Estimated Annual Costs of Paper vs. Online SEOIs

Prepared by Dr. Tom Henderson (12-19-11)

TABLE 1. ESTIMATED ANNUAL COSTS OF 100% PAPER SEOIS (details follow)

ACTIVITY / ESTIMATED COST
1. Student Database Admin - Costs of ½ time Computer Science student to maintain the SEOI database, scan SEOIs, and provide customer service / $15,005
2. Director of Institutional Assessment - Supervisor cost / $8,850
3. Testing Staff Time - Time that testing staff spends helping to inventory SEOIs as they come in for scanning, etc. / $1,650
4. SEOI Forms Cost of 85,000 OMR (bubble sheet) forms / $7,735
5. Scanner Cost - Annual maintenance cost on scanner / $1,200
6. ESTIMATED ANNUAL DIRECT COST / $34,440
7. Departmental Staff Cost - Estimated cost of departmental SEOI staff to order cover sheets, proctor, print out and distribute reports, etc. / $35,228
8. Typing Cost - Estimated cost of typing student written comments on SEOIs / $4,675
9. ESTIMATED ANNUAL DEPARTMENTAL SEOI COSTS / $39,903
10. ESTIMATED TOTAL ANNUAL COST OF PAPER SEOIs at CWU / $74,343
11. ESTIMATED COST TO BUILD A DATABASE FOR PAPER SEOIs (Appendix 2) / $9,000

TABLE 2. ESTIMATED ANNUAL COST OF 100% ONLINE SEOIS (details follow)

ACTIVITY / ESTIMATED COST
1. Student Database Admin - Costs of ½ time Computer Science student to maintain the SEOI database, scan SEOIs, and provide customer service / $15,005
2. Director of Institutional Assessment – downloading data from SAFARI, handling exceptions, custom support / $8,850
3. Online SEOI Vendor - Unlimited SEOIs administer online via Blackboard using EvaluationKIT / $20,000
4. ESTIMATED ANNUAL DIRECT COST / $43,855
5. Departmental Staff Cost – Rough estimate of departmental staff time checking that correct forms are used, etc. / $7,046
6. TOTAL ESTIMATED ANNUAL COSTS TO CWU / $50,900
7. ESTIMATED COST OF A DATABASE FOR ONLINE SEOIs (Appendix 4) / $7,600
ESTIMATED COST TO MIGRATE DATA TO NEW DATABASE - This estimate applies to both the online and F2F data (See Appendix 5) / $4,500

APPENDIX 1 – ESTIMATED COST OF PAPER SEOIS AT CWU

A. ESTIMATED ANNUAL COST OF
“PAPER” SEOIs / COST DETAILS / ACTIVITY COST / COST SUB-TOTALS
1. Student Database Admin - One 1/2 time Computer Science
a. Hourly wage / $12.00
b. Hours per week / 20
c. Weeks per year / 48
d. Total wages / $11,520.00
e. Wages plus 2% benefits / 11,750.40
f. 27.7% Fund 148 charge / 3,254.86 / $15,005
g. Total 50% Time Student Database Administrator
2. Director of Institutional Assessment
a. Estimated hours per year on SEOIs / 200
b. Salary per hour (approximate) / $30.00
c. Approximate benefits per hr. (47.5%) / $14.25 / $8,850
d. Total Estimated Supervisory Cost
3. Testing Staff Time - to help inventory, etc.
SEOIs as they arrive, etc.
a. Estimated hours per year / 100
b. Estimated salary per hour / $12.00
c. Approximate benefits per hour (37.5%) / $4.50 / $1,650
d. Total Estimated Staff Costs
4. SEOI Forms - 85,000 per year @ $0.091 each / $7,735
5. Scanner Cost - This is a contract to get a re-built scanner via 2nd day air if Testing’s breaks down / $1,200
6. ANNUAL DIRECT OF PAPER SEOIs / $34,440 / Testing Costs
ESTIMATED SEOI COST TO DEPARTMENTS - continued
COST DETAILS / ACTIVITY COST / COST SUB-TOTALS
Testing Services SEOI costs (from prior page) / $34,440 / Testing Cost
7. Departmental Administration Cost
(time spent ordering SEOIs, proctoring SEOIs, etc.)
a. Number of departments and
Interdisciplinary programs / 61
b. Average hours per year / staff / 35
c. Total estimated hours per year / 2,135
d. Estimated wages per staff hour / $ 12.00
e. Estimated benefits (37.5% of wages) / $ 4.50
f. Total estimated cost / year / $35,228
8. Est. time departmental staff spends typing
student comments
a. Two text questions / form (old forms) / 2 285,0008
b. SEOI forms per year / 85,000 85,000
c. % Questions with words / 25%
d. Total Questions with comments / 42,500
e. Average words per question? / 10 10
f. Total words per year / 425,000
g. Estimated typing speed
(slow to decipher hand writing) / 25 WPM
Total minutes per year / 17,000
Estimated hours per year / 283.33 283.33
Estimated wage per hour / $ 12.00
Estimated benefits per hour / $ 4.50
Estimated Cost of Typing Student Comments / $ 4,675
9. ESTIMATED ANNUAL DEPARTMENT STAFFING COST / $39,903 / Departmental Costs
10. ESTIMATED ANNUAL COST TO CWU OF PAPER SEOIs / $74,343 / TOTAL COST

