associated with the operation of the campus’s central network infrastructure. These expenses represent 4.2% (or $1,362,000) of the overall IT expenditure.

Telecommunications CostsThis category pertains exclusively to ITS and includes those costs associated with the operation of the campus’s central telecommunications infrastructure. These expenses represent 6% (or $1,937,000) of the overall ITS expenditure.

Spending on LASSO Systems

As part of this effort, the team was asked to collect cost data for the enterprise systems that are part of the LASSO group. Please note that only those systems that form the current LASSO group were included. Other enterprise applications are run throughout campus by both the current central IT organization (CATS) and other divisions. Examples include e-mail systems, the Graduate Admissions system, and others. This report only includes information on the following LASSO systems:

• Academic Information System (AIS)• Applicant Tracking System (ATS)• Campus System for Instructional Resources

(CSIR)• Data Warehouse (DWH)• Facilities System (FDX)• Financial Information System (FIS)

• PAR/A21 system• Payroll Personnel System (PPS) • Santa Cruz Integrated Instructional

Planning Information (SCIIPI) • Student and Exchange Visitor

Information System (SEVIS)• Student Information System (SIS)



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To collect this data, the team developed specific LASSO surveys and invited LASSO representatives to attend the orientations for survey respondents. The LASSO survey respondents completed the same four surveys as the rest of the survey population. This data, presented to the LASSO group, has pointed to the need for an annual survey on the costs of all LASSO systems. This annual effort will commence fall 2004.

Funding models for specific LASSO systems have evolved over time and reflect different resource allocation methodologies. Many LASSO systems have support staff located in distinct campus organizations. For example, the technical staff is frequently part of the current ITS organization while the functional or programming staff (or user analysts) are located within the functional organization (e.g., Financial Affairs for FIS, Payroll for PPS, Student Affairs for SIS & AIS, etc.). Our analysis includes the user analysts who support the various LASSO systems.

The AIS is currently in the early implementation stage and will replace the current SIS. Staffing and costs historically associated with SIS are reflected in these numbers. For SIS, the replacement of the IBM is not included, as the mainframe is scheduled for retirement in 2006. The other LASSO systems that run on the IBM (including ATS, CSIR, FDX, and PAR/A21) have been allocated an appropriate percentage of the software costs for their portion of IBM software costs.

For the purposes of this report, we have annualized costs associated with each LASSO system. The numbers here do not reflect the initial costs of hardware and software needed for implementation and/or major upgrades. They do reflect the cost of replacing current equipment (on a four-year cycle).

This type of data has never been comprehensively collected and reveals information on the relative costs of supporting these enterprise systems. Some highlights of the analysis include the following:• The total annualized costs of LASSO systems amount to 16% (or $5,211,000/year) of the

overall campus expenditure on IT.

• Staff costs amount to 70.7% (or $3,686,0000) of the overall LASSO expenditure.

• Software costs total 19.7% (or $1,025,000) of the overall LASSO expenditure.

• Hardware costs total 9.6% (or $499,000) of the overall LASSO expenditure.



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Financial Charts and GraphsKeep in mind the following when reviewing the LASSO expense graphs:

The hardware replacement cycle is four years. Base cost for all hardware was estimated based on what it would cost to replace existing hardware at today’s prices. Only software maintenance costs (not initial software acquisition costs) are included in annualized costs. The SIS mainframe will be decommissioned in Fall 2006. Replacement cost for SIS mainframe is not included in annualized costs since no replacement mainframe will be purchased. Costs include hardware, software, and salary expenses. Salary for user analysts supporting each system is included in the annualized cost for each system. Costs do not include personnel related expenses. LASSO administrative support staff is not counted.

Figure Page Graph Significance

1 25 Campus IT Expenses by DivisionEach division’s portion of the “total IT spend.” The graph shows both total dollars spent and the percent of the total that each division’s spending represents.

2 26 Campus IT Expenses by Category

Aggregate of all dollars spent on IT across the campus, reported by the category of the expense. The graph shows both the total dollars for the category as well as the percent of total spending each category represents.

3 27 ITS Division IT Expenses by Category Same information as graph 2 but limited to the ITS division

4 28 Annualized LASSO Expenses by System Estimated annual costs of running each of the LASSO systems

5 29 Annualized LASSO Expenses by Category Estimate of the annual dollars spent on hardware, software, and salaries for a select group of the LASSO systems



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Figure 1: Campus IT Expense by Division

Social Sciences 5.5%

School of Engineering 6.1%

Student Affairs 11.8%

PBSci 8.4%

McHenry Library 2.2%

Humanities 1.6%

EVC 8.2%

BAS 5.1%

Arts 1.9%

ITS 49.4%

Arts $622,000BAS $1,647,000EVC $2,659,000Humanities $504,000McHenry Library $714,000PBSci $2,724,000Student Affairs $3,818,000School of Engineering $1,985,000Social Sciences $1,772,000ITS $16,026,000

Notes:A. The salary costs represented here reflect a fall 2003 snapshot of the campus IT population.B. The non-personnel costs represented here reflect 4-year average expense amounts as dervied from FIS for the following expense categories: computers, software, and computing services.C. Numbers are rounded to the nearest thousand.

Campus Total Expense $32,471,000



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Figure 2: Campus IT Expense by Category

Training for IT staff .3%

Computer Repair & Maint. .5%

External IT Consultants 4.6%

Benefits 5.0%

Formulaic Non-Personnel Support costs of $500/FTE

.3%

Specific Misc. Expense 5.7%

Hardware 14.9%

Software 7.7%Other IT Expense 5.2%

Network 4.2%

Telephone 6.0%

Staff 51.0%

Travel expenses for IT staff .3%

Hardware $4,849,000

Software $2,490,000

Other IT Expense $1,703,000

Network $1,362,000

Telephone $1,937,000

Staff $16,559,000

Formulaic Non-PersonnelSupport costs of $500/FTE$107,000Benefits $1,612,000

Computer Repair & Maint.$163,255

Training for IT staff $93,000

Travel expenses for IT staff$100,000

External IT Consultants$1,496,000

Notes:A. The salary costs represented here reflect a fall 2003 snapshot of the campus IT population.B. The non-personnel costs represented here reflect 4-year average expense amounts as dervied from FIS for the following expense categories: computers, software, and computing services.C. Totals are rounded to nearest thousand.

Campus Total Expense $32,471,000



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Figure 3: ITS Expense by Category

Training for IT staff .3%

Travel expenses for IT staff .4%

Network 8.5%

Telephone 12.1%

Staff 48.4%

Other IT Expense 10.6%

Software 5.3%

Hardware 6.6%

Benefits 4.8% Specific Misc. Expense 3.7%

External IT Consultants 3.0%

Hardware $1,065,000

Software $856,000

Other IT Expense$1,703,000

Network $1,362,000

Telephone $1,937,000

Staff $7,763,000

Benefits $761,000

Training for IT staff $48,000

Travel expenses for IT staff$60,000

External IT Consultants$471,000

Notes:A. The salary costs represented here reflect a fall 2003 snapshot of the campus IT population.B. The non-personnel costs represented here reflect 4-year average expense amounts as dervied from FIS for the following expense categories: computers, software, and computing services.C. Totals are rounded to nearest thousand.

ITS Total Expense $16,026,000



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Figure 4: Annualized LASSO Costs

DWH5.4%

$281,000FMW

1.1% $55,000

FDX 0.4% $19,000

ATS 0.4% $23,000

PAR/A21 0.4% $19,000

CSIR0.7% $34,000

SEVIS 0.5% $28,000

SCIIPI0.7% $34,000

AIS37.2%

$1.942,000

SIS20.00%

$1,041,000

PPS6.4%

$336,000

FIS20.0%

$1,040,000

ADFS6.9%

$360,000

Other4.1%

$211,000

Total Annualized LASSO Cost: $5,211,000LASSO as % of all IT Expenses: 16%



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Figure 5: Annual LASSO Expense(by category)

0

$200,000

$400,000

$600,000

$800,000

$100,0000

$120,0000

$140,0000

$160,0000

Hardware $91,000 $116,000 $203,000 $17,000 $28,000

Software $60,000 $309,000 $270,000 $57,000 $29,000

People $889,000 $616,000 $146,800 $286,000 $224,000

FIS SIS AIS ADFS DWH



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PERSONNEL DATA

Section Overview

Identifying IT workers on the UCSC campus has historically posed problems, primarily due to the lack of a universally applied definition of IT work and because a significant percentage of job classifications include interaction with technology or computer systems as a fractional component of the job description.

The team established a number of goals for collecting data about campus IT workers. Among them were the following:• Quantify the total population of IT workers (those who have IT classifications and those who

may not have IT classifications).

• Identify how the efforts of the IT population are divided among the various constituencies and groups on campus.

• Identify the quantities of student workers utilized across the various units.

• Determine the total salary expense for IT workers.

About the Employee Data

• Data for LASSO employees is presented separately from the ITS and divisional IT workers.

• Any set of numbers identified as a “count” refers to a total number of included employees but does not refer to their full time equivalent unit (FTE).

• Only certain campus systems were included in the LASSO data. Members of the vice provost for Information Technology’s staff identified 14 LASSO systems that were to be included prior to the survey.

• For the purpose of this survey, the term “administrative” refers to anything that does not directly support faculty efforts to instruct a class or conduct research. The term “administrative” also excludes such activities as the support of a faculty member at an office workstation. The respondents were asked to classify any activity that was not a part of the above listed activities and supported the general functioning of the unit or division as administrative.

• The term “consulting” was defined by a set of tasks and activities that included needs analysis, the provision of advice or consultation, and the development of solutions using technology (application development, web development, etc.).



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Definitions

Listed below are terms relevant to this section that were presented to the survey population.

