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VSB
Faculty of Economics
Liverpool John Moores University
Faculty of Arts, Professional and Social studies
Liverpool Business School
MANAGERIAL ECONOMICS
Economic Analysis for Decision Regarding
Outsourcing of Printing Services for
University Hospital Ostrava
Contents
1 Introduction
2.1
2.2
Marginal Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3
Average Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4
Opportunity Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . .
11
3.1
3.2
3.3
3.2.1
Breakdown of Expenses . . . . . . . . . . . . . . . . . . . . 13
3.2.2
Opportunity Cost . . . . . . . . . . . . . . . . . . . . . . . . 16
3.2.3
Structure of Cost . . . . . . . . . . . . . . . . . . . . . . . . 17
3.2.4
Risks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Breakdown of Expenses . . . . . . . . . . . . . . . . . . . . 18
3.3.2
Opportunity Cost . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.3
Structure of Cost . . . . . . . . . . . . . . . . . . . . . . . . 18
3.3.4
Risks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4 Conclusion
19
21
List of Tables
1
List of Figures
1
Introduction
any special skills. The activity has no special value added from service consumer
point of view. Contrary to that, the portfolio of printers accessible on market is
changing during times, and IT must be able to provide replacement of old and
damaged printers with new types. The selection and testing of new types takes
time as well, and IT needs to deal with information asymmetry while choosing
new types of printers to replace old ones.
The combination of fact above leads us to the idea of outsourcing (transferring
of work to outside suppliers rather than completing it internally) the printing
services to the supplier who is focusing on printers segment. The notion would be
to free our staff from providing the service in-house, together with keeping the cost
economically not worse than nowadays. This should be feasible, because supplier
can hire less skilled staff for lower wages and he has great expertise in printer
segment as it is his core business. Therefore, the selection of new types of printers,
for replacement of obsolete ones, should be more effective.
The decision has several aspects or points of view. The economical aspect is
very important, maybe even the most important.
The goal of this essay is to choose suitable option for providing printing services
in future (either to continue in-house or outsource to external supplier).
The method used to reach the goal will be comparison of costs. Comparison will
be done in accordance with the economic way of thinking (utilizing opportunity
cost concept), which enables to see deeper and realize options and real economic
costs rather than just pure comparison of numbers in accounting.
2.1
The cost of producing goods or services depends on how much labor and physical
capital the firm uses. The costs involved in producing physical goods will probably
differ from the costs involved in producing services. However, the cost structure
of any production can be broken down into some common underlying patterns.
When we look at total costs of firms production in the short run, we can easily
distinguish two categories: fixed costs that cannot be changed in the short run
regardless of how much firm produces and variable costs that vary with amount
of production.
Lets use definitions from Samuelson and Nordhaus (2010):
Fixed costs (F C) are expenses that must be paid even if the firm produces zero output. Sometimes called overhead or sunk costs, they
consist of items such as rent for factory or office space, interest payments on debts, salaries of tenured faculty, and so forth. They are fixed
because they do not change if output changes.
Variable costs (V C) do vary as output changes. Examples include materials required to produce output (such as steel to produce automobiles), production workers to staff the assembly lines, power to operate
factories, and so on. In a supermarket, checkout clerks are a variable
cost, since managers can adjust the clerks hours worked to match the
number of shoppers coming through the store. By definition, V C begins at zero when q is zero. V C is the part of T C that grows with
output; indeed, the jump in T C between any two outputs is the same
as the jump in V C.
Total cost (T C) is sum of total fixed costs (T F C) and total variable
costs (T V C). It represents the lowest total expense needed to produce
each level of output q. T C rises as q rises.
The formula for calculation of total cost is:
TC = TFC + TV C
5
To illustrate this concept on an example see Table 1. The table shows the
total cost (T C) for each different level of output q. We can see that fixed costs
(F C) remain same but variable costs (V C) and total costs (T C) change as output
changes.
Quantity (q)
Fixed cost (F C)
Variable cost (V C)
Total cost(T C)
55
55
55
30
85
55
55
110
55
75
130
55
105
160
55
155
210
55
225
280
2.2
Marginal Cost
electricity is high, the utility may be forced to turn on its old, high-cost, inefficient
generators. This added electric power comes at a high marginal cost to the utility.
Table 2 uses the data from Table 1 to illustrate how to calculate marginal costs.
The M C numbers in third column of Table 2 come from subtracting the T C in
second column from the T C of the subsequent quantity. Thus the M C of the first
unit is 85 55 = 30; the marginal cost of the second unit is 110 85 = 25; and so
on.
Output (q)
Total cost(T C)
Marginal cost (M C)
55
30
85
25
110
20
130
30
160
50
210
Table 2: Calculation of Marginal Cost
2.3
Average Cost
Average cost (AC) is the total cost divided by the total number of units produced
(Samuelson and Nordhaus, 2010).
Average cost is a concept widely used in business; by comparing average cost
with price or average revenue, businesses can determine whether or not they are
making a profit.
Just as we separated total cost into fixed and variable costs, we can also break
average cost into fixed and variable components.
Average fixed cost (AF C) equals fixed cost divided by output. Since total
fixed cost is a constant, dividing it by an increasing output gives a steadily falling
average fixed cost curve (see seventh column of Table 3). In other words, as a firm
sells more output, it can spread its overhead cost over more and more units. For
example, a software firm may have a large staff of programmers to develop a new
8
game. The number of copies sold does not directly affect how many programmers
are necessary, thus making them a fixed cost. So if the program is a best-seller,
the AF C of the programmers is low; if the program is a failure, the AF C is high.
