TCO MODEL The TCO within the framework is built considering the following cost components.

The framework considers a time period of five (5) years for IT investments i.e. the data will be collected for the investments in IT for a total time span of five years. Here, if the IT existence within an organization is less than 5 years average costs is captured for the futures years. The Components of TCO for government departments that are being considered for the analysis are, Search and evaluation cost (Investments team made for solution, partners and support) Initial hardware and software cost Initial implementation cost Manpower cost (including support, maintenance, shutdown repair and external agencies involved, if any) Upgrade/Maintenance cost of hardware and software (from second year onwards) License Management costs (from second year onwards (AMC) Incremental Licensing costs (if not Proc based but client based) Downtime and security incidence costs (number of times system hangs and unavailable, additional security investment cost) Patch management, version, features and breach costs (number of times system was unavailable because the community or vendor did not provide the patch on time, features were delayed and risk of cyber squatters happened exposing data privacy and other incidences)

Total Cost of Ownership Questionnaire for government departments

Name of Respondent: Ms. Najmun Nessa Designation: Number of Employees: Phone (Office): Email ID: (033) 2321 0731 / 1327 najmunnessa@yahoo.com Fax: Assistant Librarian Name of the Organization: West Bengal University of Technology (Library)

Bandwidth available for critical applications: 56 Kbps, 128 Kbps, 256 Kbps, 512 Kbps, E1, E3 Number of PCs in the overall department: 5 ( in which Koha is installed) Number of Servers, including proxy servers, (check whether 64 bit or 32 bit): 1 Total IT Personnel: Number of Processors/Server: No of System administration Staff and their average salary/annum: No of System support staff and their average salary/annum: 3 lakhs (approx.) Is the desktop administration outsourced, if yes, the agency Ankur Bangla Group (www.bengalinux.org) Does the department run any application on cloud, if yes, details. Citizen centric applications introduced in last 3 years (details of projects) 1 IT Consultant, if any:

Citizen centric applications planned for next 2 years (details)

Average number of servers/System admin: Average number of machines/support staff/month: Section I Q.1. To what extent does your organization has a detailed information policy and well defined IT objectives Very extensive 5 Extensive 4 Somewhat 3 Little 2 Very little 1

Q.2. To what extent is department tasks are completely computerized Very extensive Extensive (>70%) Somewhat (>80%) (<50%) 5 4 3 Little 2 Very little 1

Q.3. To what extent file movements and other decision making is computerized in your department Very extensive Extensive (>70%) Somewhat (>80%) (<50%) 5 4 3 Little 2 Very little 1

Q.4. To what extent does your department use IT technologies like e-auctions, social media, etc to communicate and share information and activities. Very extensive Extensive (>70%) Somewhat (>80%) (<50%) 5 4 3 Little 2 Very little 1

Q.5. Does your department created year-wise IT targets? What are the targets that have been achieved till now and what do you plan to do in next 3 years.

Q.6. Does your department use external consultants (academicians, IT professionals) etc as consultants to help your team in technical evaluation. If yes, the key consultants details (name, designation, expertise, etc) 1) 2) 3)

Q.7. Kindly provide details for the following. Server details* Is it a Standard or enterprise version Is it hosted OS in your Deployed department or else No of % of time admin spent on the managing server/annum the server,

Applications/Database server File/printing server Web server Networking Server Mail server ** Windows server 2005 series, Windows server 2003 series , Windows 2000 (version details), Windows NT (version details), Windows XP (details), Os/2, Linux (distributor (Redhat or SUSE, others) and version) , FreeBSD, NetBSD, Open BSD, Solaris, OpenVMS, IRIX,ULTRIX, others (pl. mention)

Q. 8. What have been the key applications deployed in last 3 years Sl no Application deployed Objectives of Developed by the application Deployed (System Integrator) Indranil Gupta by Total cost of project Das 1 lakh (approx.)