Term DefinitionAmount of time allocated to IT related work

In an average week, the total number of hours the employee spends engaged in IT-related work

IT staff UCSC employees who are not a part of the LASSO systems group and are not student employees

LASSO staff User analysts, programmer analysts, or other employees whose work directly supports any of the LASSO systems

Students Any student employee who performs any of the tasks that define IT work

Count

If employees meet the test for performing IT work, then they are counted as IT workers. These numbers simply identify them as a part of the population. They do not segment the IT portion of their job from other portions.

FTEFull-time employee equivalent: the percent of effort devoted to a particular activity, represented as a whole (full time = 1 FTE) or fractional employee (half-time = .5 FTE)



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For the purpose of this survey, an IT worker is defined as any university employee or part-time student employee who devotes at least 20% of the time of their total appointment to the completion of any of the following tasks:• Engages in the hiring/termination of staff/students to perform IT work

• Upgrades/updates software

• Represents the unit with other groups on IT related matters

• Installs/configures printers

• Forecasts future budget for IT spending

• Troubleshoots printer problems

• Manages current budget for IT spending

• Upgrades/updates printers

• Develops/enforces current policies related to IT

• Changes/adds user accounts

• Purchases (including all relevant tasks/activities) IT equipment/supplies

• Applies security/anti-virus patches/updates

• Manages IT projects (including staff/student activities)

• Provides advice/recommendations regarding technical issues

• Mentors/trains other staff members in the use of computers

• Provides advice regarding practical uses of technology

• Responds to IT related requests for information on behalf of the unit

• Solves problems by designing/developing applications

• Engages in strategic direction/planning for IT resources

• Solves problems by designing/developing websites

• Fulfills administrative purchasing requirements related to IT services or supplies

• Solves problems by designing/developing databases



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• Provides accounting services to ITS

• Provides other automated solutions

• Provides liaison with the facilities group for ITS

• Provides help to users for the use of application functions

• Generates reports for ITS

• Gathers requirements/performs needs analysis for potential projects

• Completes administrative requirements for payroll for ITS

• Assists faculty with grant writing

• Provides HR services for ITS

• Resolves (as an SME) connectivity issues

• Changes/adds ports

• Investigates network abuse

• Monitors network traffic/port scans

• Supports network file servers

• Detects intruders to the system

• Supports application servers

• Conducts research regarding network maintenance, security, or network/internet connectivity

• Supports information servers (database)

• Supports electronic communication

• Supports compute servers (servers that users run applications on)

• Manages server migration

• Supports print servers

• Configures/installs computers and peripheral hardware

• Disposes of hardware



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• Troubleshoots computer hardware problems

• Installs/configures software

• Upgrades/updates hardware components

• Troubleshoots software problems

• Maintains hardware/software inventories



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IT Classified and Non-IT Classified Employees

The team created a single survey that was designed to collect demographic and classification data about the employee population and also collect information about the services that each reported employee performed. Information about IT services is available in the Services section.

The team began with the assumption that there are a relatively small number of classifications that might be used to indicate a base population of IT workers. Using examples from previous campus studies, we derived 29 technical classification titles to which we believed employees who performed a significant percentage of IT work would be assigned. We then extracted data from the PPS system, including the employee’s ID number, division and unit, and salary information. Salary information was removed from the extract and held for later calculation and analysis. No information from the PPS extract was distributed to the campus population other than the employee’s name and ID number. The classification titles used are as follows:

Computer Operator

Computer Operator Sr.

Computer Operator Supervisor

Computer Operator Supervisor Sr.

Computer Resource Specialist I

Computer Resource Specialist I Supervisor

Computer Resource Specialist II

Computer Resource Specialist II Supervisor

Computer Resource Manager I

Computer Resource Manager II

Computer Resource Manager III

Programmer/Analyst I

Programmer/Analyst II

Programmer/Analyst II Supervisor

Programmer/Analyst III

Programmer/Analyst III Supervisor

Programmer/Analyst IV

Programmer/Analyst IV Supervisor

Electronic Technician

Electronic Technician, Sr.

Electronic Technician, Prin.

Electronic Technician, Asst.

Electronic Technician, Supervisor

Engineer Asst.

Engineering Development Sr. Supervisor

Producer/Director

Producer/Director, Sr.

Producer/Director, Prin.

Producer/Director, Asst.

Producer/Director, Managing



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Each member of the survey population was asked to remove the names of employees who did not meet the definition that we established for IT work (thus leaving the IT classified, PPS extract population) and to add the names and information for employees who did meet the definition but were not listed (the added population).

It was furthermore assumed that since all employees of CATS, Media Services, COAST and other ITS groups were paid for with funds from the ITS budget, any employee of ITS, regardless of his or her classification, would be counted as an IT employee.

It is important to note that both a head count of IT workers and a representative number of FTE are both presented in this section. The added population includes part-time student workers who meet the definition of IT work for this survey and employees who spend a fraction of their time doing IT work.



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Personnel Charts and Graphs


6 38 Campus IT Workers Count and FTE Total count of IT workers and the equivalent FTE for the three groups (staff, LASSO, and students

7 39 Campus IT Workers by Division Same information as graph 6 but sub-grouped by division

8 40 Campus IT Workers by Division and Type Same information as graph 6 but sub-grouped by division and type (staff, LASSO, and student)

9 41 Campus IT Workers FTE by Division and Type Same information as graph 8 but presented as FTE rather than headcount

10 42 Staff IT Workers Count and FTE Comparison of count and FTE for staff IT workers only

11 43 LASSO IT Workers Count and FTE Comparison of count and FTE for LASSO IT workers only

12 44 Student IT Workers Count and FTE Comparison of count and FTE for student IT workers only

13 45 LASSO FTE by System Information about the relative distribution of IT workers as FTE to each system

14 46 Comparison of LASSO FTE Inside and Outside of ITS

Comparison of IT workers who are assigned inside and outside of ITS (by system)

15 47 Top 10 Most Populous Staff IT Classifications Count of staff employees who meet the test of IT work grouped by classification.

16 48 Top 10 Most Populous LASSO IT Classifications

Count of LASSO employees who meet the test of IT work grouped by classification

17 49 Number of IT Workers Supervised Histogram of the number of employees supervised by each supervisor (excludes students)

18 50 IT Work Hours Reported per Week Histogram of the number of hours reported that are devoted to IT work on a weekly basis

19 51 Annualized Salary Histogram of the salaries of employees performing IT work



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Figure 6: Campus IT Worker Count and FTE

0

50

100

150

200

250

Count 234 59 115

FTE 217.13 57.00 32.21

Staff LASSO Students

Total IT Worker Count: 408Total FTE: 306.34



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Figure 7: Campus IT Worker Count and FTE by Division

0.00 50.00 100.00 150.00 200.00 250.00

Arts

BAS

CP-EVC-Chancellor's Office

Humanities

ITS

Physical & Biological Sciences

School of Engineering

Social Sciences

Student Affairs

UC Extension

University Library

University Relations

Count 13 20 7 5 212 20 32 12 48 20 10 9

FTE 9.48 19.70 6.50 4.18 139.93 16.94 25.29 9.76 41.16 15.45 9.75 8.20

Arts BAS CP-EVC-

Chancellor'sOffice

Humanities ITS Physical & BiologicalSciences


SocialSciences

StudentAffairs

UCExtension

UniversityLibrary

UniversityRelations




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Figure 8: Campus IT Worker Count by Division and Type

0 50 100 150 200 250

Arts

BAS


Humanities

ITS



Social Sciences

Student Affairs

UC Extension

University Library


Student Count 2 91 1 6 8 7

LASSO Count 6 2 32 14 5

Staff Count 11 14 5 5 89 19 26 12 26 13 10 4

Arts BAS CP-EVC-

Chancellor'sOffice



SocialSciences

StudentAffairs

UCExtension

UniversityLibrary

UniversityRelations

Total Count: 408



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Figure 9: Campus IT Worker FTE by Division and Type

0.00 20.00 40.00 60.00 80.00 100.00 120.00 140.00 160.00

Arts

BAS


Humanities

ITS



Social Sciences

Student Affairs

UC Extension

University Library


Student FTE 0.46 24.76 0.11 2.09 2.34 2.45

LASSO FTE 5.70 1.50 31.30 14.00 4.50

Staff FTE 9.02 14.00 5.00 4.18 83.87 16.83 23.20 9.76 24.82 13.00 9.75 3.70

Arts BAS CP-EVC-

Chancellor'sOffice



SocialSciences

StudentAffairs

UCExtension

UniversityLibrary

UniversityRelations

Total FTE: 306.34



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Figure 10: Staff IT Workers (Count and FTE)

0

20

40

60

80

100

120

Person Count 11 14 5 5 105 19 26 12 26 13 10 4

FTE 9.02 14 5 4.18 99.37 16.83 23.2 9.76 24.82 13 9.75 3.7

Arts BAS CP-EVC-

Chancellor'sOffice



SocialSciences

StudentAffairs

UCExtension

UniversityLibrary

UniversityRelations




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Figure 11: LASSO IT Workers(Count and FTE)

0

2

4

6

8

10

12

14

16

18

Count 7 16 3 11 3

FTE 6.65 15.8 3 11 3

BAS CATS/ITS CP-EVC-Chancellor's Office Student Affairs University Relations




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Figure 12: Student IT Workers(Count vs. FTE)

0

10

20

30

40

50

60

70

80

90

100

count 2 91 1 6 8 7

FTE 0.46 24.76 0.11 2.09 2.34 2.45

Arts ITS Physical & Biological

SciencesSchool of Engineering Student Affairs University Library

Total Student Count: 115 Total Student FTE: 32.21



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Figure 13: LASSO FTE by System

FMW0.8% 0.5

FDX 0.2% 0.1

ATS 0.3% 0.4

PAR/A21 0.2% 0.1

SEVIS0.4% 0.2

SCIIPI0.6% 0.35

CSIR 0.2% 0.1

FIS23.1%

13.18 FTEPPS3.8%

2.14 FTE

SIS18.7%

10.63 FTE

AIS38.2%

21.76 FTE

ADFS8.5%

4.86 FTE

DWH5.1%

2.89 FTE

Other2.6%

1.50 FTE



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Figure 14: A Comparison of LASSO FTE

0%

20%

40%

60%

80%

100%

Outside ITS 4.80 0.88 6.00 8.00 4.45 1.00 0.33 0.00 0.00 0.00 0.00 0.00 0.20

Total In ITS 8.38 1.27 4.63 13.76 0.41 1.89 0.14 0.09 0.19 0.09 0.09 0.22 0.15

FIS PPS SIS AIS ADFS DWH FMW FDX ATS PAR/A21 CSIR SEVIS SCIIPI

Total LASSO FTE in ITS: 31.31Total LASSO FTE Outside ITS: 25.65

Total LASSO FTE: 56.96



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Figure 15: Top 10 IT Staff Classifications

38

38

31

15

13

9

8

7

6

5

0 5 10 15 20 25 30 35 40





Programmer/Analyst IV - Supr

Administrative Analyst

Programmer/Analyst III - Supv

Electronic Technician, Sr

Administrative Specialist

Computer Operator

IT Staff are classified into 61 distinct job classifications



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Figure 16: Top 10 LASSO Staff Classifications

9

5

4

4

3

3

2

1

1

1

0 1 2 3 4 5 6 7 8 9 10


Administrative Analyst, Sr.

