Center for Information Technology Services

Develop Mechanisms to Reduce Costs and Enhance Efficiency and Effectiveness
Updated July 2003

Goal:
To enhance efficiency and effectiveness and reduce the total cost of ownership of Information Technology for CITS, the Schools, and administrative units of the University.

Objectives:

• To identify and use procurement mechanisms to reduce technology purchase costs, license costs, and support costs.
• To streamline services, where possible and appropriate.
• To identify and communicate the value-added of technology as it relates to improved efficiency and effectiveness.

Current State:
Universities within the USM as well as other State agencies have contracts in place for the acquisition and support of IT products and services. Some of these contracts are excellent vehicles for reducing costs. Others may not be serving the needs of our campus community. Given the current fiscal environment, we need to leverage our collective purchasing power to reduce our cost of IT ownership. Currently, there is no campus-wide mechanism for reviewing any possible duplication and redundancy of IT purchases and support, nor any mechanism for cost-effectively buying and supporting these investments in technology.

Schedule:

Jan. - May

• Organized a working group of IT leaders from the schools, administrative areas and CITS that discussed the procurement of IT and how we might benefit from large volume procurements of goods and services.
• Compiled a list of hardware contracts for the purchase of servers, desktops, network equipment, software, and other categories of IT products and supplies.
• Developed a spreadsheet that lists the various types of IT peripherals and accessories that are purchased by UMB schools and departments.
• Identified maximum and minimum borrowing limits; interest rates and payback periods available through USM Systems Administration.
• Identified websites and other methods for finding existing procurement contracts.
• Presented our findings to the CIO.

June - July

At the request of the President, an IT effectiveness and efficiencies study group was formed by the Vice President and CIO. This group will present a report with recommendations for improving IT efficiency and effectiveness, as well as identify the efficiencies that have already been achieved and the value of technology that is available to the university community.

Outcome:  Enhanced efficiencies and effectiveness, a reduction in the total cost of ownership for IT operations, and an awareness of the value-added of technology for UMB academic and administrative operations.