APPENDIX 2 – ESTIMATED COST OF BUILDING AN SEOI DATABASE THAT CAN READ PAPER SEOIS

1. / Cost per hour of SEOI Admin/Programmer / $ 12.00
2% benefits / 0.24
27.7% Fund 148 fee / 3.39
Cost per hour / $ 15.63
2. / Estimated Time & Cost to review, comment, update existing database
Create Reports / Estimated Hours
New reports for single section – all forms / 20
New reports summarizing a year – all forms / 100
GenEd report / 40
Old Forms / 80
Build web interface for access by faculty and staff / 80
Estimated Time to Test Reports,
Queries, Web Interface / 80
Est. time to program proprietary software for 5 forms to read forms as they are scanned / 50
Est. time to program C# software to make data from scanner readable by database / 40
TOTAL ESTIMATED PROGRAMMING TIME / 490
ESTIMATED PROGRAMMING COST / $ 7,658.94
3. / ESTIMATED DESIGN REVIEW & TESTING COST
Hours to hire 3rd party to review database design / 10
Hours to hire 3rd party to test database / 20
Estimated hours for 3rd party review / 30
Estimated cost per hour for ITS staff / $ 45.00
Estimated review cost / $ 1,350.00
4. / TOTAL ESTIMATED COST TO DESIGN, PROGRAM,
& TEST A NEW DATABASE FOR NEW SEOI FORMS / $ 9,008.94

APPENDIX 3 – DETAILED ESTIMATES OF ANNUAL SEOI COSTS IF ALL SEOIS ONLINE

B. ESTIMATED COST OF ONLINE SEOIs
COST DETAILS / ACTIVITY COST / COST SUB-TOTALS
1. Student database admin
a. Hourly wage / $12.00
b. Hours per week / 20
c. Weeks per year / 48
d. Total wages / $11,520.00
e. Wages plus 2% benefits / 11,750.40
f. 27.7% Fund 148 charge / 3,254.86
g. Total wages & benefits / $15,005
2. Director of Institutional Assessment
a. Estimated hours per year on online SEOIs / 200
b. Salary per hour / $30.00
c. Approximate benefits per hour (47.5%) / $14.25
d. Total portion of Director’s salary / $8,850
3. Online SEOI Vendor (Unlimited license with EvaluationKIT
to administer online SEOIs in Blackboard) / $20,000
4. ESTIMATED ANNUAL DIRECT COST OF SEOIs / $43,855
5. Estimated cost of departmental staff, e.g.,
helping faculty download reports, checking that correct
forms are used each quarter, etc.
a. Departments and Interdisciplinary programs / 61
b. Hours per year per department / 7
c. Total estimated hours per year / 427
d. Estimated hourly wage / $ 12.00
e. Estimated benefits (37.5%) / $ 4.50
ESTIMATED ANNUAL DEPARTMENT STAFFING COST / $7,046
6. ESTIMATED ANNUAL COST TO CWU OF ONLINE SEOIs / $50,900

APPENDIX 4 – COST TO BUILD A DATABASE FOR ONLINE SEOIs

These estimates assume that SEOIs results are loaded as one file into the database

1. / Cost per hour of SEOI Admin/Programmer / $ 12.00
2% benefits / 0.24
27.7% Fund 148 fee / 3.39
Cost per hour / $ 15.63

2. Estimated Time & Cost to review, comment, update existing database

Create Reports / Estimated Hours
New reports for single section – all forms / 20
New reports summarizing a year – all forms / 100
GenEd report / 40
Old Forms / 80
Build web interface for access by faculty and staff / 80
Estimated Time to Test Reports,
Queries, Web Interface / 80
TOTAL ESTIMATED PROGRAMMING TIME / 400
ESTIMATED PROGRAMMING COST / $ 6,252.19
3. / Estimated Cost to review the database design and test the results
Hours to hire 3rd party to review database design / 10
Hours to hire 3rd party to test database / 20
Estimated hours for 3rd party review / 30
Estimated cost per hour for ITS staff / $ 45.00
Estimated review cost / $ 1,350.00
4. / TOTAL ESTIMATED COST TO DESIGN, PROGRAM,
& TEST A NEW DATABASE FOR NEW SEOI FORMS / $ 7,600.00

APPENDIX 5 – ESTIMATED COST TO MIGRATE EXISTING SEOI DATA TO A NEW DATAB ASE

These estimates include the cost of storing all data so it is compatible with SAFARI records

Number of quarters to migrate / 29
Hours per quarter to update data / 10
Total estimated hours / 290
Estimated cost per hour / $ 15.63
Total Estimated cost / $ 4,533

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