Administrative Analyst


Principal Analyst


Administrative Specialist

(_) Assistant II

(_) Assistant III

Accountant II

LASSO IT Staff are classified into 17 distinct job classifications.



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Figure 17: Number of IT Workers Supervised

41

151

49

5

4

0 20 40 60 80 100 120 140 160

no data

0

1-5

6-10

11+



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Figure 18: IT Work Hours per Week(excludes LASSO and Students)

19

43

4

126

138

28

0

20

40

60

80

100

120

140

160

unreported 0-20 21-25 26-30 31-35 36-40 41+



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Figure 19: Annualized Salary(includes staff IT workers and LASSO analysts, excludes students)

10 9

55

62

38

42

24

38

5

0

10

20

30

40

50

60

70

0-20k 30k 40k 50k 60k 70k 80k 90k 100k+



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SERVICES DATA

Section Overview

After defining the population of campus IT workers, the team collected data about the services the IT workers provided. We knew it was necessary to develop a standard model and approach for reporting services and also account for the diversity of services rendered by IT workers across campus. One of the fundamental difficulties we encountered was in striking an appropriate balance in creating standard categories of services. We sought to ensure that the collected data would have utility when analyzed and applied across the various campus groups but wanted to avoid imposing a homogeneous model on the campus that did not accurately represent the services offered.

We assumed that while many of the IT workers would report a small number of unique services only they provide (e.g., configuring a computer to collect measurements from a telescope), there was a standard set of services that most IT workers provide. Five major categories of IT service were thus identified:• IT resource management

• Network administration

• Server administration

• Workstation and user support

• Consulting

IT administrative support was later added primarily to account for services provided by non-technical employees within ITS who would be counted as IT workers exclusively (by virtue of being in the ITS division).

The team then sub-divided the six service categories into sub-groups. Ultimately, these sub-groups define the categories of IT work for the purpose of this survey. In addition to requesting information about the specific services provided (and their sub-groups), the team attempted to capture data about the various groups receiving the support. These groups were categorized and defined as administrative users, faculty, instruction, research, and public.



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The respondents were instructed to count any service or activity that related to the functioning of the unit, accomplished the general business of the unit, or did not meet the definition of research, instruction, support of a faculty member (at that faculty member’s office), or work with the general public as “administrative.”

Our primary goal in collecting data about services provided by IT workers was to understand the following:• How services are delivered to the various groups that are supported on campus

• The order of magnitude (to be able to extrapolate) the size of the effort devoted to various types of services (e.g., server administration, user account maintenance, security, web development, etc.)

• Similarities and differences in the service mix offered by the various units

About IT Services• Creation of web pages is not included in the services. There is an activity in the consulting

category that identifies the time spent creating websites, but the team defines this as the creation of a website from scratch, not the updating of pages or changes to any content on a page.

• IT resource management encompasses duties related to managing the IT function. The team hypothesized that some of these duties may be spread across more than employees with manager titles.

• Calculations were performed that resulted in the percentages of effort for each service category (apparent in the personnel graphs). The team defined faculty support as any assistance or support offered to a member of the faculty delivered to his or her office workstation. While the team acknowledged that it is not only the case, it was our hypothesis that in general the support offered in this specific setting was more comparable to support offered to administrative users (instructional and research support was believed to differ significantly).

• The survey population was asked to identify a weekly average number of hours during which they performed IT work. They were then asked to categorize those hours (by percentage of effort) across the six service categories (e.g., “I spend 50% of my time performing network administration”). They then subdivided the service categories into their respective sub-categories. The team performed a calculation (which should be thought of as an estimate) of the percentage effort (of the reported hours) for each category and sub-category. Campus totals represent aggregations of these hours.



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Definitions

Listed below are some of the terms presented to the survey population:

Term Definition

Administrative Support of employees engaged in activities related to the business functions of the university or any particular unit

Faculty Support of members of the UCSC faculty provided at that faculty member’s primary office workstation

Instruction Support of members of the UCSC faculty or other employees focused on teaching a course within the campus academic programs

Research

Support of members of the UCSC faculty or other employees focused on research work. This may also be applied to support of graduate instruction. This does not include people engaged in activities primarily in support of literature searches.

Public People engaged in activities primarily in support of applications, hardware, and services available for public use

Academic Instruction, research, faculty combined



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IT Services

Service Service Sub-Groups

IT Resource Management

Engages in the hiring/termination of staff/studentsRepresents the unit with other groupsForecasts future budgetManages current budgetDevelops/enforces current policiesPurchases (including all relevant tasks/activities) IT equipment/suppliesManages projects (including staff/student activities)Mentors/trains other staff membersMaintains hardware/software inventoriesResponds to requests for information on behalf of the unitEngages in strategic direction/planning

IT Administrative Support (Media Services and CATS/ITS only)

Fulfills campus administrative purchasing requirementsProvides accounting servicesProvides liaison with the facilities groupGenerates reportsCompletes administrative requirements for payrollProvides HR services

Network Administration

Changes/adds portsMonitors network traffic/port scansDetects intruders to the systemConducts research regarding network maintenance, network security, network or internet connectivityResolves (as an SME) connectivity issues (escalations)Investigates network abuse

Server Administration

Supports network file serversSupports application serversSupports information servers (database)Supports compute servers (servers that users run applications on)Supports print serversSupports electronic communicationManages server migration



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Service Service Sub-Groups

Workstation/User Support

Configures/installs computers and peripheral hardwareTroubleshoots computer hardware problemsUpgrades/updates hardware componentsDisposes of hardwareInstalls/configures softwareTroubleshoots software problemsUpgrades/updates softwareInstalls/configures printersTroubleshoots printer problemsUpgrades/updates printersChanges/adds user accountsApplies security/antivirus patches/updates

Consulting

Provides advice/recommendations regarding technical issuesProvides advice regarding practical uses of technologySolves problems by designing/developing applications, websites, databases, and/or other automated solutionsProvides help to users for the use of application functionsGathers requirements/performs needs analysis for potential projectsAssists faculty with grant writing

Analysis of the Services Data

• Of the services provided to the campus, 60% of services support administrative efforts and 7% support faculty in their offices.

• If we assume some similarity in supporting faculty at their desks to the support of administrative employees, these two efforts account for almost 70% of the service effort on campus.

• Each unit (excluding ITS) appears to have a similar distribution of services across the resource management, network, server, workstation, and consulting service groups.

• An examination of the services provided by the employees in the five most numerous classifications (CRS 2, PA 2, PA 3, PA 4, PA 4 Supervisor) reveals that there is a similar distribution of services provided regardless of the classification.

• The largest IT resource management (ITRM) component is project management (19% of the ITRM services provided).

• The largest network services component is changing and adding ports (29% of the network administration services provided).



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• 29% of the server administration services are dedicated to applications servers, followed by 15% each to web servers and information servers (databases).

• The largest amounts of workstation support are devoted to configuring systems (16%) and troubleshooting software (17%).

• The mix of workstation support services is very similar across the units.

• The largest portion of consulting services is dedicated to providing users with advice about hardware and software purchases (25%).

• There are an estimated 33 FTEs providing workstation support across the campus.

• There are an estimated 50 FTEs providing consulting services across the campus.

• There are an estimated 22 FTEs performing server administration across the campus.



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Services Charts and GraphsFigure Page Graph Significance

20 60 Groups Supported across the Campus Estimated aggregated percent of the total IT work going to support the previously defined groups

21 61 Groups Supported within the Academic Divisions Only

Same information as graph 20, but records used were only from respondents within the five academic divisions.

22 62 Groups Supported by Division A comparison of the aggregated percent of IT work going to support the previously defined groups, presented on a division-by-division basis

23 63 IT Service Categories across the CampusAggregate of the time reported by each member of the survey population for each of the major service categories. The results for each category are expressed as a percentage of the total service time.

