Technology Services Allocation Model

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Technology Services

Allocation Model

Version 2 for FY13-14

Model Review

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Technology Services

Allocation Models Introduction

This is a brief overview of the Technology Services

Allocation Models to help explain the following:

-

The various models / funding sources

-

The methodology in calculating allocation expenses

-

How to track your allocated costs

-

Changes in the Allocation Model for Version 2 (FY13-14)

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Allocation Models 2 Budget Components

You can billed TS related costs in 2 ways:

-

Direct Billing / Fees

- Electronic Services (Phones)

- Special Projects (Wiring etc)

-

Allocation

- Infrastructure (PC / Accounts / etc)

- Staff (Dedicated / Project Staff)

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Allocation Models Non-Billed

ERP

Web

GIS

DOC

For most departments, these services are NOT BILLED.

For “External” Department, services are part of the Allocation. (such as WES / NCPRD / Special Districts etc)

Internet (CLIO) Intranet (SHARE) Applications Content Management Graphic Design GIS Data Aerial Photos Applications

(PlanMap, Cmap, etc)

Maps PeopleSoft Finance / HR BRASS WorkForce Document Management & Work Flow

Application Extender Retention

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Allocation Models Direct Bill / Fees (Usually Electronic Services Monthly Billing)

Security

Phone

Project

Other

Department charged directly for labor / materials based on: - Usage such as by phone, cell phone, voice mail boxes etc - Cost to complete requested projects based on specifications

Video Conferencing Radio Audio Visual Alarms Access Control Security Cameras (Install) Wiring - Data - Phone - Low Voltage Cable TV Wireless Devices Expressions Phone System

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Technology Services Allocation Models

Allocation: Infrastructure Covers basically all Enterprise Infrastructure used by County Uses utilization counts such as: ACCOUNTS / PCs / PRINTERS MOBILE / CCTV etc Call Center Parts / Spares Bench _Peripheral TLC / Train Operations Building LAN Wireless SSL / VPN Citrix Firewall Web Filter Intrusion Security …. Internet Web Services Mobile Apps Mobile Devices Microsoft - Office Pro - Windows - CAL - Exchange Application Specific Regulatory Staff License / Maintenance Network Engineers System Admins Field Admins Technicians Interns Contractors Tech Supervisors Manager Web Applications Database Management Print …. Citrix / Xen Virtual Servers Server Farms A/V Tech Support Operations - TS1 & DSB - Brooks - Holman - CCOM HVAC Generator UPS Monitoring Security Virtual File Management Tier Storage Backups Storage Performance Archive Primary Microsoft - Server - SQL - CAL - Exchange Web Filter Monitoring Backup Storage Citrix/Xen Anti-Virus Anti-Ware Anti-SPAM Virtual Server Replication Landesk Network SSL / Firewall Wireless Etc etc ….. Anti-Virus Anti-Ware Anti-SPAM Landesk Uniprint WinMagic Certificates Client Enterprise Procure

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DBA & Advanced Document Management

Application

Composed of allocations / fees specific to departmental needs: - Allows more control over specific services & costs

- Based on requests and previous services - Adjustable each year based on need

Application Design & Development Application Support (some equipment) Current Examples: A&T Tourism H3S Justice Court Application Development Database Support Design Maintenance Reporting Integration

Departmental Specific Fees

Small Applications Work Flow Advanced Imaging Collaboration ETC Any specific Fees such as GIS Maintenance CCTV Maintenance Reserve Allocation: Other

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Technology Services Allocation Models Allocation Totals Technology Allocation

- All Dedicated Staff

- DBA / Advanced Document Management - Departmental Applications

- Specific Fees (CCTV, GIS etc)

INFR

ASTR

UCTURE

The Allocation is the total of the Infrastructure Allocations and the Other Allocations / Fees. This is what budget uses to calculate TS Allocation Charges.

Please Note: “External” Departments may have additional allocations.

** Does not change total Allocation Costs – Redistributes based on use **

O

THER

Utilization Counts:

- Accounts

- Computers (PC / Tablet / Laptops)

- Printers

- Mobile (remote) Accounts

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What are Tiers ?

What is a Tier ?

Tiers are used to allow various rates in allocation charges based on the type of Technology and utilization.

- Tiers are used to further adjust the Allocation rates

- Based on the type of service, technology and utilization - Varies based on cost to maintain service and total usage

- Along with costs, tier rates may change year to year as required - Some examples include:

 PC Tiers

• Tier 1 Primary PC 100% Rate

• Tier 2 Auxiliary 50% Rate

• Tier 3 Kiosk / Lab 25% Rate

 Printer Tiers

• Tier 1 Networked 100% Rate

• Tier 2 Slaved (desktop) 50% Rate

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Issues around cost savings

Does cutting back impact allocation ?

Reduction in technology utilization does ultimately save costs & reduce allocation – however it depends on type of savings, volume and time.

YES … & NO …..

Ultimately is does, however:

- It may take a volume of cuts to add up enough to effect allocation - Enough cuts in something to warrant reduction in service / support - It may take time (usually a year) before impact can be realized

- Equipment is already purchased

- Maintenance agreements already setup annually

- Technical Plans need to be altered based on new requirements

- TS needs to coordinate in ADVANCE with departments on their technical needs - Including new technical needs

- Departmental cutbacks or re-location

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Sample Reduction

Sample Reduction Analysis – Printers.

This reduction scenario works in other service areas such as Storage, Email, PCs, wireless connections, accounts, etc etc.

Out of 735 printers in the County :

If in a year a department cuts 2 printers there is no real savings in the support, so the cost is spread across 732 printers.

If in a year the County cuts 200 printers, then potentially the following: - Fewer print servers, some can be decommissioned

(saving server licensing / maintenance, operational support, monitoring etc)

- Reduced Uniprint and other licensing

- Reduced staff time – which can be redirected or reduced - Less Call Center calls and system administrator time

- Less Procurement on consumables, replacement printers, ETC Enough reductions (physical $$ in equipment/contracts) and staff time add up. Staff time can be redeployed to save $ elsewhere or reduced. Overall cost per printer drops saving allocated cost.

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What’s New

What’s new for FY13-14

TS continually works with County Budget and Departments to find ways to improve the overall Allocation process and Efficient Utilization of Technology. We appreciate your help!

Several changes to improve the overall Allocation process:



Additional Tiers:

- Now 2 Printer Tiers (Networked & Slaved)

- Now 4 Mobile Access Tiers instead of 1 Remote Tier



Reporting:

- Quarterly Sampling of allocation metrics & averaged for annual total - Reports available quarterly online by departments to review

- Able to report corrections to TS via Web Help before final quarterly sample - New CCIS ALLOCATION email group for better communications