We also have changed how we charge computer time over the years.

Several years ago we had a Wang VS mini-system.  Time was charged to
specific users based on connect time. We used a program called Tracker (I
can't remember the vendor) that gave us monthly summaries of use to which
we applied our rate.  This allowed us to cover the cost of annual
maintenance, equipment depreciation/replacement and part of the system
administrator's time.  This usage charge was the only cost charged to
both grants and any other departmental users.

More recently, we also have moved to a PC-based network system.  Due to
the limitations on equipment purchases in most grants, and because our
indirect cost rate includes a component for the use/depreciation of
equipment, it is extremely rare that we would direct charge a piece of
equipment to a grant.

We do have a charge back system in place that works for us.  A
combination of revenues from charge backs and indirect costs is used to
support the system.  While the components of our system may not be
unique, how we (or you) choose to combine them probably are based on our
cost structure, policies and procedures, or grantor guidelines.  There
are some basic components that you can consider in assembling a system.
Among them are:

Flat Connect Fee - This is for the privilege of being connected to a
network and having access to shared software, documents, printers, etc.
Generally, this would be assessed on a monthly basis.

Connect Time - Users are given an access/login code.  Actual connect time
is recorded for access to network software.

Storage Costs - Based on the amount of disk space used, users are
assessed.  This has the benefit of encouraging users to remove old or
unneeded documents from the system to minimize their costs.  Can have a
significant impact on the overall disk capacity that a system requires.

Print Charge - Users could be charged a page print fee for the use of
network printers.

Undoubtedly, there are other components that could be used as a basis for
spreading the cost of the system over the users.  You could choose to use
just one component exclusively to measure/assess cost or use a mix of
several.

Lastly, in addition to recovering cost, various components can be used to
ration system resources or shape user behavior.  For example, if users
become lax about leaving old documents on the network disk, the storage
fee could be increased as an alternative to purchasing a larger disk; if
system printers are being overused due to what is viewed as wasteful
printing, the page print fee could be increased.

You may need to start with one charge back configuration and modify it
based on some period of testing/experience.  Ultimately, you need to
develop a system that is fair and consistent and works for your unique
set of circumstances and objectives.

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 Larry Waxler, Associate Director  |
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