24 64 FTE Reporting Service Data Comparison of the total FTE to the number of FTE who reported information for IT services

25 65 IT Service Categories Reported by FTE How each division allocates its FTE across the six major IT service categories

26 66 Service Categories across the Top Five Most Numerous Classifications

Comparison across the five top classifications (those with the most employees) of total hours spent providing services in each of the six service categories (shown as a percent of the total for the classification)

27 67 Top Five Most Numerous Classifications across the Service Categories

Comparison across the five top classifications (those with the most employees) of total hours spent providing services in each of the six service categories (shown as a percent of the total for the classification)

28 68 All IT Services Provided by Platform Aggregate of all hours spent providing service to various platforms (presented as a percent of the total hours spent providing services)

29 69 IT Services Provided by Division Report of the service mix across the six major categories, reported by division

30 70 IT Services provided by FTE Same information as graph 29 but reported as FTE

31 71 IT Resource Management Sub-groupsAggregate of hours devoted to each IT resource management sub-category (presented as a percent of the total IT resource management hours reported)



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32 72 Network Administration Service Sub-categories

Aggregate of hours devoted to each network administration sub-category (presented as a percent of the total network administration hours reported)

33 73 Server Administration Service Sub-categories Aggregate of hours devoted to each server administration sub-category (presented as a percent of the total server administration hours reported)

34 74 Campus-wide FTE Devoted to Various Server Administration Sub-categories

Estimate of the total FTEs that currently perform each of the sub-category activities that falls into the server administration category

35 75 Server Administration by Platform Estimate of the total hours devoted to server support for each platform, expressed as a percentage of the total server support hours

36 76 Workstation and End-user Support Service Sub-categories

Aggregate of hours devoted to each workstation support sub-category (presented as a percent of the total workstation support hours reported)

37 77 Campus-wide FTE Devoted to Various Workstation Support Sub-categories

Estimate of the total FTEs that currently perform each of the sub-category activities that falls into the workstation support category

38 78 FTE Reporting Service Data Same information as in graph 37 but sub-divided by platform

39 79 Consulting Service Sub-categories Aggregate of hours devoted to each consulting sub-category (presented as a percent of the total consulting hours reported)

40 80 Consulting Service Sub-categories by Unit Same information as graph 39 by sub-grouped by unit



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Figure 20: Groups Supported across the Campus(IT staff only, not LASSO and students)

Research15%

Public2%

Instruction16%

Faculty7%

Administrative60%



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Figure 21: Groups Supported within the Academic Divisions Only(IT staff only, not LASSO and students)

Public2%

Academic75%

Administrative23%



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Figure 22: Supported Groups by Division

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Research 8% 0% 6% 1% 0% 49% 60% 34% 0% 0% 9% 0%

Public 7% 1% 0% 0% 1% 2% 0% 0% 4% 2% 11% 0%

Instruction 44% 0% 0% 7% 25% 2% 16% 6% 4% 30% 6% 0%

Faculty 18% 1% 2% 65% 1% 9% 14% 32% 0% 1% 0% 0%

Administrative 23% 97% 92% 27% 73% 38% 10% 27% 92% 67% 74% 100%

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Figure 23: IT Services Categories across the Campus(excludes LASSO and students)

IT Admin Support7%

Consulting30%

Workstation/UserSupport

20%

Server13%

Network10%

IT Resource Management20%



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Figure 24: A Comparison of the Surveyed Population to Those Reporting Services Databy Division

(excludes LASSO and students)

7.95

8.75

5.50

4.25

73.36

12.62

20.88

9.12

23.65

11.00

7.00

1.53

7.95

8.75

5.50

4.25

86.28

15.15

20.88

9.13

24.65

13.00

7.00

1.53

0 10 20 30 40 50 60 70 80 90 100

Arts

BAS


Humanities

ITS



Social Sciences

Student Affairs

UC Extension

University Library


Total Population

Reported Service Data



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Figure 25: IT Service Categories Reported by FTE(excludes LASSO and students)

0 10 20 30 40 50 60 70 80

Arts

BAS


Humanities

ITS



Social Sciences

Student Affairs

UC Extension

University Library


IT Admin Support 0 0 0 0 13.86 0 0 0 0 0 0 0

Consulting 2.46 2.31 1.45 1.29 15.76 2.80 10.65 1.87 10.86 3.55 0.65 0.09

Workstation/User Support 2.48 2.43 1.55 1.28 5.64 5.67 3.59 4.39 4.32 3.30 2.10 0.79

Server 0.88 1.35 0.95 0.42 7.86 1.73 2.41 1.19 2.77 1.10 2.76 0.29

Network 0.33 0.40 0.33 0.06 11.97 0.96 1.45 0.62 1.10 1.05 0.49 0

IT Resource Management 1.80 2.26 1.23 1.21 18.27 1.46 2.78 1.06 4.60 2.00 1.00 0.36

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Figure 26: Service Categories across the Top Five Most Populous Classifications(excludes LASSO and students)

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%





Programmer/Analyst IV - Supr

Consulting 208.1 548.35 335.68 240.3 161.5

Workstation / User Support 638.4 311.5 152.76 21.8 41

Server 138.45 237.1 281.12 110.9 44.5

Network 47.25 124.15 103.2 88.6 28.5

IT Resource Management 137.4 202.9 100.24 82 270.5

Computer Resource Specialist II Programmer/Analyst II Programmer/Analyst III Programmer/Analyst IV Programmer/Analyst IV -

Supr



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Figure 27: Top Populous Most Numerous Classifications across the Five Service Categories(excludes LASSO and students)

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%


Network

Server

Workstation / User Support

Consulting

Programmer/Analyst IV - Supr 270.5 28.5 44.5 41 161.5

Programmer/Analyst IV 82 88.6 110.9 21.8 240.3

Programmer/Analyst III 100.24 103.2 281.12 152.76 335.68

Programmer/Analyst II 202.9 124.15 237.1 311.5 548.35

Computer Resource Specialist II 137.4 47.25 138.45 638.4 208.1

IT Resource Management Network Server Workstation / User Support Consulting



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Figure 28: All IT Services Provided by Platform(excludes LASSO and Students)

Mac OS 9 or earlier9%

Mac OS X30%

Win 95/98/Me6%

Win NT/2K/XP36%

Linux/Unix10%

Other9%



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Figure 29: IT Services Provided



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Figure 30: Services Provided by FTE(by Division)

0.00

10.00

20.00

30.00

40.00

50.00

60.00

70.00

IT Admin Support 0 0 0 0 0 0 0 0 0 0Consulting 2.45625 2.30625 1.45 1.28625 16.31375 2.49875 10.65 1.795 10.85875 0.085Workstation/User Support 2.4775 2.4295 1.545 1.28375 6.525 3.90625 3.5875 4.0425 4.315 0.7875Server 0.88125 1.34675 0.945 0.41625 10.64125 1.16 2.4125 1.19125 2.77375 0.2925Network 0.33375 0.40375 0.33 0.05625 12.58375 0.83 1.45 0.61375 1.1 0IT Resource Management 1.80125 2.26375 1.23 1.2075 18.88875 1.375 2.775 0.9825 4.6025 0.36

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Network

Consulting


Server

Workstation/User Support

Note: See figure 29 for related information



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Figure 31: IT Resource Management Sub-Categories(excludes LASSO and students)

Engages in the hiring/termination and supervision of staff or

students11%

Represents the unit/department with other

groups12%

Forecasts future budget4%

Manages current budget5%

Develops and enforces current policies

7%

Purchases IT equipment and supplies

7%

Maintains hardware or software inventories

4%

Responds to requests for information on behalf of

unit/dept10%

Mentors or trains other staff members

9%

Manages projects19%

Ships/receives computingequipment

2%Develops strategic directions

and planning10%



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Figure 32: Network Administration Sub-Categories(excludes LASSO and students)

Investigates network abuse9%

Resolves connectivityissues17%

Conducts research regarding network

maintenance, security, or connectivity

23%Detects intruders to the

system5%

Monitors network traffic or port scans

17%

Changes or adds ports29%



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Figure 33: Server Administration Sub-Categories(excludes LASSO and students)

Manages server migration6%

Web Servers15%

Electronic Communication9%

Print Servers5%

Compute Servers (Servers that users run

apps on)10%

Information Servers (Database)

14%

Application Servers29%

Network File Servers12%



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Figure 34: Server Administration Services FTE Campuswide(excluding LASSO and students)

3.24

7.40

3.71

2.54

1.25

2.40

1.68

3.88

0 1 2 3 4 5 6 7 8

Network File Servers

Application Servers

Information Servers (Database)

Compute Servers (servers that usersrun apps on)

Print Servers

Electronic Communication

Manages server migration

Web Servers



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Figure 35 Server Administration by Platform(excludes LASSO and students)

Other7%

Linux/Unix48%

Win NT/2K/XP28%

Win 95/98/Me0%

Mac OS X15%

Mac OS 9 or earlier2%



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Figure 36: Workstation Support Sub-categories(excludes LASSO and students)

Changes or adds user accounts

7%

Applies security and anti-virus patches and updates

7%

Upgrades and updatessoftware

10%

Installs and configuresprinters

3%

Upgrades and updatesprinters

1%

Troubleshootsprinter/printing problems

6%

Troubleshoots software problems

17%Installs and configures

software13%

Disposes of hardware2%

Upgrades and updateshardware components

6%

Troubleshoots computerhardware problems

12%

Configures/Installscomputers and peripherals

16%



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Figure 37: Workstation/User Support Services FTE Campuswide(excluding LASSO and students)

5.79

4.36

2.034

0.59

4.83

6.64

3.51

1.01

2.24

0.41

2.36

2.37

0 1 2 3 4 5 6 7

Configures/installs computers andperipherals

Troubleshoots computer hardwareproblems

Upgrades and updates hardwarecomponents

Disposes of hardware

Installs and configures software


Upgrades and updates software

Installs and configures printers

Troubleshoots printer/printing problems

Upgrades and updates printers


Applies security and anti-virus patchesand updates



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Figure 38: FTE Reporting Services Data(excluding LASSO and students)

0 1 2 3 4 5 6 7

Configures/Installs computers and peripherals

Troubleshoots computer hardware problems

Upgrades and updates hardware components


Installs and configures software


Upgrades and updates software

Installs and configures printers

Troubleshoots printer/printing problems

Upgrades and updates printers


Applies security and anti-virus patches andupdates

Other 0.32975 0.2575 0.118 0.08 0.21517 0.6535 0.2675 0.0654375 0.433625 0.0809375 0.76025 0.1

