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Getting More for Less: A Software Distribution Model

John V. Samuel, Craig A. Stewart, and Kevin J. Wilhite

University Information Technology ServicesIndiana University

Paper presented at EDUCAUSE 2002, Atlanta, GAThursday, 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.

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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

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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

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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

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Organizational Chart

Indiana University

RUGS UITS

Statistics Education Statistical Consulting Statistical S/W Computing

ICSA

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Stat/Math Center

Stat/Math Center, 410 North Park Avenue

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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

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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

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SPSS SAS

Systat Maple

Minitab

Software packages distributed between 1992 & 1995

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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

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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.

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Statistical software packages distributed since1996

AMOS Data DeskData Entry EViewsHLM LIMDEPLisrel MinitabRATS Resampling StatsSAS Sigma StatS-Plus SPSSStata Sudaan Systat

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Mathematical software packages distributed since1996 (cont.)

Geometer’s Sketchpad Maple

Mathematica Matlab

Scientific Workplace

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Special request and miscellaneous software packages

AutoDesk DBMS/Copy

Ethnograph NUD*IST

NVivo Sigma Plot

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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.

Customers Stat/Math Center Vendors

Requesting

ContactOffering

Pricing

Ordering

Processing

Use

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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

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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.

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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

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Savings Fiscal Year 2001-2002

$7,942,324.00

$1,501,732.60

$712,800.00

$133,210.00

$20,320.00

$10,000.00

$100,000.00

$1,000,000.00

$10,000,000.00

1

SAS SPSS MATLAB MAPLE MATHEMATICA

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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

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Stat/Math Center sales contacts ‘96-’02

0

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1996-97 1997-98 1998-99 1999-00 2000-01 2001-02

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Service Satisfaction Survey

75

80

85

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100

1998 1999 2000 2001 2002

Year

Percentage

IUB

IUPUI

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Indiana University Bloomington