Instructions for completing Web Services costing data:

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Nov 3, 2013 (3 years and 8 months ago)

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Instructions

for

completing

Web

Services

costing

data:


To assure consistency for the way cost data for web services is collected, we have identified
four major categories of activities. For the initial effort of data collection, we need to
associate reso
urces that are being devoted to each Web activity. These resources such as
people, tools, systems, etc are referred to as “web enabling mechanisms.”



Definition:


Activity #1: Web Page Design and Development.


The functions under this activity include; f
or example, the creation, and maintenance of
home pages, navigation links, images, and streaming media. For the purpose of this costing
analysis, we are interested in the functions defined more narrowly in the context of “web
enabling mechanisms.” Thus,
we are interested in the cost of the process that enabled
authored content to be made accessible via the web. For most documents, this would
consist of the process needed to transform (and optimize) the content of HTML delivery,
the process of posting tha
t content to the appropriate web site (or incorporating it into a
content management system), and the process of establishing the links to that content.


Activity #2: Web Database Development and Administration.


The main function under this activity is bu
ilding a database using various database software
applications such as SQL, Oracle, FileMaker, etc.


Activity #3: Web Application Development.


This activity establishes an interface between the activities of “web page design and
development” and the “web
database development and administration.” The function in
this activity includes, for example, programming server
-
side scripts and applications that
permit interaction between a web user and the database using applications such as Cold
Fusion, ASP, PHP, e
tc.


Activity #4: Web Server Administration.


Costs of server acquisition and server maintenance/upgrade are included in this activity.
Other functions include security administration, establishment of user permission, and
system backup.


Gathering

Data:


The fiscal year for which you gather data is 2000
-
01 (prior year).


Before beginning filling out the Excel document with the cost data, select the activities that
are applicable and specific to your division. Some of you may perform all of the four
activ
ities and to some of you, only one or two of those activities may apply to your division.
Also, once you selected the activities that are applicable to your division, you may find that
not all of the resources stated may be devoted to the activities selec
ted. Thus, please fill in
the data only that are applicable. Please also make sure you included all departments’ data
and summarized them at a division level.


a.

Labor Costs:


First Step:

Identify all employees in your division that are participating in t
he web
functions described previously.


Second Step:

Classify these employees into two groups: staff and students.


Third Step:

For the purpose of this costing method, FTE will be determined for
identifying full
-
time equivalency of the effort put into ea
ch activity. It is not
intended to determine whether an employee holds a career or a casual
position. Thus to determine the FTE for an employee use the following
formula.



For Staff:



# Hrs / Wk divided by 40hrs (H/40) this would give you an
“average wee
kly FTE”



# Weeks / 52 would give you “annual coverage” (
i.e., if a person
does not work during the summer, your “annual coverage” might be .75).



(average weekly FTE) * (annual coverage)* (base annual salary)
will give you the salary expense for the number
of weeks worked.



Multiply the salary amount by
1.24

to include salary related
benefits expenses. Total this amount for all staff in the division.
Then enter the total in the space provided for staff expenditures.



Total all FTE for all staff in your divisi
on and enter the amount
in the space provided under “total # of FTE”.


Example:


Suppose you have three staff members working on
“web page design and development.”

The number of hours and weeks worked for each employee is as follows.



Hrs/wk

# of weeks

Ba
se annual salary

Employee #1

10

26

$60,000

Employee #2

30

52

$50,000

Employee #3

40

8

$30,000



Average
Weekly FTE

Annual
Coverage

Annual FTE

Salary & Salary Driven
Costs

Employee #1

10/40 = 0.25

26/52 = 0.50

(0.25*0.50) = 0.125

1.24(0.125*60,000) = $

9,641

Employee #2

30/40 = 0.75

52/52 = 1.00

(0.75*1.00) = 0.750

1.24(0.750*50,000) = $46,500

Employee #3

40/40 = 1.00

8/52 = 0.15

(1.00*0.15) = 0.150

1.24(0.150*30,000) = $ 4,500

Totals




1.025



$60,641


Note:

an optional worksheet with these embedded formulas is provided for your convenience.