Linux/Unix 0.706225 0.34422 0.18784 0.0263625 0.6514575 0.49317 0.28005125 0.05865 0.0500875 0.02255 0.48249 0.2233075

Windows 2.0062625 1.708195 0.8980625 0.2801 2.46899 2.553065 1.4727875 0.41564 0.7574375 0.1795825 0.6110325 1.651785

Mac 2.7508075 2.049365 0.830035 0.2065375 1.496735 2.940365 1.48887875 0.4655525 1.00067 0.123675 0.5031725 0.4110725

Configures/Installs computers

and

Troubleshootscomputerhardware

Upgrades and updates

hardware


Installs and configuressoftware

Troubleshootssoftwareproblems

Upgrades and updatessoftware

Installs and configures

printers

Troubleshootsprinter/printing

problems

Upgrades and updatesprinters


Appliessecurity and

anti-virusNote:Mac: blue diagonal stripesWindows: red dotsLinux/Unix: yellow bricksOther: green slashes



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Figure 39: Consulting Sub-Categories(excludes LASSO and students)

Provides advice or recommendations regarding

technical issues16%

Provides advice regarding practical uses of technology

10%

Solves problems by designing or developing

applications15%


web sites10%


web applications11%


databases14%

Gathers requirements or performs needs analysis for

potential projects9%

Assists faculty with grant writing

1%

Provides help to users in the use of application functions

11%

Solves problems by designing or developingother automated solutions

3%



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Figure 40: Consulting Services by Division(IT staff only - excludes LASSO and students)

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Assists faculty with grant writing 0.01832061 0 0 0.003207 0.00662932 0.00447107 0.04184131 0.00938338 0.00046046 0 0 0

Gathers requirements or performs needs analysis for potential projects 0.02508906 0.09474903 0.14827586 0.07303207 0.08191721 0.10856657 0.03933374 0.05046917 0.14275354 0.14225352 0.12115385 0.07352941

Provides help to users in the use of application functions 0.16407125 0.12107336 0.08965517 0.22755102 0.03820417 0.18334079 0.05831617 0.3227882 0.20914585 0.05352113 0.20769231 0.11764706

Solves problems by designing or developing: Other Automated Solutions 0.00768448 0.02281853 0 0 0.02841737 0.04667799 0.03658389 0.05764075 0.04589617 0 0.04 0

Solves problems by designing or developing: Databases 0.18498728 0.28826255 0.10344828 0.0196793 0.134162 0.11736564 0.14839491 0.10656836 0.13422355 0.12042254 0.02923077 0.47058824

Solves problems by designing or developing: Web Applications 0.09541985 0.17980695 0.55689655 0 0.08268908 0.06415989 0.15626893 0.04088472 0.12324163 0.02112676 0.06538462 0

Solves problems by designing or developing: Web Sites 0.22569975 0.04866409 0.00517241 0.05090379 0.05319717 0.13077886 0.15626893 0.06621984 0.06745712 0.20211268 0.05769231 0

Solves problems by designing or developing: Applications 0.06844784 0.02899614 0 0.06413994 0.21724245 0.00894214 0.14875833 0.06568365 0.09835386 0.33591549 0.01538462 0

Provides advice regarding practical uses of technology 0.09170483 0.09993822 0.05172414 0.27504373 0.11519297 0.12591433 0.09254997 0.11320375 0.0842696 0.03732394 0.20961538 0.02647059

Provides advice or recommendations regarding technical issues 0.11857506 0.11569112 0.04482759 0.28644315 0.24234827 0.20978271 0.12168383 0.16715818 0.09419823 0.08732394 0.25384615 0.31176471

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Note:Grant writing: violetNeeds analysis: dark blue Help with applications: light blueDeveloping other automated solutions: blueDeveloping databases: redDeveloping web applications: purple slashesDeveloping web sites: green vertical stripesDeveloping applications: yellow bricksAdvice about uses of technology: purple dotsAdvice about technical issues: blue diagonal stripes



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HARDWARE DATA

Section Overview

The general goal of the hardware survey was to discover what major types of computer hardware are supported across campus. The hardware survey was not designed to provide a complete inventory of all devices.

Much of the team’s initial debate about the collection of hardware information concerned how and from whom to gather information. The university maintains a formal inventory list, but the criterion for reporting devices purchased is that the total value of the purchase must be greater than or equal to $1,500. We assumed that if we used this data exclusively, a significant number of devices would not be identified. Similarly, some information is tracked in the Financial Information System (FIS). In this case, however, the reliability of the data depends upon the correct coding of information and the assignment of account codes for each purchase. While many IT related hardware expenditures are coded as IT expenses, most are not. Therefore, we decided that the exclusive use of this data would not produce an accurate picture.

As a result, the team was left with one real option, to develop and implement a unit-by-unit survey. To increase the ease of collection (and hence compliance) and to facilitate the ultimate analysis of the data, the team identified nine types of hardware devices (computers and peripherals). We made the assumption that these devices were common across the campus and that we could obtain a fairly comprehensive assessment of quantities and primary purposes of the devices.

The surveyed items were limited to servers, clusters, desktops, laptops, tablets, personal digital assistants (PDAs), printers, scanners, and external storage devices. In addition to basic information about the devices and their uses, the team requested financial information relating to the initial and ongoing costs of acquisition and maintenance. The financial sections of the survey (for both hardware and software) were seldom completed. We assume that the overall failure to provide financial information was due to a general lack of requirements or procedures for tracking this type of information. Thus, FIS became the exclusive source for information about hardware costs.



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Definitions

Term Definition

Server

Computer whose primary purpose is to provide one or more services to one or more individuals over the network. This includes small servers or workstations running such things as multi-user databases and small file shares. This excludes networking devices such as managed hubs and access points.

File ServerServer used to provide common processing and information storage for users and may be accessible from remote locations (NFS, AFS, DFS, NTFS, CIFS).

Compute Server Server used to run various “jobs” for users. Similar in some ways to a timeshare system. Users use processor “cycles.”

Web Server Server used to provide access to content/processes residing on a variety of servers connected via the Internet

Electronic Communications Server

Server used to provide on-line communications to a community of users (e.g., e-mail server, news server, instant messaging server, list server, etc.)

Print ServerServer used to spool/queue print jobs submitted by users to printers. One print server may be associated with multiple printers. A “print-release station” is considered a part of a print server.



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Hardware Charts and GraphsFigure Page Graph Significance

41 85 All Hardware Total devices reported by hardware types. The graph also shows the percentage of the total each type of hardware represents.

42 86 All Hardware Reported by Operating System Type

Hardware devices (desktop, laptop, and server only) grouped by various operating systems, whether currently deployed or not

43 87 In-service Hardware by Division

Total number of each type of device reported to be in service (i.e., not broken or in storage) in each division. The graph also shows the percentage of in-service hardware for each division as a percentage of the total number of devices.

44 88 Ownership of Hardware by Division Various owners (university, personal, grantor organization, or other) of the reported hardware in each division

45 89 Desktop and Laptop Computers by Operating System

Same information as in graph 42 but limited to desktop and laptop machines

46 90 Desktop and Laptop Computers by Support Organization Source of support reported for desktops and laptops

47 91 Desktop and Laptop Computers by Primary Use

Primary use reported for each piece of hardware (e.g., administrative purpose, research purpose)

48 92 Administrative Desktop and Laptop Computers

Operating systems present on all machines identified primarily as administrative devices (sub-divided by division)

49 93 Reported Manufacturers for Desktops and Laptops All desktop and laptop machines reported, sub-divided by manufacturer

50 94 Desktop and Laptop Ages Year of purchase

51 95 Dual Boot Computers across the Campus Machines able to run more than one operating system (OS) and with more than one OS currently installed (sub-divided by OS combination)

52 96 Servers by Division

Total number of servers reported by each division, sub-divided by the type of operating system on the server. The graph also shows the total servers for the division as a percentage of the total number of servers reported for the campus as a whole.

53 97 Manufacturers of Servers by Division Same information as graph 52 but sub-divided by the manufacturer of the server

54 98 Servers by Support Organization Same information as in graph 46 but for servers



UC SANTA CRUZ

______________________________________________________________________________________________________________

______________________________________________________________________________________________________________

Figure Page Graph Significance55 99 Servers by Operating System Same information as in graph 45 but for servers

56 100 Servers by Reported Use Same information as in graph 47 but relative to all serverscampus-wide

57 101 Divisional Servers by Primary Use Same information as in graph 56 but relative to servers in each division

58 102 Divisional Servers by Operating System Type Total number of servers running each operating system, sub-divided by division

59 103 Administrative ServersTotal number of servers sub-divided by their primary use. The graph also shows the total number of administrative servers each division reported as a percentage of the administrative server total

60 104 Administrative Servers by Operating System All administrative servers sub-divided by the operating system reported to be on each server

61 105 Computing Clusters Total number of computing clusters reported by each division (including the number of processors in each cluster)

62 106 Divisional Printers Total number of printers reported by each division, sub-divided by their primary use

63 107 Printer Ages Same information as in graph 50 but for printers

Figure 41: All UCSC Hardware

Desktop67.7%

Laptop13.9%

Printer8.6%

Scanner1.2%Cluster

0.1%

PDA0.9%

Tablet0.1%

External Storage1.5%

Server6.1%

0

1000

2000

3000

4000

5000

6000

Qua

ntity

hardware 5675 1162 719 509 97 11 78 5 128

Desktop Laptop Printer Server Scanner Cluster PDA Tablet External Storage

Notes:1. Total of 8384 hardware devices reported. This does not include appoimately 500 out of service hardware devices that are either spare, obsolete, broken or not deployed.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported. Suspect some errors remain with Student Affairs Data.3. External storage devices numbers reported. Total in service storage is approximately 34.9 Terrabytes (34,900GB).

