tco model+questionnaire koha library wbut
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TCO MODEL
The TCO within the framework is built considering the following cost components.
The framework considers a time period of five (5) years for IT investments i.e. the data will be
collected for the investments in IT for a total time span of five years. Here, if the IT existence
within an organization is less than 5 years average costs is captured for the futures years.
The Components of TCO for government departments that are being considered for the analysis are,
Search and evaluation cost (Investments team made for solution, partners and support) Initial hardware and software cost Initial implementation cost Manpower cost (including support, maintenance, shutdown repair and external agencies
involved, if any) Upgrade/Maintenance cost of hardware and software (from second year onwards) License Management costs (from second year onwards (AMC) Incremental Licensing costs (if not Proc based but client based) Downtime and security incidence costs (number of times system hangs and unavailable,
additional security investment cost)
Patch management, version, features and breach costs (number of times system wasunavailable because the community or vendor did not provide the patch on time, features
were delayed and risk of cyber squatters happened exposing data privacy and other
incidences)
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Total Cost of Ownership Questionnaire for government departments
Name of Respondent: Ms. Najmun Nessa
Designation: Assistant Librarian
Name of the Organization: West Bengal University of Technology (Library)
Number of Employees:
Phone (Office): (033) 2321 0731 / 1327 Fax:
Email ID: [email protected]
Bandwidth available for critical applications: 56 Kbps, 128 Kbps, 256 Kbps, 512 Kbps, E1, E3
Number of PCs in the overall department: 5 ( in which Koha is installed)
Number of Servers, including proxy servers, (check whether 64 bit or 32 bit): 1
Total IT Personnel: 1 IT Consultant, if any:
Number of Processors/Server:
No of System administration Staff and their average salary/annum:
No of System support staff and their average salary/annum: 3 lakhs (approx.)
Is the desktop administration outsourced, if yes, the agency Ankur Bangla Group (www.bengalinux.org)
Does the department run any application on cloud, if yes, details.
Citizen centric applications introduced in last 3 years (details of projects)
Citizen centric applications planned for next 2 years (details)
Average number of servers/System admin:
Average number of machines/support staff/month:
Section I
Q.1. To what extent does your organization has a detailed information policy and well defined ITobjectives
Very extensive Extensive Somewhat Little Very little
5 4 3 2 1
Q.2. To what extent is department tasks are completely computerized
Very extensive
(>80%)
Extensive (>70%) Somewhat
(
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Q.3. To what extent file movements and other decision making is computerized in your department
Very extensive
(>80%)
Extensive (>70%) Somewhat
(80%)
Extensive (>70%) Somewhat
(
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Q. 8. What have been the key applications deployed in last 3 years
Sl no Application
deployed
Objectives of
the application
Developed by Deployed by
(System
Integrator)
Total cost of
project
1 KOHA Open
Source Library
Management
System
To manage the
library activities
Indranil Das
Gupta
1 lakh
(approx.)
2
3
4
Q.9. For the application server running departments above mentioned applications, pl. provide the
details of DB platform used to deploy the same.
Sl.No DB platform
deployed*
Cost of DB server
(provide details of
licensing,
processor or
Clients)
