Cost Benefit Analysis

Five Year Costs


Tangible Costs Summary

5 Year


IT Services i.e. IS staff, hardware, software and services

Support Group Staff Costs

College Staff Costs


IS Staff (figures from BC)£1,917,000   
Costs   £2,115,750


Intangible Costs







Procurement Costs and Approach


Procurement Costs - 4 Year Summary







£ 50,000





 Hardware and Software (MySQL Enterprise) will be procured through current agreements. Service procument tbc.




Five Year Benefits


Tangible Benefits Summary

5 Year


IT Services

Support Groups

Colleges (including Students)



£ 34,070






Tangible Benefits



Saving on annual Polopoly licence costs

£7000 per annum

Time saved in basic editorial tasks by CMS users

£250,000 per annum (estimate based on Grade 4 admin time saved against current processes)

Time saved per Schools on moving to centrally supported framework

£ 25k per annum



Intangible Benefits



Moving forward, improved efficiency and resilience using centrally managed infrastructure, as opposed to local installations.

This will be achieved by
  • Reducing local costs on management and procurement.
  • Provide the opportunity for more Schools and units to join the shared CMS, thus reducing the overall cost of site administration for the university.
  • Which in turn will enable a centrally run resilient server architecture which is  used by more units rather than dispersed costs around the University.

The new website should enhance University reputation and enhance our perception in the international Higher Education and public sector

This will be achieved through:
  • Contributions on our web development and management methodology to conferences, journals etc
  • Supporting University's strategic objectives.
  • Meeting the needs of a world-leading educational institution.
  • Delivering a 21st century global web presence.

The website will provide a better-quality user experience

This will be achieved through:
  • Responsive design to work on mobile devices meeting the requirements of an inquisitive, impatient and diverse global community.
  • A design framework providing the consistency for a quality user experience but with local flexibility needed by CMS site managers and editors.
  • User research and UX techniques embedded in, and informing CMS development.
  • New website information architecture and content structures, informed by better understanding of University content and website user behaviour
Allow the CMS Service to adapt in a timely manner new and changing requirements.This will be achieved:
  • Through small, regular incremental improvements to website and CMS functionality.
  • Supporting the management of a sustainable open and collaborative framework to enable the University’s web presence to evolve more quickly.
  • Keeping pace in trends in user behaviour and business requirements.
  • Delivering initiatives more quickly.
  • Improving project delivery timescales.
  • Enabling the university's web presence to evolve more quickly.
  • Making it easier and more cost effective to implement change.
  • Enhancing the IS product range.
  • Offering a greater flexibility of options for Schools and units.
  • Being seen as enablers and not restricted by technical difficulties.

The new CMS technology should enable the build up of a collaborative development community

Achieved through:
  • Allowing the growth and encouragement of our internal, distributed and relatively autonomous developer community to collaborate more closely and transparently with Drupal as a common unifier.
  • Greater flexibility of options for Schools and units, research groups and others to share open source materials for ongoing intuitive mutually supportive development.
  • Building on the work of a world-wide open source community.
  • Providing the opportunity to collaborate with the international open source web development community and increase the university's reputation in this field.

Legislative compliance

This will be achieved by:
  • Innovating and collaborating within a legally compliant framework.
  • Providing a flexible content and services which are accessible, respect data protection, equality duties, procurement, licences/copyright or other legislation.
  • Having greater devolution of administrative control (to Schools and units who want it) while retaining sufficient central management to ensure legislative compliance and consistency of approach.

Save time and money while offering flexiblity

This will be achieved through:
  • By implementing consistent, intuitive content management processes and interfaces which will improve editorial efficiency – especially for non-specialist contributors who make up over 80% of the CMS user group.
  • Reducing time spent on tasks.
  • Reducing training and support overhead for basic but common editorial activities.
  • Implementing a system which is flexible enough to adopt fully or take and customise locally.





Service or Project

Description of Impact or Dependency

Project/Service Manager Aware (Y/N)

Polopoly Service

No further development will be undertaken in Polopoly unless that development has a direct input into the new CMS e.g. content migration




Project Info

New University-wide Web CMS
Z. ISG - University Website (UWP) (Closed)
Project Manager
Tim Gray
Project Sponsor
Dawn Ellis
Current Stage
Start Date
Planning Date
Delivery Date
Close Date