Figure 42: All Hardware (Desktops, Laptops & Servers)

Reported by Operating System TypeUnknown

1.0%Other0.6%

Unix/Linux13.7%

Windows43.2%

Mac41.5%

Notes:1. UCO Lick not reporting, some PBSci Equipment may be not be reported, Some errors with Student Affairs Data.2. This includes all systems, in service or not.3. Overall Operating System type, Unix/Linux includes Sun Solaris, Irix and various types of Linux.4. Approx counts: 7639 systems with operating systems; Windows-3300; Mac- 3164; Unix-1055; Other-45; Unknown-75

Figure 43: In-Service Hardware By Divisions

University Relations1.6%

University Library4.4%

CP-EVC-Chancellor's Office3.8%

Social Sciences17.1%

Student Affairs14.4%

Physical & Biological Sciences14.2%

ITS8.5%

BAS7.7%

Humanities5.9%

UC Extension5.4%

Arts5.3%

School of Engineering11.7%

0

200

400

600

800

1000

1200

1400

1600

Qua

ntity

External Storage 28 1 20 46 3 7 0 0 12 8 0 3

Tablet 2 0 0 1 0 2 0 0 0 0 0 0

PDA 46 0 0 1 1 12 3 0 1 7 0 7

Cluster 0 0 4 7 0 0 0 0 0 0 0 0

Scanner 30 6 10 1 0 9 0 0 27 9 5 0

Server 10 69 19 127 131 27 10 20 13 21 52 10

Printer 139 97 126 51 18 97 26 39 41 33 34 18

Laptop 341 271 78 55 55 53 162 0 82 26 18 21

Desktop 836 764 936 694 503 435 293 394 271 263 208 78

Social Sciences

Student Affairs



ITS BAS Humanities UC Extension ArtsUniversity

Library

CP-EVC-Chancellor's

Office


Notes:1. Total of 8384 in service hardware devices reported. There are an additional 500 out of service hardware devices (spare, obsolete, broken or not yet deployed).2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported. Some Student Affairs data is incomplete.3. External storage devices numbers reported. Total in service storage is approximately 34.9 Terrabytes (34,900GB).

Figure 44: Ownership of In-Service Hardware by Division

UC96.1%

Unknown0.4%

Personal1.8%

Grantor1.7%

0

200

400

600

800

1000

1200

1400

1600

Qua

ntity

Grantor 5 28 5 87 0 20 0 0 0 5 0 0

Personal 73 0 32 42 0 4 0 0 1 0 0 6

Unknown 0 0 0 0 0 0 0 0 0 0 32 0

UC 1370 1356 1156 982 711 618 494 453 446 362 318 131

Social Sciences

Student AffairsPhysical & Biological Sciences



Library

CP-EVC-Chancellor's

Office


Notes:1. Total of 8384 in service hardware devices reported upon.2. UCO Lick data not recieved. Some of PBSci equipment may not have been reported. Some Student Affairs data is incomplete and may not be counted.

Figure 45: Distribution of Desktop & Laptop Computers by Operating System and Division

Unknown1.0%

Other0.3%

Unix/Linux10.4%

Windows43.1%

Mac 45.2%

Notes:1. Survey reports a total of 7820 desktops and laptops. There are 6831 desktops & laptops reported to be in use.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported. Some data from Student Affairs is missing information.

Division Desktop & Laptop Computers by Operating System

0

200

400

600

800

1000

1200

1400

Qua

ntity

Unknown 36 0 8 6 0 19 0 0 0 0 0 0

Other 0 0 11 7 0 0 4 0 0 0 0 0

Unix/Linux 3 0 247 283 80 0 6 87 3 2 0 0

Windows 479 439 363 415 285 331 25 248 12 195 156 0

Mac 659 596 385 38 193 138 420 59 338 92 70 99

Social Sciences

Student Affairs


School of Engineering ITS BAS Humanities UC Extension Arts

University Library

CP-EVC-Chancellor's

Office


Figure 46: Desktop & Laptop Computers by Support Organization

Division-Based37.8%

Unknown14.2%

ITS3.4%

Unit-Based44.2%

Notes:1. Survey reports a total of 7820 desktops and laptops. 6837 are in-service desktops and laptops distributed by manufacturer as shown. There are additional 430 not in use (obsolete, broken or not deployed) and 553 of unknown operating status (not shown above). There are 6831 desktops & laptops with support structure identified. 2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported. Some data from Student Affairs is missing information.

Support Groups for Division Desktop & Laptop Computers

0

200

400

600

800

1000

1200

1400

Qua

ntity

Unknown 949 4 12 0 2 0 0 0 0 0 0 0

Other 2 20 0 0 0 0 0 0 0 0 0 0

Vendor 2 0 0 0 0 0 0 0 0 0 0 0

Unit-Based 86 886 246 3 554 481 0 394 353 0 0 0

Division-Based 136 123 740 746 0 0 455 0 0 274 0 99

ITS 0 0 0 0 2 6 0 0 0 0 226 0

Social Sciences




Library

CP-EVC-Chancellor's

Office


Figure 47: Desktop & Laptop Computers by Primary Use

Public4.2%

Faculty15.1%

Instruction15.1%

Research24.7%

Administrative40.9%

Notes:1. Survey reports a total of 7820 desktops and laptops. There are additional 430 not in use (obsolete, broken or not deployed) and 553 of unknown operating status (not shown above). There are 6831 desktops & laptops with primary use identified.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported. Some data from Student Affairs is missing information.

Division Desktop & Laptop Computers by Primary Use

0

200

400

600

800

1000

1200

1400

Qua

ntity

Unknown 1 0 0 0 0 0 2 0 0 0 0 0

Public 0 124 3 15 0 0 0 0 2 140 0 0

Faculty 271 123 56 114 1 0 369 0 99 0 0 0

Instruction 88 7 12 196 397 0 0 271 63 1 0 0

Research 584 0 753 346 0 0 0 0 2 3 0 0

Administrative 233 781 190 78 160 488 84 123 187 145 226 99

Social Sciences




Library

CP-EVC-Chancellor's

Office


Administrative Desktop & Laptop Computers by OS

Mac 57.1%

Windows41.0%

Unix/Linux1.3%

Unknown0.7%

Other1.9%

Notes:1. Survey reports a total of 7820 desktops and laptops; 2794 desktops & laptops with administrative use identified.2. UCO Lick data was not recieved. Unlike academic computing, PBSci admin computing equipment was well identified. Some data from Student Affairs was missing information.

Figure 48: Administrative Desktop & Laptop Computers

0

100

200

300

400

500

600

700

800

900

Qua

ntity

Unknown 0 19 0 0 0 0 0 0 0 0 0 0

Other 0 0 0 0 0 0 0 0 0 0 0 0

Unix/Linux 0 0 0 0 1 2 18 2 0 0 0 12

Windows 234 331 40 156 3 4 98 102 123 0 0 55

Mac 547 138 193 70 186 181 44 41 0 99 84 11

Student Affairs

BASSocial

Sciences

CP-EVC-Chancellor's

Office


Arts ITSUniversity

LibraryUC Extension


HumanitiesSchool of

Engineering

Figure 49: Distribution of Desktops and Laptops by Manufacturer

HP-1.1%

Unknown-0.2%Digital-0.2%Sony-0.4%SGI-0.4%

IBM-1.5%Gateway-3.1%Stratos-3.4%

Sun5.8%Dell

30.7%

Apple44.8%

NoReport8.3%

Notes:1. Survey reports 7820 total desktops & laptops of which 6837 were reported in-service. There are 430 reported not in use (obsolete, broken or not deployed) and 553 of unknown operating status (not shown above).2. UCO Lick was not recieved. Some of PBSci equipment may not have been reported. Some Student Affairs data was missing information.

0

500

1000

1500

2000

2500

3000

3500

Qua

ntity

Vendor 3064 2102 398 234 214 102 78 29 28 11 11 566

Apple Dell Sun Stratos Gateway IBM HP SGI Sony Digital Unknown NoReport

4/7/2004 Fig10-DeskLapAge Chart Page 1 of 1

Figure 50: Desktop/Laptop Age

Other-9%

200324.0%

200217.1%

200117.0%

199912.8%

1998-5%

1997-2%

1996-1%Pre-1996-1

200020.0%

0

200

400

600

800

1000

1200

1400

1600

Qua

ntity

LaptopDesktop

Laptop 345 207 300 116 61 24 1 0 0 0 1 0 0 0 0 0

Desktop 1015 766 667 1019 663 271 105 63 10 15 8 6 8 6 0 1

2003 2002 2001 2000 1999 1998 1997 1996 1995 1994 1993 1992 1991 1990 1989 1988

Notes:1. 5678 out of 7820 (72%) of Desktops & Laptops have ages reported. Some units failed to provide age or purchase date.2. UCO Lick data not reported. Some of PBSci equipment may not have been reported. Many items do not have age reported.

OS Types of Dual Boot Systems

Mac-Mac42.9%

Win-Win8.2%

Win-Unix33.5%

Unix-Unix15.4%

Notes:1. Survey reports 181 in-service dual booting desktops and laptops.2. Arts, Humanities, Chancellor's Office, Library, PBSci and Extension did not report any dual boot systems.3. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.

Figure 51: Dual Boot Computers Across Campus by OS

0

10

20

30

40

50

60

70

80

90

100

Qua

ntity

Mac-Mac 0 21 0 4 2 2 0 0 0 0 0 0

Unix-Unix 28 0 0 0 0 0 0 0 0 0 0 0

Win-Unix 61 0 0 0 0 0 0 0 0 0 0 0

Win-Win 0 0 15 0 0 0 0 0 0 0 0 0



BAS ITSStudent Affairs

Social Sciences

Arts HumanitiesCP-EVC-

Chancellor's Office

University Library


UC Extension

Divisional Server Quantities

Univ Relations-10

SocSci-10

Humanities-10

Arts-13

PBSci-19

Extension-20

Library-21

BAS-27Others -130

Chancellor's Office-52Student Affairs-69

ITS-131

SoE-127

Notes:1. 509 in-service servers are shown. Campus has a total of 566 of which 57 are not in use (obsolete, broken or not deployed).2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.