Installation Cost Technologies
deployed**
1 My SQL Free license included
2
3
* DB platforms include MS SQL, IBM DB2, Oracle 10g, Postgres SQL, My SQL, etc,
** Technologies deployed refers to Database mirroring, clustering, transaction replication, etc.
Q.10. For the applications deployed above pl provide
Software purchase cost, no of
licenses in the initial year
S/w
licensefor
Year 2
License
costYear 3
License
costYear 4
License
costYear 5
Application 1
Application 2
Application 3
Application 4
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Application 5
Q 11. For the applications deployed above, pl indicate the hardware costs
Hardware purchase cost in 1st
year
Additional hardware in
Year 2
Year
3
Year
4
Year
5
Application
1
0 0 0 0 0
Application
2
Application
3
Application
4
Application
5
Q.12. For the servers listed below, pl provide,
Hardware maintenance cost,
annual contract value if
outsourced
If not outsourced, % of time
spent for maintenance, No of
people involved
Year
2
Year
3
Year
4
Year
5
Application
1
included 0 0 0 0
Application
2
Application
3
Application
4
Application
5
Q. 13. For the servers listed below, pl. provide the following information
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Key applications loaded Key Functions Average transactions/day
Application 1
Application 2
Application 3
Application 4
Application 5
Q.14. For the servers deployed, pl. provide the following
Externally purchased support cost (if maintenance is
outsourced, cost/annum)
Year
2
Year
3
Year
4
Year
5
Application
1
Application
2
Application
3
Application
4
Application
5
Q. 15 For the servers deployed, pl. indicate
Server Amount ofsystem
downtime
historically
averaged
due to
intrusions
Amount ofsystem
downtime
historically
averaged
to install
patches or
system
upgrades
Amount oftime, cost
of the time
admin
staff have
spent
monitoring
the system
for
security
lapses
Amount oftime, cost
of the time
admin
staff have
spent
performing
emergency
repair
activities
Amount oftime, cost
of the time
when
server was
unavailable
Amountof time,
cost of
time
spent on
tweaking
the
server for
additional
process
load
Application 1
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Application 2
Application 3
Application 4
Application 5
Q. 16. For the servers deployed, indicate
IT training cost for existing employees No of new recruits to support the OS
Application 1 included 0
Application 2
Application 3
Application 4
Application 5
Q.17 Application wise, pl. indicate the associated investments were required in the following.
Application 1
No of hrs,
Cost/Hr/resou
rce
Application 2
No of Hrs,
Cost/Hr/resou
rce
Application 3
No of Hrs,
Cost/Hr/resou
rce
Application 4
No of Hrs,
Cost/Hr/resou
rce
Application 5
No of Hrs,
Cost/Hr/reso
rce
IT Consulting
fee (for
business
processdesign/syste
m consulting)
included
Organization
al changes
Project
Organization
(no of key
people
involved)
their costConfiguration included
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Management
cost
Project roll
out time and
cost
included
Bug fixes and
Testing cost
includedPost-
Implementati
on support
cost
included
Business
disruption
and
associatedback-up costs
Software
integration
for Network
services cost
Software
integration
for file
services costs
Softwareintegration
for print
services cost
Software
integration
for Internet
services costs
Software
integration
for securitycosts
Q.18. For the Applications deployed what investments were made in the following to upgrade
hardware/software, add new components and or incorporate business continuous improvements in
last 3 years.
Application 1
No of hrs,
Application 2
No of Hrs,Cost/Hr/resource
Application 3
No of Hrs,Cost/Hr/resource
Application 4
No of Hrs,Cost/Hr/resource
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Cost/Hr/resource
Networking
hardware
System
hardware costs
Networking
Services
(Consulting &
Integration)
costs
IT consulting
for application
& hardware
integration
costs
IT consulting
for scaling of
applications
costs (as users
increased)
IT Consulting
services for
improving the
dynamic
workloadscosts
System
Integration
Cost
New
feature/module
integration
costs (based on
CR)
Softwaremaintenance
for Network
services (new
patches, etc)
costs
Software
maintenance
for file services
costs
Softwaremaintenance
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for print
services costs
Software
maintenance
for Internet
services costs
Software
maintenance
for security
costs
Outsourcing
costs
*** pl ask the costs of CR (customer request) spend the department would have made fr each
application. This data aggregated of the above would be available if the department has not
bifurcated the costs as above.
Q.19. For the applications, pl. provide the planned uptime, users supported, and the average no of
users affected in case of downtime for the following workloads
Planned
downtime
Total users
supported
Avg no of
users
affected
Time Staff spend
identifying & fixing
downtimes (in Total Man
Days/ year)
Application 1
Application 2
Application 3
Application 4
Application 5
Q.20. For the applications rolled out, pl. mention the investments hardware/software upgrades inlast 5 years
Application 1
No of hrs,
Cost/Hr/resource
Application 2
No of Hrs,
Cost/Hr/resource
Application 3
No of Hrs,
Cost/Hr/resource
Application 4
No of Hrs,
Cost/Hr/resource
Hardware
Upgrades
150, 10000
Software -
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upgrades
Q.21. If you have switched from OS to proprietary or otherwise in last few years for the same
application, can you indicate the reasons for shift?