The data you would enter for “staff” in the template for
“Web Page Design and
development”

would be as follows:






FTE




Salary Cost

Totals for your
division:

1.025




$60,641


For Students:



# Hrs / Wk divided by 40hrs (H/40) this would give you an
“average weekly FTE”



# Weeks / 52 would give you “annual coverage”.



(Average weekly FTE) * (annual coverage)* (base annual salary)
will give you the salary
expense for the number of weeks worked.



Multiply the salary amount by
1.12

to include salary related
benefits expenses. Total this amount for all student workers in
the division. Then enter the total in the space provided for
student expenditures.



Total
all FTE for all student workers in your division and enter
the amount in the space provided under “total # of FTE”.



The only difference between the calculations for students vs. staff is that a multiplier
1.12

is
used for students instead of 1.24 for sta
ff when estimating salary driven expenses and
benefits.


b.

Training Costs:


Please identify the best estimate of total costs for
Training

associated with each activity that
is applicable for your division. Please remember to include all of departmental cos
ts and
summarize the costs at a division level.


c.

Supplies & Materials:


Please identify the best estimate total costs for
Supplies & Materials

associated with each
activity that is applicable for your division. Please remember to include all of department
al
costs and summarize the costs at a division level.


d.

Software Application Costs:


Please identify the best estimate total costs for
Software Application

associated with each
activity that is applicable for your division. Please remember to include all o
f departmental
costs and summarize the costs at a division level.






e.

License Fees:


Please identify the best estimate total costs for
License Fees

associated with each activity
that is applicable for your division. For one
-
time license fees, prorate the
m over the useful
life of the software (e.g. 3 years); include annual software maintenance fees. Please
remember to include all of departmental costs and summarize the costs at a division level.


Note:

an optional worksheet with these embedded formulas is

provided for your convenience.


f.

Other Costs:


Please identify the best estimate total costs for
Recharge
and
consulting

expenses
associated with each activity that is applicable for your division. Please remember to include
all of departmental costs and
summarize the costs at a division level.


g.

Equipment Maintenance & Upgrade:


Please identify the best estimate total costs for
Equipment Maintenance & Upgrade

associated with each activity that is applicable for your division. For equipment acquisition
and

upgrade costs, please prorate them over their useful life (e.g. 3 years).
If your server is not a
dedicated web server and is shared for other non
-
web activities, please prorate the costs based on the percentage
of capacity the server is dedicated to web

activities.

Please remember to include all of departmental
costs and summarize the costs at a division level.


Note:

an optional worksheet with these embedded formulas is provided for your convenience.


Deadline


The deadline for completing and submitting

this information to the Office of Planning and
Budget is
August 31, 2001
.


Other


The attached Excel spreadsheet requests only the
final

result in each category. Please keep
your working papers (and/or Excel worksheets) so that it is available should we

need to
probe the data further in order to better understand it.


In an effort to assist you gathering the cost data, we have provided a listing of URLs,
categorized by Divisions as well as a listing of employees categorized by division, and their
classif
ications. Please be advised that the information in these documents may be
incomplete as they were complied from a survey results conducted in May 2001. Please use
these data as a starting point for your process.


As you go through and prepare this infor
mation, if you think of ways that the campus could
help you become more efficient or cost effective,(i.e., purchasing bulk software licenses for
standardize tools,) feel free to attach a commentary of your thoughts.



Attachments:


1.

ABC data spreadsheet

Thi
s document has two worksheets:

a.

Template


This is where you input your division’s final cost data.

b.

Formulas to help calculate data for labor, license fee, and equipment upgrade
costs.

2.

Departmental and Campus
-
wide Websites.

This is a listing of websites fro
m a survey results. A designee is assigned for each
division. Please refer to your division that you are responsible for.

3.

Web staffing
-

confidential (Hard copies will be mailed separately)

This documents has four worksheets and the data in these workshee
ts are obtained
from the survey results. Listing may not be complete as not all divisions responded
to the web survey.

a.

Content HR


a listing of employees for web content management

b.

Technical HR


a listing of employees for web technical administration.


Should you have any questions about this process, please contact
Fana O’Halloran

at
9
-
4314

or e
-
mail at
fohallor@cats.ucsc.edu
.


On behalf of the Information Technology Committee, we thank you in advance for y
our
participation in identifying the cost data of web activities for UCSC.