KOHA Open To manage the Source Library library activities Management System

2 3 4

Q.9. For the application server running departments above mentioned applications, pl. provide the details of DB platform used to deploy the same. Sl.No DB platform Cost of DB server Installation Cost deployed* (provide details of licensing, processor or Clients) My SQL Free license included Technologies deployed**

1 2 3

* DB platforms include MS SQL, IBM DB2, Oracle 10g, Postgres SQL, My SQL, etc, ** Technologies deployed refers to Database mirroring, clustering, transaction replication, etc. Q.10. For the applications deployed above pl provide

Software purchase cost, no of S/w licenses in the initial year license for Year 2 Application 1 Application 2 Application 3 Application 4

License cost Year 3

License cost Year 4

License cost Year 5

Application 5

Q 11. For the applications deployed above, pl indicate the hardware costs Hardware purchase cost in 1st Additional year Year 2 Application 1 Application 2 Application 3 Application 4 Application 5 0 0 hardware in Year 3 0 Year 4 0 Year 5 0

Q.12. For the servers listed below, pl provide, Hardware maintenance cost, If not outsourced, % of time Year annual contract value if spent for maintenance, No of 2 outsourced people involved Application 1 Application 2 Application 3 Application 4 Application 5 included 0 Year 3 Year 4 Year 5

Q. 13. For the servers listed below, pl. provide the following information

Key applications loaded

Key Functions

Average transactions/day

Application 1 Application 2 Application 3 Application 4 Application 5 Q.14. For the servers deployed, pl. provide the following Externally purchased support cost (if maintenance is Year outsourced, cost/annum) 2 Application 1 Application 2 Application 3 Application 4 Application 5 Q. 15 For the servers deployed, pl. indicate Server Amount of system downtime historically averaged due to intrusions Amount of system downtime historically averaged to install patches or system upgrades Amount of time, cost of the time admin staff have spent monitoring the system for security lapses Amount of time, cost of the time admin staff have spent performing emergency repair activities Amount of time, cost of the time when server was unavailable Amount of time, cost of time spent on tweaking the server for additional process load Year 3 Year 4 Year 5

Application 1

Application 2 Application 3 Application 4 Application 5 Q. 16. For the servers deployed, indicate IT training cost for existing employees No of new recruits to support the OS Application 1 included Application 2 Application 3 Application 4 Application 5 0

Q.17 Application wise, pl. indicate the associated investments were required in the following. Application 1 Application 2 Application 3 Application 4 Application 5

No of hrs, No of Hrs, No of Hrs, No of Hrs, No of Hrs, Cost/Hr/resou Cost/Hr/resou Cost/Hr/resou Cost/Hr/resou Cost/Hr/reso rce rce rce rce rce

IT Consulting included fee (for business process design/syste m consulting) Organization al changes Project Organization (no of key people involved) their cost Configuration included

Management cost Project roll out time and cost Bug fixes and Testing cost PostImplementati on support cost Business disruption and associated back-up costs Software integration for Network services cost Software integration for file services costs Software integration for print services cost Software integration for Internet services costs Software integration for security costs included

included included

Q.18. For the Applications deployed what investments were made in the following to upgrade hardware/software, add new components and or incorporate business continuous improvements in last 3 years. Application 1 No of hrs, Application 2 Application 3 Application 4

No of Hrs, No of Hrs, No of Hrs, Cost/Hr/resource Cost/Hr/resource Cost/Hr/resource

Cost/Hr/resource Networking hardware System hardware costs Networking Services (Consulting & Integration) costs IT consulting for application & hardware integration costs IT consulting for scaling of applications costs (as users increased) IT Consulting services for improving the dynamic workloads costs System Integration Cost New feature/module integration costs (based on CR) Software maintenance for Network services (new patches, etc) costs Software maintenance for file services costs Software maintenance

for print services costs Software maintenance for Internet services costs Software maintenance for security costs Outsourcing costs *** pl ask the costs of CR (customer request) spend the department would have made fr each application. This data aggregated of the above would be available if the department has not bifurcated the costs as above. Q.19. For the applications, pl. provide the planned uptime, users supported, and the average no of users affected in case of downtime for the following workloads Planned downtime Total users Avg no of Time Staff spend supported users identifying & fixing affected downtimes (in Total Man Days/ year)