1
2
3
4
5
Q22. What were the technological challenges faced to switch over to the proprietary software?
Q23. Did you have challenges in getting right resources and skill sets for the previous application?
Q24. What has been the cost of development and time spent on the initial project before switch
over?
Dont know
Q25. Details of hardware, software and application re-development costs which your department
had to bear because of switchover?
1) Hardware costs: new:2) Software costs: new3) Redeployment costs:
Q26. What benefits did your department gain by switching over
Benefit Application
1
Application
2
Better Match applications and
hardware
yes
Better scaling of applications yes
Optimize cost performance
across value chain
yes
Consolidate work loadsConsolidate application
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workloads
Increase IT staff efficiencies
while reducing the number of
administrators
yes
Reduced IT Management costs yes
Reduced IT Staff Training Costs 10000
Reduce System Upgrade Costs 1500
Reduce system maintenance
time, cost and effort
3000
Reduce system downtime yes
Standardize on one set of tools
Any other (pl. specify) License
cost
30000
Note: Please get the details of hardware, software etc before and after switch over, using
Questions 9, 10, 11, 12, 13, 14 for both initial deployment and switch over deployment.
Q 27. Which of the following Desktop OS are used in your department.
a) Microsoft Windowsb) Linuxc) Others
Q.28. For the Desktop that are deployed in your company, pl. indicate,
Initial Hardware
cost
(Year 1)
Additional
hardware cost
(Year 2)
Additional
hardware cost
(Year 3)
Additional
hardware cost
(Year 4)
Additional
hardware cost
(Year 5)
2 lakh 5000 10000 5000 5000
Q.29 Hardware maintenance cost a) Outsourced b) Internal
If outsourced, annual contract value? ..
If internal, percentage of time spent on maintenance? ..
Q.30. If your answer for Q 24 is a) pl. indicate
Initial Softwarecost (license fee)
AdditionalSoftware cost
AdditionalSoftware cost
AdditionalSoftware cost
AdditionalSoftware cost
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(Year 1) (Year 2) (Year 3) (Year 4) (Year 5)
Q.31. If your answer for Q 24 is b) or c) pl. indicate
Desktop OS
Initial software cost
(licence fee) is it
packaged products such
as Red Hat Linux,
Monthly
rental/machine from
service provider in
year 1
Monthly
rental/machine year
from service provider
2,3,4 & 5
Q.32. For the Desktop systems, pl. provide the following
Desktop OSNo ofincidents
/annum
Avg Cost ofIncidence
No ofupgrades in a
year
Time taken toimplement
upgrade
Avg salary ofSupport
resource
Q.33. For the desktop systems, pl. provide
Desktop OSTime spent on licence management, cost of the
time spent on license management
Cost of additional
license
Linux - 0
Q.34. What were the kind of efforts your group/IT unit of your company had to spend in evaluation
of the Desktop OS as de facto OS for your organization
Very significant
(> 10 man days)
Significant
(5 man days)
Somewhat
significant
(2 man days)
Less efforts
(1 man day)
No effort At
all
5 4 3 2 1
Q.35. Extent to which your organization had to consult CIO/CTO of other organizations before
selecting the OS as de facto OS for your organization
Very extensive Extensive Somewhat Less Extent No effort At all
5 4 3 2 1
Q.36. To what extent was Desktop OS related information was freely available for your type of ITenvironment
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Very extensive Extensive Somewhat Less Extent No effort At all
5 4 3 2 1
Q.37. To what extent was comparative deployment histories (cases) of Desktop OS were available
for you at evaluation stage of OS
Very extensive Extensive Somewhat Less Extent No effort At all
5 4 3 2 1
Thank you for your valuable time.