Figure 52: Campus Divisional Servers

0

20

40

60

80

100

120

140

Qua

ntity

Unknown 2 0 1 0 2 0 0 0 1 0 0 0

Other 2 9 0 0 0 7 0 0 0 0 0 0

Unix/Linux 96 106 6 9 3 9 4 8 4 1 9 2

Windows 21 11 53 36 13 3 11 2 0 0 0 4

Mac 10 1 9 7 9 2 5 9 8 9 1 4

ITSSchool of

Engineering

Student Affairs

CP-EVC-Chancellor'

s OfficeBAS

University Library

UC Extension


Arts HumanitiesSocial

SciencesUniversity Relations

Figure 53: Manufacturers of Divisional Servers

Unknown-1%

Other-12%NoReport-17%

RackableSystems-6%

Compaq-1%

Stratos-4%

Sun-28%

Dell-29%Apple-14%


0

20

40

60

80

100

120

140

Qua

ntity

NoReport 16 20 8 13 8 7 12 1 2 0 0 0

Unknown 1 0 0 0 3 0 0 0 0 0 0 0

Rackable 0 32 0 0 0 0 0 0 0 0 0 0

Compaq 0 1 0 2 0 1 0 0 0 0 0 2

Stratos 1 3 6 5 3 0 0 0 2 0 0 0

Sun 77 42 1 1 1 0 3 8 0 1 9 1

Dell 26 28 45 24 4 11 0 1 1 0 0 3

Apple 10 1 9 7 8 2 5 9 8 9 1 4

ITSSchool of

EngineeringStudent Affairs

CP-EVC-Chancellor's

OfficeBAS

University Library

UC ExtensionPhysical & Biological Sciences



Figure 54: Servers by Support Organization

Other-9%

Unknown-8%

Other-1%

Vendor-1%

Unit-Based35.2%

Division-Based33.8%

ITS21.8%

Support Groups for Divisional Servers

0

20

40

60

80

100

120

140

Qua

ntity

Unknown 40 0 0 0 0 0 0 0 0 0 0 1

Other 0 0 3 0 0 0 0 0 0 0 0 0

Vendor 2 0 0 0 0 1 0 0 0 0 0 0

Unit-Based 43 39 22 0 26 0 20 10 13 0 2 4

Division-Based 0 88 27 5 0 20 0 9 0 10 8 5

ITS 46 0 17 47 1 0 0 0 0 0 0 0

ITSSchool of


CP-EVC-Chancellor's

OfficeBAS

University Library





Figure 55: Servers by Operating Systems

Unix/Linux50.5%

Windows30.3%

Mac 14.5%

Other3.5%

Unknown1.2%

0

50

100

150

200

250

300

Qua

ntity

In Use Servers 257 154 74 18 6

Unix/Linux Windows Mac Other Unknown


Figure 56: Servers by Reported Use

Research17.9%

Administrative65.8%

Public8.6%

Instruction7.3%

Faculty0.4%

Unknown0.0%

0

50

100

150

200

250

300

350

400

Qua

ntity

Server 335 91 44 37 2 0

Administrative Research Public Instruction Faculty Unknown

Notes:1. 509 Servers listed as "in-service". 2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.3. Data above includes corrections received on 2/25/04 from COAST, which previously over-reported the number of servers.

Figure 57: Divisional Servers by Various Primary Use

Admin - 335

Research- 91

Public-44

Instruction-37

Faculty-2

0

20

40

60

80

100

120

140

Qua

ntity

Public 0 30 1 0 0 13 0 0 0 0 0 0

Faculty 0 0 0 0 0 0 0 0 0 2 0 0

Instruction 26 6 0 0 0 1 3 0 0 0 1 0

Research 0 73 0 0 0 0 0 9 5 0 4 0

Administrative 105 18 68 52 27 7 17 10 8 8 5 10

ITSSchool of


CP-EVC-Chancellor's

OfficeBAS

University Library

UC Extension




Notes:1. 509 Servers listed as "in-service". 2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.3. Data above includes corrections received on 2/25/04 from COAST, which previously over-reported the number of servers.

Unix/Linux50.5%

Mac 14.5%

Windows30.3%

Other3.5%

Unknown1.2%


Figure 58: Divisional Servers with OS Type Shown

0

20

40

60

80

100

120

140

Qua

ntity

Unknown 2 0 1 0 2 0 0 0 1 0 0 0

Other 2 9 0 0 0 7 0 0 0 0 0 0

Unix/Linux 96 106 6 9 3 9 4 8 4 1 9 2

Windows 21 11 53 36 13 3 11 2 0 0 0 4

Mac 10 1 9 7 9 2 5 9 8 9 1 4

ITSSchool of


CP-EVC-Chancellor's

OfficeBAS

University Library


Arts Humanities Social SciencesUniversity Relations

Figure 59: Administrative Servers

0

20

40

60

80

100

120

Qua

ntity

Unknown 2 1 0 2 0 0 0 0 0 0 0 0

Other 2 0 0 0 0 0 0 0 0 0 3 0

Unix/Linux 83 6 9 3 11 1 2 0 0 0 3 5

Windows 13 52 36 13 6 11 4 1 0 0 1 0

Mac 5 9 7 9 1 5 4 9 8 8 0 0

ITSStuden

t Affairs

CP-EVC-Chanc

BASSchool

of Engine

UC Extensi

on

University

Relatio

Physical &

BiologiArts Human

ities

University

Library

Social Scienc

es

Divisional Administrative Servers

Others- 83

SocSci-5

Library-7

Humanities-8

Arts-8

PBSci-10

UnivRel-10

Extension-17

SOE-18

BAS-27COAST-52

SA- 68

ITS-105

Notes:1. 509 in-service servers, 335 are classified as administrative use.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.

Figure 60: Administrative Server Operating System(shown as percent of Divisional Servers)

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Division

Perc

ent o

f Div

isio

nal

Adm

inis

trat

ive

Serv

er T

otal

Unknown 2 1 0 2 0 0 0 0 0 0 0 0

Other 2 0 0 0 0 0 0 0 0 0 3 0

Unix/Linux 83 6 9 3 11 1 2 0 0 0 3 5

Windows 13 52 36 13 6 11 4 1 0 0 1 0

Mac 5 9 7 9 1 5 4 9 8 8 0 0

ITS Student Affairs

CP-EVC-Chancellor'

s OfficeBAS

School of Engineerin

g

UC Extension



Arts Humanities University Library

Social Sciences

Notes:1. There are 335 servers classified as administrative use.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.

Computing Clusters

Physical & Biological Sciences36.4%

School of Engineering63.6%

Notes:1. There were 11 computing clusters (Beowulfs) reported. Largest computing clusters were located in Center for Biomolecular Engineering in the School of Engineering. Above graphs shown number of processors in each cluster.

Figure 61: Computing Clusters (Beowulf and otherwise) byDepartments

Shown with Number of Processors

32

256

8 8

1024

30

128

50

3

1840

1

10

100

1000

10000

PBSci-Plan

etary

and M

arine

Com

putin

g ACG

PBSci-Plan

etary

and M

arine

Com

putin

g ACG

PBSci-Plan

etary

and M

arine

Com

putin

g ACG

PBSci-Plan

etary

and M

arine

Com

putin

g ACG

SoE-C

enter

for B

iomole

cular

Scie

nce &

Eng

ineeri

ng

SoE-C

enter

for B

iomole

cular

Scie

nce &

Eng

ineeri

ng

SoE-C

enter

for B

iomole

cular

Scie

nce &

Eng

ineeri

ng

SoE-C

enter

for B

iomole

cular

Scie

nce &

Eng

ineeri

ng

SoE-C

ompu

ter S

cienc

e Dep

t

SoE-C

ompu

ter S

cienc

e Dep

t

SoE-C

ompu

ter S

cienc

e Dep

tNum

ber o

f Pro

cess

or p

er C

ompu

ter C

lust

er

Figure 62: Printers in the Divisions and End Use

0

20

40

60

80

100

120

140

Divison

Prin

ter N

umbe

rs

Unknown

Public 0 0 0 7 0 1 0 3 0 0 0 0

Instruction 1 0 0 6 31 5 0 0 0 0 0 0

Research 47 0 0 32 0 14 0 1 0 0 0 0

Administrative 78 97 97 28 8 17 34 29 31 26 18 18


BASStudent Affairs

Social Sciences

UC Extension


CP-EVC-Chancellor's

Office

University Library

Arts Humanities ITSUniversity Relations

Campus Printers by Use

Administrative

76.5%

Research14.9%

Instruction6.8%

Public1.7%

Notes:1. Total of 629 in-service printers.2. UCO Lick data was not recieved. Some of PBSci equipment may not have been reported.

Figure 63: Distribution of Printers by Division & Age

200016.0%

NoAge22.1%

1988-96- 6%

1997- 3%

1998- 4%

1999- 6%

200117.7%

200210.7%

200314.7%

Other-19%

0

20

40

60

80

100

120

140

160

Qua

ntity

NoReport 16 33 19 18 0 0 39 34 0 0 0 0

1988-96 0 22 4 2 6 2 0 0 0 1 0 3

1997 1 3 5 1 1 1 0 0 0 4 3 1

1998 2 2 14 2 1 2 0 0 0 1 2 3

1999 5 13 2 11 3 3 0 0 0 1 4 4

2000 33 10 13 13 14 17 0 0 8 5 0 2

2001 28 26 14 8 15 5 0 0 15 12 2 2

2002 13 10 15 11 6 8 0 0 10 1 2 1

2003 41 7 11 31 5 3 0 0 0 1 5 2

Social SciencesPhysical & Biological Sciences

BAS Student AffairsSchool of

EngineeringArts UC Extension

CP-EVC-Chancellor's

OfficeUniversity Library Humanities ITS


Notes:1. 21% of Printers surveyed did not have reported ages. Some units failed to provide age or purchase date.2. UCO Lick data is not recieved. Some of PBSci equipment may not have been reported.