Application 1 Application 2 Application 3 Application 4 Application 5

Q.20. For the applications rolled out, pl. mention the investments hardware/software upgrades in last 5 years Application 1 No of hrs, Cost/Hr/resource Hardware Upgrades Software 150, 10000 Application 2 Application 3 Application 4

No of Hrs, No of Hrs, No of Hrs, Cost/Hr/resource Cost/Hr/resource Cost/Hr/resource

upgrades

Q.21. If you have switched from OS to proprietary or otherwise in last few years for the same application, can you indicate the reasons for shift? 1 2 3 4 5 Q22. What were the technological challenges faced to switch over to the proprietary software?

Q23. Did you have challenges in getting right resources and skill sets for the previous application?

Q24. What has been the cost of development and time spent on the initial project before switch over? Dont know

Q25. Details of hardware, software and application re-development costs which your department had to bear because of switchover? 1) Hardware costs: new: 2) Software costs: new 3) Redeployment costs: Q26. What benefits did your department gain by switching over Benefit Application 1 Application 2

Better Match applications and yes hardware Better scaling of applications yes

Optimize cost performance yes across value chain Consolidate work loads Consolidate application

workloads Increase IT staff efficiencies yes while reducing the number of administrators Reduced IT Management costs Reduced IT Staff Training Costs Reduce System Upgrade Costs yes 10000 1500

Reduce system maintenance 3000 time, cost and effort Reduce system downtime Standardize on one set of tools Any other (pl. specify) License 30000 cost yes

Note: Please get the details of hardware, software etc before and after switch over, using Questions 9, 10, 11, 12, 13, 14 for both initial deployment and switch over deployment.

Q 27. Which of the following Desktop OS are used in your department. a) Microsoft Windows b) Linux c) Others Q.28. For the Desktop that are deployed in your company, pl. indicate, Initial Hardware Additional Additional Additional Additional cost hardware cost hardware cost hardware cost hardware cost (Year 1) (Year 2) (Year 3) (Year 4) (Year 5) 2 lakh 5000 10000 5000 5000

Q.29 Hardware maintenance cost

a) Outsourced

b) Internal

If outsourced, annual contract value? .. If internal, percentage of time spent on maintenance? .. Q.30. If your answer for Q 24 is a) pl. indicate Initial Software Additional Additional Additional Additional cost (license fee) Software cost Software cost Software cost Software cost

(Year 1)

(Year 2)

(Year 3)

(Year 4)

(Year 5)

Q.31. If your answer for Q 24 is b) or c) pl. indicate Initial software cost (licence fee) is it packaged products such as Red Hat Linux, Monthly rental/machine from service provider in year 1 Monthly rental/machine year from service provider 2,3,4 & 5

Desktop OS

Q.32. For the Desktop systems, pl. provide the following No of No of Time taken to Avg salary of Avg Cost of incidents upgrades in a implement Support Incidence /annum year upgrade resource

Desktop OS

Q.33. For the desktop systems, pl. provide Time spent on licence management, cost of the Cost of additional time spent on license management license 0

Desktop OS Linux

Q.34. What were the kind of efforts your group/IT unit of your company had to spend in evaluation of the Desktop OS as de facto OS for your organization Very significant Significant (> 10 man days) (5 man days) 5 4 Somewhat significant (2 man days) 3 Less efforts (1 man day) 2 No effort At all 1

Q.35. Extent to which your organization had to consult CIO/CTO of other organizations before selecting the OS as de facto OS for your organization Very extensive 5 Extensive 4 Somewhat 3 Less Extent 2 No effort At all 1

Q.36. To what extent was Desktop OS related information was freely available for your type of IT environment

Very extensive 5

Extensive 4

Somewhat 3

Less Extent 2

No effort At all 1

Q.37. To what extent was comparative deployment histories (cases) of Desktop OS were available for you at evaluation stage of OS Very extensive 5 Extensive 4 Somewhat 3 Less Extent 2 No effort At all 1

Thank you for your valuable time.