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We view the changes made to the EDUCAUSE Core Data Service this year as very positive and likely to make the resulting dataset much more valuable to us.  However, we won't have our audited financials back until sometime in October and the CDS submission deadline is mid-September.  We're wondering if anyone else is facing a similar timing issue and, if so, how you're dealing with it.  Thanks!

Marty
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Martin Ringle, Chief Information Officer   
Reed College, Portland, OR 97202          
503-777-7254   email:   cio@reed.edu                          
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********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

We are simply using the Financials for our operation as we have tracked over the past year, They should be close to the audited figures. Tom Thomas H. Carnwath | Vice President | Technology and Information Services The University of the Arts | 320 South Broad Street | Philadelphia, PA 19102 | Tel: 215-717-6440 [cid:CDB6FB13-EBE8-4379-869D-03A7E1FB5A13] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email. From: Martin Ringle > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Monday, August 5, 2013 2:21 PM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] CDS deadline We view the changes made to the EDUCAUSE Core Data Service this year as very positive and likely to make the resulting dataset much more valuable to us. However, we won't have our audited financials back until sometime in October and the CDS submission deadline is mid-September. We're wondering if anyone else is facing a similar timing issue and, if so, how you're dealing with it. Thanks! Marty ================================= Martin Ringle, Chief Information Officer Reed College, Portland, OR 97202 503-777-7254 email: cio@reed.edu ================================= ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Marty, We are in a similar situation at the University of Montana. However, I think we have all of the numbers worked out and can report ahead of the finalized budget. One challenge we have is looking at our past numbers for benchmarking change and with the new M1 for CDS, that really becomes an exercise in futility for a new CIO. Another challenge we have is with the summary (Almanac) page around IT financing. Somehow, previous years' numbers are inconsistent for our institution (just in how they chose to report the numbers) and we have the added challenge that we are looking at a set of metrics to understand how to best fund our administrative organizations on campus, with the CDS "Total IT spending as a % of the institutional budget" being pulled in as a possible metric to use. It is a tough one, because in the 3-4% range for Doctoral institutions, there are huge discrepancies between institutional budgets that go into that percentage. I also wonder what we will see around that metric with the new M1 changes. I guess to get back to your point – yes, we have a similar issue and we are dealing with it by going with the best info we have now. Matt Matt Riley Chief Information Officer University of Montana (406) 243-6100, cell (406) 830-5597 From: Martin Ringle > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Monday, August 5, 2013 12:21 PM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] CDS deadline We view the changes made to the EDUCAUSE Core Data Service this year as very positive and likely to make the resulting dataset much more valuable to us. However, we won't have our audited financials back until sometime in October and the CDS submission deadline is mid-September. We're wondering if anyone else is facing a similar timing issue and, if so, how you're dealing with it. Thanks! Marty ================================= Martin Ringle, Chief Information Officer Reed College, Portland, OR 97202 503-777-7254 email: cio@reed.edu ================================= ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Matt and Marty, I read your posts with interest. Marty, I'm delighted that you consider the changes in the Core Data Service positive ones. We owe many thanks to the CDS Advisory Group for their wise guidance, and hope and encourage all of you to participate in this year's Core Data survey, which is open for data collection right now (http://www.educause.edu/research-and-publications/research/core-data-servi ce/contribute-data). The timing issue around financials and the data collection window was one we considered carefully in planning the revisions this year. The vast majority (80% or more) of institutions' fiscal years close in or before July, and we were advised that most institutions would have their financial data by September. The implications of waiting longer to close the survey are several, but the most important issue was our desire to deliver the data back to you in time to support your strategic planning. Again, we have observed and are advised that many of those planning activities begin late in the calendar year, and so we wanted to give you the data you need to support IT funding, budgets, staffing, and new investments when you need it. That said, there are certainly going to be institutions who will not yet have final financials by mid-September, and we would be happy to discuss the options you might consider. I believe Leah Lang has already reached out to you to better explore your options with you. Change is a two-edged sword, and we thought long and hard before making changes to the way we collect financial and staffing data in Module 1. Changing the methodology "breaks" trending, and yet sometimes it's best to opt for more useful metrics and sacrifice trending for the short term. In this case, the way we measured IT spending did not align fully with the way we measured IT staffing, services, outsourcing, etc. In the redesign it does, setting us all up for some much more powerful benchmarks. Again, we have been guided by your input: in this case both an ECAR study of IT Cost measurements released this Spring as well as a card sort by members that guided our development of the categories we're now using to track staffing, finances, and services. Your point about discrepancies between institutional budgets is an excellent one, Matt. It's part of the challenge of benchmarking an industry with variable practices and diverse models. We have always advised that people begin with the CDS data, and then reach out to benchmarking peers to develop a deeper understanding of the context behind the data, which can be so helpful. I don't anticipate the new questions in Module 1 will have an impact on the core "Total IT spending as a % of the institutional budget" metric, by the way. And the changes will also provide new core metrics for you to consider, such as percent of IT spend by institutional mission and proportion of IT spending devoted to running vs growing vs transforming the institution. Again, thank you both for your thoughts, and you as well, Thomas. This service is for you, and so we pay careful attention to your reception of it. Also again, I encourage all of you to contribute your data this year. Many CIOs have incorporated CDS into their ongoing planning and management activities. For others, the need for it sneaks up on them, when a new strategic planning initiative is announced, or when a president, provost, or CFO suddenly asks for benchmarking data. It is always difficult to try to help people when they suddenly realize they need the data, but haven't participated. So, whether you view it as a baseline tool, an investment, an insurance policy, or a service to your peers, contributing to CDS is a good thing. Sincerely, Susan Susan Grajek Vice President Data, Research, and Analytics EDUCAUSE Uncommon Thinking for the Common Good 1150 18th Street, NW, Suite 900 Washington, DC 20036 direct: 202.331.5350 | main: 202.872.4200 | educause.edu
Susan,

Thanks for your feedback regarding the CDS.  I found this service invaluable over the past six months and I really appreciate the recent improvements over the past couple of years.  The reporting tool provides many options for peer group creation, data retrieval, and presentation.  Keep up the good work!

I strongly encourage institutions to participate in the CDS as you never know when you might need answers quickly, as I did this year.  In fact, I recently participated with a consulting firm on a peer study for another HE institution.  I had just finished creating a presentation using the CDS and all of the questions I was asked could have been answered in a couple of hours or less with the CDS reporting tool.  Unfortunately, this institution had not participated in the CDS and did not have access.  

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Kirk Kelly
Associate Vice President and CIO

Office of Information Technology
Portland State University
2121 SW 4th Ave 
Portland, OR 97207

kkelly@pdx.edu
503-725-6246


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