Business Affairs/Billing

Bundled Rate FAQs

Background

What is the history of funding telecommunications at UC? 

In the 1990s, telephone charges subsidized the cost of the rapidly evolving data network. In 2000, UCIT created a new rate model to separate telephone and data charges. Over the past decade as the cost of telecommunication services declined, additional services were funded using the recharge rates.

In 2009, the Academic Technology Planning Committee recommended that the university review its current policy for recharge services/rates as they apply to networking services. They further requested the development of a new model that increased access to network services while reducing the amount of administrative overhead in managing those services.

How does the previous IT chargeback model fall short of meeting the current administrative and academic needs of the institution?

  • Colleges and departments face unprecedented budget pressures causing units to disconnect IT services. This undermines our true mission and at the same time creates a potential adverse impact to chargebacks for those still connected.
  • The existing billing approach requires a fair amount of administrative and clerical overhead in colleges and departments.
  • There is no allocation of student fees towards funding the primary recharge services of the network, wireless and student e-mail.
  • UCIT provides a substantial subsidy from the last time we altered the model in 2000. This only serves to escalate the data chargeback for everyone.
  • The current model inhibits keeping UC in a competitive position with other top research institutions. Wireless is the best example where UC’s current model peaked around 700 wireless access points 3 years ago. In comparison, Ohio State embarked on implementing 10,000 wireless access points back in 2006.

What did the committee recommend to resolve these shortfalls?

The committee recommended moving away from the traditional “metered way” of telecom chargeback to a bundled suite of communication services recovered via a full time equivalent (FTE) chargeback. To accomplish this the committee made three key recommendations:

  • Recommend a revenue-neutral implementation through reallocations and central subsidy across the institution.
  • Recommend the university subsidize the student expense in the model and over time consider transitioning this expense into the student’s ITIE fee via future increases.
  • Recommend an effective and participative governance process to oversee the technology evolution and annual costs for the bundled suite of services.

What are the benefits to this model? 

  • Provides a consistent baseline level of service for the common good of the campus community.
  • Is technically and financially sustainable
  • Is simple, scalable, transparent, self-sustaining, and requires minimal administration.
  • Fairly and equitably charges all users for the benefit of having the data network.
  • Includes costs of technology transitions and lifecycle management.

When did the bundled model take effect? 

July 1, 2011

Who is affected?

Who is eligible for the UCIT bundled rate? 

All faculty and staff members (including student workers and co-ops) at the following locations: East Campus, West Campus, Victory Parkway, UC East 2nd floor and Reading Campus.

What is an FTE? 

The model refers to an FTE as a communication user. Communication users are further defined as faculty, staff and students who use voice, data, e-mail, voicemail or wireless technology in the performance of their job or studies on campus.

Who is excluded from the model? 

Shared tenants, Carver Woods, Hoxworth-Anderson, Jefferson Ice House, 512 Maxwell Street, Reading Road Psychiatry, Shriner’s Hospital 5th floor, Kroger Pharmacy, Court Street Clinic, Victory Parkway-Circuit paid for by UCP, UC Blue Ash College, Clermont College, UC East (1st Fl).

How are employees categories counted in the model? 

UCFlex Designation

Description

Comments

Percent

 

Faculty

   

F2

Faculty – 9/12

 

100

F3

Faculty – 12/12

 

100

F4

Faculty – Med GEO

COM 12/12 faculty employed by the university and UC Physicians

100

F6

Faculty – Visiting 9/12

Visiting faculty – may or may not be paid employees and are usually at UC for a short term

100

F7

Faculty – Visiting 12/12

Visiting faculty – may or may not be paid employees and are usually at UC for a short term

100

F8

Faculty – Affiliated

Either ROTC faculty or employees of affiliated institution with faculty appointments

0

 

L2

Librarians – 9/12

 

100

L3

Librarians – 12/12

 

100

 

Adjunct Faculty

 

The FTE report from UCFlex HR details ~25% time effort for all adjunct positions within the university

 

F9

Faculty – Term Adjunct

25

FB

Faculty – Annual Adjunct 9/12

25

FC

Faculty – Annual Adjunct 12/12

25

FD

Faculty – COM Adjunct

 

25

 

Emeritus

   

R1

Non-Emeritus Retirees

 

0

R2

Emeritus Retirees

Uses limited set of services in bundle

10

 

Staff

 

 

A1

Academic Administrators

 

100

C1

Classified Staff

ONA and SEIU

100

E1-E3

Law Enforcement

FOP

100

H1

Coaches

 

100

I1

Interns

 

100

P1

Post Doc/Research

 

100

U1

Unclassified Staff

 

100

U2

Research Assistants and Associates

 

100

T1

Special Trainee

 

100

 

Union

   

C1

Classified Staff

AFSCME and IOUE

25

 

Student Worker

   

S1

Student

 

25

 

Graduate Assistant

   

S1

Student

 

50

 

Corporate

   

N4

Corporate

 

100

 

Other

   

N1

Spouse/Dependent

 

0

N2

Volunteer

Unpaid Community volunteers

0

N3 Special UC employees w/o base pay Working offsite with limited access 10

N5

Other

No longer employed, need W2

0

O1

Out of Area

Post Docs – work outside Cincinnati

0

Where do we get a headcount for the model? 