Campus Printer Ages

0

20

40

60

80

100

120

140

160

180

Printers 106 77 127 115 46 29 20 40 159

2003 2002 2001 2000 1999 1998 1997 1988-96 NoAge



UC SANTA CRUZ

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APPLICATIONS DATA

Section Overview

Efforts to collect data about computer applications (software) encountered the same problem as with hardware data collection—a dearth of records. The team attempted to collect information primarily about the types and versions of applications in use across the campus, along with estimates of the number of licenses for each type of application the university owns. Not surprisingly, the team also found that users did not have a reliable method for estimating the number of site licenses. However, the data received about the types of licenses in use across the campus is likely to be more reliable than data regarding the actual number of licenses.

One finding about e-mail applications may be relevant to many types of applications. Campus-wide, 35 distinct e-mail applications were reported (with varying numbers of licenses for each). Because it is likely that each of these applications has been or will need to be supported by an IT worker, a significant level of knowledge about a broad spectrum of e-mail applications must be maintained, potentially requiring more training for IT staff and users and complicating the task of providing support. This finding illustrates the need for finding rational and effective ways to standardize the common applications the campus community uses.



UC SANTA CRUZ

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______________________________________________________________________

Definitions

Term Definition

Commercially available Product is available from a vendor. There may or may not be a charge associated with using it.

CustomApplication is a modified version of a commercially available application or was developed to satisfy specific user (rather than general market) requirements.

Application client licenses in use

Total number of client licenses actually in use associated with one installation of the application

Application client licenses in reserve

Total number of additional client licenses, kept in reserve for expected future use, associated with this installation of the application

Data Comparison with Previous Collection Efforts

A previous survey found 601 web servers on campus, while our survey identified only 37 web server applications. The team investigated and found that the previous survey used a network scan to find and count servers that responded to ports 80 and 443. However, the previous data was not manually verified but included many printers, routers, and network switches that have built-in web servers as management tools. We suspect that there were also many personal computers included that have web services enabled but not utilized. The actual number of web servers therefore should have been much less than 601.

We decided to repeat the method of the previous web but manually verify the results. This time, the same type of network scan found 1449 web servers (machines responding to port 80 or 443). Of those, 231 had DHCP dynamic hostnames, meaning they are probably personal computers and not dedicated servers. Another 282 had “hub” in the hostname, indicating they are probably managed network switches. A further 108 had names suggesting they are printers.



UC SANTA CRUZ

______________________________________________________________________

______________________________________________________________________

The remaining 828 were queried with Curl, and it was discovered that 110 were determined to be Cruznet wireless access points, 43 were uninterruptible power supplies, and 155 did not respond with content within 30 seconds or failed to transfer at least 20 bytes per second.

Of the remaining 520, a random sample of 82 was selected. Forty-eight (59%) returned generic “this page under construction” messages or errors. One (1%) was determined to be a printer not previously identified as a printer. Twelve (15%) asked for a password, so content could not be ascertained. Only 21 (26%) replied with real web pages. Extrapolating from this sample of 82 to the population of 520 would suggest between 135 and 213 working web servers with actual content at UCSC.



UC SANTA CRUZ

______________________________________________________________________________________________________________

______________________________________________________________________________________________________________

Applications Charts and GraphsFigure Page Graph Significance

64 112 Campus-wide Application Licenses Reported

Total number of licenses reported during the survey, presented by the type of operating system on which the application runs

65 113 Total Reported Licenses Same information as graph 65, but shown as a percentage of the total for each operating system

66 114 Application Licenses Controlled by a Key Server

Total number of licenses that are distributed through key servers, sub-divided by division

67 115 Application Licenses Total licenses reported, sub-divided by the source of support for the licenses

68 116 E-mail Application Licenses E-mail applications reported across the campus (includes the number of licenses reported)

69 117 Custom Application Licenses

For the reported applications identified as custom applications, the software upon which the application was built (e.g., if a custom time and attendance application were reported, the graph might show FileMaker Pro as the application on which it was built).



UC SANTA CRUZ

______________________________________________________________________________________________________________

______________________________________________________________________________________________________________

Figure 64: Campus-wide Application Licenses Reported(by platform)

0

5000

10000

15000

20000

25000

# Licenses 59,929 815 16 10,528 4,358 3,964 19 23,032 23 0

WindowsNT/2K/XP

Windows95/98/ME MS DOS Mac OS X Mac OS 9 or

earlier Linux FreeBSD Solaris SGI Other



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Figure 65: Total Reported Licenses(as a % of the total by platform)

Windows NT/2K/XP58.4%

Windows 95/98/ME 0.8%

Mac OS X10.3%

Mac OS 9 or earlier4.2%

Linux 3.9%

Solaris22.4%



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Figure 66: Licenses Controlled by Keyserver

16.7%

20.3%

5.1%

2.4%

0.6% 0.2% 0.0% 0.0%

8.8%

0.0% 0.0%

48.3%

0%

10%

20%

30%

40%

50%

60%

Art

s

Hum

anitie

s

Phys

ical

& B

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s

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ry

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rs

UC E

xten

sion

Univ

ersi

ty R

elat

ions

Percentage



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Figure 67: Application Licenses(by source of support)

0 5000 10000 15000 20000 25000 30000 35000

Vendor

ITS

Division-based

Unit-based

End-user

Licenses 8,253 14,304 30,816 21,019 29,057

Vendor ITS Division-based Unit-based End-userSource of

support



UC SANTA CRUZ

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Figure 68: Count of E-mail Application Licenses

126

211 1 1

62

15 1 1 1

62

3 10 11 1 15

522

0

263

1,111

1 0 0

192

1 15

112

7550

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Apple

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UC SANTA CRUZ

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Figure 69: Custom Application Licenses

0

50

100

150

200

250

300

# Licenses 816 480 281 119 50 40 32 21 11 10 7 6

DevelopedInternally

Developed in Partnership I have no idea Nikon Jim Kent Microsoft Apple Computer

Inc. MIT Freeware University of Illinois Tom Erbe Macromedia

Source



UC SANTA CRUZ

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SPACE DATA

Section Overview

While our original intent with the space survey was to discover the amounts and uses of space devoted to IT workers and resources, we believe that the greatest utility for the space data will actually be an understanding of how server room space is allocated.

Our survey population was asked to report all spaces they managed that were dedicated to IT uses. This included office space for IT workers, server rooms managed by the responder or by subordinates, wiring closets managed by the responder, workrooms, storage areas, and computing labs.



UC SANTA CRUZ

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Definitions

Term Definition

Office Area used primarily as an office location by an employee. An office typically has power, heat, telephone, a desk, and a chair.

Equipment or server room

Area used primarily to house computer or network equipment that is in use

Storage Area used primarily to house computer or network equipment that is not in service

Wiring closetArea used primarily to house network termination devices (e.g., switches, punch-down blocks) that are in use. It may also house network equipment (e.g., routers) that is in use

Workroom Area used primarily for the repair and configuration of hardware devices

Computing labFacility having computers available but not dedicated to any one person’s use, for faculty, staff, and students, and whose purpose does not naturally fit one of the other definitions

Public access areaArea used primarily by the public with no restrictions to access during business hours. Faculty, staff, or students may also use this area (e.g., McHenry Library, Arboretum)

Hallway, stairwell, loading dock, or other

Area used primarily as a hallway, stairwell, loading dock, or other location not intended for any of the above uses

Special features

Built-in (NOT window-mounted or free-standing) air conditioning

Built-in fire suppression system (NOT a fire extinguisher hanging on a wall or a sprinkler system)

Built-in uninterruptable power supply (UPS) (NOT a UPS under a desk or installed in an equipment rack)

Raised floor (i.e., flooring consisting of removable tiles that provides for the installation of network and power cabling, etc.)

Cable management system (e.g., equipment racks, raceway, ladder rack, etc.)



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Space Charts and GraphsFigure Page Graph Significance

70 121 Reported Server/Equipment Rooms by Division Number of server or equipment rooms each division reported they manage

71 122 Reported Lab Space by Division Same information as graph 70 but for lab space

72/73 123 Server Rooms, Varied Uses (two graphs) For each reported server room, the graph identifies the multiple alternative uses of the room (e.g., server room AND storage space)



UC SANTA CRUZ

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Figure 70: Reported Server/Equipment Rooms(by division)

3

18

4

3

1

7

3

12

15

1

0 2 4 6 8 10 12 14 16 18 20

Arts

BAS

ITS


Humanities



Social Sciences

Student Affairs


Count 3 18 4 3 1 7 3 12 15 1

Arts BAS ITSCP-EVC-

Chancellor'sOffice

HumanitiesPhysical & BiologicalSciences


SocialSciences

StudentAffairs

UniversityRelations



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Figure 71: Reported Lab Space(by division)

9

2

17

0

0

4

11

21

1

0

0 5 10 15 20 25

Arts

BAS

ITS


Humanities



Social Sciences

Student Affairs


Count 9 2 17 0 0 4 11 21 1 0

Arts BAS ITSCP-EVC-

Chancellor'sOffice

HumanitiesPhysical & BiologicalSciences


SocialSciences

StudentAffairs

UniversityRelations



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Figure 72: Server Rooms With Varied Uses

0

200

400

600

800

1000

1200

1400

1600

1800

BAS T

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elco

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Wiring Closet

Storage

EquipmentServer



UC SANTA CRUZ

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Figure 73: Server Rooms With Varied Uses(part 2)

0

200

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1400

1600

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april 2004 executive budget committee report - ucsc.edu · the project team would like to...

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