1. INDIANAUNIVERSITYINDIANAUNIVERSITY 1 Getting More for Less: A Software Distribution Model John V. Samuel, Craig A. Stewart, and Kevin J. Wilhite University Information Technology Services Indiana University Paper presented at EDUCAUSE 2002, Atlanta, GA Thursday, October 3, 2002 Copyright John V. Samuel and Kevin Wilhite, 2002. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2. INDIANAUNIVERSITYINDIANAUNIVERSITY 2 IU in a nutshell Founded in 1820 8 campuses >95,000 students 3,900 faculty 878 degree programs; >1,000 majors; > 60 programs ranked within top 20 of their type nationally University highly regarded as research and teaching institution

3. INDIANAUNIVERSITYINDIANAUNIVERSITY 3 Computing Software at Indiana University in the 1980s Few software packages available on mainframe/timesharing computers For software access faculty had to use mainframe/timesharing computers, purchase their own, or have department purchase the software Students used the few machines in class rooms with limited packages available

4. INDIANAUNIVERSITYINDIANAUNIVERSITY 4 Center for Statistical and Mathematical Computing Established in 1991 Joint venture of RUGS (Research and the University Graduate School), and UITS; named ICSA (Interdisciplinary Consortium for Statistical Applications) RUGS provides statistics education, and statistical consulting (theoretical) support UITS provides statistical and mathematical software computing support

5. INDIANAUNIVERSITYINDIANAUNIVERSITY 5 Organizational Chart Indiana University RUGS UITS Statistics EducationStatistical ConsultingStatistical S/W Computing ICSA

6. INDIANAUNIVERSITYINDIANAUNIVERSITY 6 Stat/Math Center Stat/Math Center, 410 North Park Avenue

7. INDIANAUNIVERSITYINDIANAUNIVERSITY 7 Staffing at the Stat/Math Center Director One FTE for statistical software computing support One FTE for mathematical software computing support Two part-time staff for monitoring the front desk from 9 am – 5 pm, and to cover basic questions. One FTE for software management and distribution One hourly staff for software distribution support

8. INDIANAUNIVERSITYINDIANAUNIVERSITY 8 Stat/Math Center Offers More for Less Stat/Math Center charged with acquiring and distributing software on a cost recovery basis Through base funding, grant proposals & one-time funding volume purchases made Software Distribution Coordinator hired to oversee effort

9. INDIANAUNIVERSITYINDIANAUNIVERSITY 9 SPSSSAS SystatMaple Minitab Software packages distributed between 1992 & 1995

10. INDIANAUNIVERSITYINDIANAUNIVERSITY 10 SAS – An Example of the Collaborative Distribution of Software 20 depts. leasing an average of 5 SAS licenses at $2500.00 per year [early 1990s] An equal number of individuals leasing SAS Stat/Math Center leased 400 licenses from SAS Institute in mid nineties Reduced annual payment to approximately $10,000 per year Stat/Math Center successfully encourages depts. and individuals into joining

11. INDIANAUNIVERSITYINDIANAUNIVERSITY 11 SAS – An Example … (contd.) In 1998 ~490 users leasing the software; and the number of work units increased to 500 from SAS In early 2001 the number of work units licensed from SAS Institute reached 600 In July 2001 HEPP agreement with SAS Institute In 2002 approximately 670 users Success owed to lower costs, efficient distribution and support.

12. INDIANAUNIVERSITYINDIANAUNIVERSITY 12 Statistical software packages distributed since1996 AMOSData Desk Data EntryEViews HLMLIMDEP LisrelMinitab RATSResampling Stats SASSigma Stat S-PlusSPSS StataSudaan Systat

13. INDIANAUNIVERSITYINDIANAUNIVERSITY 13 Mathematical software packages distributed since1996 (cont.) Geometer’s SketchpadMaple MathematicaMatlab Scientific Workplace

14. INDIANAUNIVERSITYINDIANAUNIVERSITY 14 Special request and miscellaneous software packages AutoDeskDBMS/Copy EthnographNUD*IST NVivoSigma Plot

15. INDIANAUNIVERSITYINDIANAUNIVERSITY 15 Software Provision Processes * Complete processes is only for new software that the Center does not have. ** For available software, only ordering, processing, and use are involved. CustomersStat/Math CenterVendors Requesting Contact Offering Pricing Ordering Processing Use

16. INDIANAUNIVERSITYINDIANAUNIVERSITY 16 SPSS – Centrally-Provided Software Collaborative Approach to Software Distribution Negotiations between Indiana University and SPSS, Inc. Stat/Math Center submitted a proposal to provide general purpose statistical package SPSS chosen and distributed centrally for the cost ($5.00) of media duplication 600 CDs distributed on first day 1/14/2000 3.2 million in cost savings generated by Jan. 2002 More faculty using the software Unlimited access to software for students

17. INDIANAUNIVERSITYINDIANAUNIVERSITY 17 Advantages of Centralized Distribution Ease of license maintenance & acquisition with a single source for licensing needs. Assistance with using the software provided via on-line guides, over the phone, email, &/or personal appointments. Assistance provided in software installation. A single source for software can also reduce overall costs.

18. INDIANAUNIVERSITYINDIANAUNIVERSITY 18 Advantages of Cost-Sharing Lower overall cost to the university as well as savings to individuals, departments, and schools Per unit cost reduced resulting in significant overall savings Greater variety of software packages can be made available for an overall lower cost Purchasing Dept. load reduced as number of requests decrease

19. INDIANAUNIVERSITYINDIANAUNIVERSITY 19 Savings Fiscal Year 2001-2002

20. INDIANAUNIVERSITYINDIANAUNIVERSITY 20 Challenges Managing a large number of packages Overcoming balkanization & the desire for independence within departments, schools, and colleges Funding: departments balk at joining Concern over reliability & consistency of support from Stat/Math Center Meeting the needs of users of specialized software

21. INDIANAUNIVERSITYINDIANAUNIVERSITY 21 Stat/Math Center sales contacts ‘96-’02

22. INDIANAUNIVERSITYINDIANAUNIVERSITY 22 Service Satisfaction Survey

23. INDIANAUNIVERSITYINDIANAUNIVERSITY 23 Indiana University Bloomington