UC Flex HR is the data source for all employment categories (HR 180U in BW). Institutional research is the data source for students.

We take a headcount once a year in November. 

View the FY11 Headcounts.

How are student FTEs calculated? 

Students, both undergraduate and graduate, are carried in the model as 10% of an FTE.

Pricing & Billing

Why is there a weighted index applied to the employee FTE? 

This model was developed to be of minimal financial change to our users. Some use our services heavily, others lightly. This model takes into account the average, historical usage of services and applies a weight knowing that heavy users are still going to be heavy users and vice versa. This weight enables us to spread the costs of our services equitably across the university.

What costs and services are included in the bundle? 

What is the rate of the bundle per employee? 

The current approved rate via Government Cost Compliance is $51.49/FTE. Keep in mind this is before the headcount adjustments and departmental weights have been applied.

The rate is subject to change.

What if I need another data connection in my office? 

Assuming you are an eligible user, you will be billed for the one time cost of installation. You will not be billed additional monthly charges for the service. All service requests should be placed through GetIT.

Since departments are not charged to activate existing data ports under the bundled model, may departments request activation of all its data ports? 

Yes, with two caveats.

First, it is important to note that this model is meant to be equitable meaning that everyone chips in to pay the costs. So, if every department ups their usage, the rates will be adjusted and everyone will pay a higher rate. So we ask that you keep waste to a mimimum because it affects the entire university.

Second, we will occasionally audit usage and will contact you to shut off connections that aren't being used.

How are computer labs accounted for? 

The cost of computer labs is built into the model.

Is it possible to lower the monthly rate of an employee by opting out of certain services? 

No. The rate was established as a package so all employees have the same basic services available to them. The bundle of services must remain intact to simplify the billing and administrative processes as well as even out costs across the university (the model is weighted according to historical departmental usage, see above question on weights for more information).

What account string will be used for the bundled service? 

A new GL account named "UCIT Bundled Services" (GL 531423) will be available for use July 1, 2011. Use that GL when you submit a request through GetIT.

How do I request a new shared tenant be added? And how do I place an order for a Shared Tenant? 

Shared Tenants can be added to the system via the Shared Tenant category.

Shared tenant orders should now be requested via the Shared Tenant category.

How do I process a request in GetIT under the new model? 

If a new employee is hired, will the initial hire in UCflex automatically incur the cost?  

No. The model is not intended to track employee changes in real time. UCIT will take a head count once a year in November. Any modifications to employee status will be noted at that time.

What are the rates for "bundled" services for individuals who aren't eligible for inclusion in the model? 

UCIT Monthly and One-Time Rates

Disclaimer: Rates are subject to change.  

How do I modify my staff allocations? 

Business Administrators (and their delegates) can modify staff allocations via the following application:  https://webcentral.uc.edu/bundledservices/home.aspx. You will log on to the application using your 6+2 and CLS password. If this is your first time, please take a moment to view the Video Tutorial contained on the first page. Note that this application is closed the last working day of the month to process updates into UCFlex FI.

Once you log into the application:

  1. Click on your VP area
  2. Find your org unit where your staff resides
  3. Open up your org unit by clicking on the org unit name
  4. This will open the entire org unit where you can apply one budget line and update all staff members.
  5. Click apply

Or, if you want to only update one person:

  1. Click on the pencil icon in the edit column
  2. This opens each individual staff member where you can edit
  3. Click on the pencil icon for the individual line and enter your edits
  4. Close the line by clicking on the RED circle; this will save your edits

If an employee is no longer with UC, will the separation in UCflex automatically delete the cost?  

No. The model is not intended to track employee changes in real time. UCIT will take a head count once a year in November. Any modifications to employee status will be noted at that time.

Grants and Contracts

Can I include the bundled rate in contracts and grants? 

Most grants do not approve telecommunications expenses, but every grant is different. Check with the granting agency.

Other Questions

Are generic e-mailboxes (sometimes called departmental mailboxes , e.g. ucit@uc.edu) included in the bundle?  

Yes.  Departmental and Generic Accounts are included in the model.

Would you clarify "Microsoft Licensing costs not currently funded via ITIE"? Does this include server OS licensing, RDS licensing, VDA licensing, and SQL server licensing? 

The statement is a reference to the Microsoft costs formerly distributed and shared by the VP areas of the university. It relates to the employee portion of the Microsoft Campus Agreement. The MS Campus Agreement covers the Office Suite, the Windows OS upgrades, Core CAL's for students, and e-CAL's for employees. However, it does not cover SQL server, SQL CAL's, Server OS (Windows Server), RDS, and VDA licensing.

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