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Total Cost of Ownership: Is AIMS value for money?

The 'Total Cost of Ownership' (TCO) is an important concept when trying to evaluate the potential benefits to your organisation of acquiring and using technology. Put simply, the TCO asks you to consider all aspects of owning and using the technology, not just the purchase price in year one.

When thinking about owning a database the following are some of the key costs to consider:

  • Purchase price
  • Annual licence cost per user
  • Annual support fees
  • Hosting fees
  • Training
  • Initial set up costs, this might include consultancy support
  • Migration from one system to another (both getting data in at beginning and out at the end).
  • Upgrade charges
  • Any additional hardware, software, or peripherals needed by the database (e.g. broadband connection, new server / 3rd party software licences etc).

Have a Five Year plan

A five year time frame is a reasonable period over which to consider and calculate these costs. Over five years, the start up costs and resources used for training and familiarisation are optimised, and planning for longer than five years is just guess work for both your organisation and what new technologies may be able to offer.

Working out the TCO is quite clearly complex, and not made any easier by how different companies package their products, making it hard to compare similar levels of functionality, different user licence bandings, or work out which of the various TCO cost centres are bundled together. Sometimes just getting to see a price list can require a personal visit from someone from the sales team and the signing of a non-disclosure order!

AIMS 5 year ownership costs:

The table below looks at the total cost of ownership of AIMS Extra SQL voluntary sector package. This package enables users to create their own additional fields (i.e. the full self customisable version), enables remote access across multiple sites and has a large number of case management and client relationship features.

The table compares the purchase price of AIMS plus 5 years of additional user licences and support fees, divided by the number of users against a leading brand competitor. (Purchase price and annual licences based on cost as of March 2012.)

You can find out more about AIMS's other costs by looking here for training costs and version pricing, or calling the AIMS team on 020 7377 2806.

For further information on TCO see the Knowledgebase article Allocating funds for ICT.

With 50 users AIMS is an incredible 85% cheaper. Even at the 5 User level the savings are a massive 55%, with AIMS costing £4,250 compared to £9,375.

Can you afford not to be using AIMS in the long run?

YEAR ON YEAR: Total Cost of Ownership, accumulative cost over time

graph comparing AIMS TCO to other database

AIMS TCO, achieved by adding the initial purchase price to the ongoing annual user and support charges, compared to a competitor with no initial purchase costs.

AIMS SQL EXTRA

 
No. Users


Purchase


Annual Licence

5 Year Total


Cost per User

 
5
 
£1,750.00

 £500.00
 
£4,250.00
 
£850.00

10
 
£1750.00

£500.00

£4,250.00

£425.00

20

£1,750.00

£500.00

£4,250.00

£212.50

50

£1,750.00

£500.00

£5,100.00

£102.00

LEADING COMPETITOR

 
No. Users


Purchase


Annual Licence

5 Year Total


Cost per User


5
 
£0

£1,875.00

£9,375.00

£1,875.00

10

£0

£1,875.00

£9,375.00

£937.50

20

£0

£3,510.00

£17,550.00

£877.50

50

£0

£7,035.00

£35,175.00

£703.50