Re-Engineering II Analysis



Re-Engineering II Analysis

ITS Computer Labs

I. Current Environment

NYU’s ITS organization maintains 4 general computer labs totaling 14,306 square feet, and they contain both PCs and printers. The budget resource allocation to ITS Computer labs/Classroom for fiscal 2007 was $1.825 M.

In addition to the 4 computer labs maintained by ITS, the Schools maintain their own network of proprietary computer labs. There are 38 School proprietary labs with a total of 1,043 PCs. Many academic departments also provide and maintain their own proprietary computer labs, which are not represented in the above totals.

The current computer labs are outfitted with rows of desktop and/or laptop computers in a cubicle type arrangement.

Computer Lab Utilization Survey

• 4 ITS general purpose labs surveyed

o Labs were surveyed on three different days

▪ Three times per day

▪ 363 students surveyed

• Student Breakdown

o 74% of Computer Lab users are Undergrads

o 26% of Computer Lab users are Grads.

• Computer Ownership

o 93% of students own their own computer

▪ 75% own laptops, 25% own desktops

• What Are Labs being used for (as a percentage):

o Classwork: 31.2%

o Printing: 33.63%

o Email: 20.6%

o Other (includes Internet Browsing): 14.6%

• The applications used by Students in the Computer Labs:

o 48% Microsoft Office

o 44% Internet Browser

o 8% Specialty Academic Application

Survey Conclusions:

• Based on the information gathered, of the total tasks performed in the General Purpose labs, 69% were not classwork related.

• The labs are primarily used as Email/Internet and Printing stations.

Costs Associated with Operating the General Purpose Labs[1]

| |FY 2009[2] |FY 2007[3] |

|FTE Equivalent |17.31 |16.3 |

|Allocation of PS Actuals by % of FTE |1,393,300 |$1,341,000 |

|Consultants |------------- |-------------- |

|Hardware |20,000 |$20,000 |

|Software |40,000 |$40,000 |

|Other |250,000 |$250,000 |

|Balance Allocation by % FTE |202,197 |$161,000 |

|OTPS and Fixed  SUBTOTAL |512,197 |$484,000 |

|PS, OTPS and Fixed |$1,905,497 |$1,825,000 |

II. Best Practices

Over the past few years the role of the general purpose computing lab has changed significantly. Students today are well outfitted with computers as the cost to own a machine with the latest technology has declined radically.

ITS’ labs operate on an old and outdated model that is no longer relevant to how students want to work and study. These labs function as little more than printing and email stations for the majority of the student population.

While the traditional computer lab of cubicles and PC’s may no longer be relevant, the gathering place for students to work together on projects is still critical to the academic mission of NYU. By transforming existing computer labs into collaborative work rooms with improved wireless capabilities, students will be better served while at the same time lowering administrative expenditures.

III. Analysis and Options

Based on the survey results that indicate the majority of computer lab clients use the lab for non-academic purposes and that nearly all students own their own computer, ITS must transform the existing computer labs into collaborative work rooms with improved wireless capabilities. While the traditional computer lab of cubicles and PCs may no longer be relevant, a gathering place for students to work together on projects is still critical to the academic mission of NYU.

The money saved from no longer needing to maintain PCs and computer lab staff can be initially redeployed to support the modern vision of a collaborative computer workspace. After the capital conversion of this space and the upgrade of wireless internet capabilities, substantial savings should be realized on an ongoing basis. To assist students who do not own or can’t afford a laptop, ITS in collaboration with the library should establish a student laptop loaner program.

To further the atmosphere of student cooperation, ITS should make available to the student population a collaborative software application to encourage students to work together on their PCs and Laptops.

As many students use the NYU computer labs as places to print documents, it would be a more efficient use of space to assign dedicated printing areas that take up less space. ITS must explore adding print kiosks or print stations around the campus that will operate with the NYU One Card system. By making printing more accessible around campus, the demand and need for computer labs on campus will be reduced.

Costs to Transform Space

To transform the existing lab space into modern collaborative workplaces would involve:

• Wireless connectivity electronics

• Power poles for users to plug their laptops into

• Lounge furniture, including sofas, table and chairs

The estimated renovation cost is $100 per sqft. To renovate the existing space would require a one time investment of $1.43M..

IV. Conclusions and Recommendations

By transforming the existing computer labs into collaborative workroom/lounges with improved wireless connectivity, ITS will be able to provide the student population with an improved vehicle for study and work.

Students crave technological efficiency. They will seek out locations where they can collaborate and work together in conjunction with their personal technology. New York City’s recent coffee shop wireless restrictions have noticed this trend. People are congregating for such long periods of time and utilizing free wireless technology, that business have needed to curtail their offering.

The demand is real for this type of space and NYU must respond.

The current computer structure and arrangement fails in its primary academic purpose and is instead utilized as a printing/e-mail station at considerable cost to the university.

The resulting changes will save the university an estimated $1.4M on an ongoing annual basis.

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[1] Information provided by ITS

[2] Budgeted figures

[3] Actual figures

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