Average variable cost (AV C) equals variable cost divided by output. It can
raise or fall. As you can see in Table 3, for this example AV C first falls and then
rises.
The formulas for calculation of AC, AF C and AV C are:
AC =
TC
q
AF C =
FC
q
AV C =
VC
q
It is important to understand the link between average cost and marginal cost:
When marginal cost is below average cost, it is pulling average cost down.
When marginal cost is above average cost, it is pulling up average cost.
When marginal cost just equals average cost, average cost is constant.
2.4
Opportunity Cost
From economic point of view, the cost of the item or the service is not what you
paid for it, but it is what you must give up to get it (Krugman, Wells and Graddy,
2013).
Such a cost is named opportunity cost. Because our resources are limited, we
must decide how to allocate our money or time. If we choose to do something or buy
something, we will give something else up there will be a missed opportunity. The
next-best option that is missed represents the opportunity cost of such decision.
According to Samuelson and Nordhaus (2010):
Decisions have opportunity costs because choosing one thing in a world
of scarcity means giving up something else. The opportunity cost is
the value of the most valuable good or service forgone.
FC
VC
TC
55
55
MC
AC
AF C
AV C
N/A
85
55
30
55
27.5
27.5
55
18.33
25
55
13.75
26.25
55
11
31
30
1
55
30
85
25
55
55
110
20
55
75
130
30
55
105
160
50
55
155
210
70
55
225
280
55
9.16
37.5
10
In this chapter, I will describe the printing services into the detail first. Then I
will focus on the analysis of both options. The analysis will be made for reference
period of 4 years, because this is the length commonly used in tenders and planning
in general in university hospital.
As covered in chapter 2, the main idea is to compare the cost of both options.
When economists use the term cost, they mean real, or opportunity, cost (Heyne,
Boettke and Prychitko, 2006). Thus I will be using concepts described in chapter
2 to analyze and compare available options from economical point of view.
11
3.1
In the reality, we have services more branched according to the priority of workplace and
other aspects, but for the purpose of the evaluation the given split is detailed enough.
12
and necessary administrative in supporting units. Currently, there are 1,610 printing devices deployed at various workplaces. The charts on figures 2 and 3 show
their breakdowns according to the printing technology and type of device.
1,200
1,000
800
600
400
200
0
Laser
Dot-matrix
Ink-jet
Thermal
Other
3.2
When printing services are provided internally, the explicit costs consist of expenses
for:
consumables (toners, ink cartridges, ribbons, etc.),
newly bought devices,
service for existing devices,
work of internal staff.
3.2.1
Breakdown of Expenses
The data for the breakdown are taken from various sources, which will be described
below. They are gathered for calendar year 2014.
13
1,400
1,200
1,000
800
600
400
200
0
Printer
Fax
The data for expenses on consumables, newly bought devices and service for existing devices are taken from invoices registered in accounting information system
(Microsoft Dynamics Nav). For every invoice, there exists purchase order, which is
issued from another information system (FAMA+) and such order contains detail
rows of items, which are classified into specific categories. Consequently, we can
filter all orders with items classified as categories we need, and based on purchase
order find appropriate invoice.
The data about work of staff are taken from another information system Alvao Service Desk. This system works like classic service desk and it is compliant
with ITIL2 . The service catalogue is managed there. Every request of end users is
registered and classified as related to the appropriate service. If somebody from IT
staff is working on the request, he registers time spent into the system. Therefore,
it is easy to filter out all service requests classified as requests of printing services,
set date interval and count total time. For year 2014, there is total 1,726 hours
reported which divided by 252 work days of year 2014 means 6.85 hours per work
day. Now, we can take the average wage of staff fulfilling the printing services
2
14
(Kc 23,250) and estimate the cost of work for one year:
Kc 23,250 1.34 6.85 / 8 12 = Kc 320,118
The multiplication by 1.34 is added to include the employer taxes for employee.
Table 4 contains results of the analysis of the expenses.
Consumables
Ink cartriges
Kc 359,528
Kc 4,425,042
Kc 1,186
Kc 758,451
Kc 348,240
Kc 113,436
Kc 125,344
Kc 36,583
Kc 320,118
Total sum
Kc 6,487,928
15
3.2.2
Opportunity Cost
If we relate this to the option to provide printing services in-house, the economic
cost will include not only the expenses for printers and their consumables and
wages of the staff, but as well benefits missed from options where staff can do
different activity and profit which money equal to the expenses for printers and
consumables could bring.
Lets assume, that best alternative option what to do with money which are
spent on service, consumables and purchase is to put them in bank for interest rate
2%. After four years, they can earn interest Kc 1,323,798 (calculation in Table 5).
1st year
2nd year
3rd year
4th year
deposit
Kc 6,487,928
Kc 6,487,928
Kc 6,487,928
Kc 6,487,928
interest
Kc 129,759
Kc 391,871
Kc 788,984
Kc 1,323,798
balance
Kc 6,617,687
Kc 13,367,727
Kc 20,252,768
Kc 27,275,510
Concerning the expenses for work of staff, the best alternative would be to
dedicate this time to another service with greater added value. As number of
staff of IT is limited and staff is currently fully utilized, introducing new services
could be made only by buying them externally. Usage of internal resources instead
means, that IT can save this cost. To be very cautious, lets say that expenses for
such services will be same as cost of work of internal employees. This implies
that the net benefit of this alternative would be 0, because we will save the same
amount, as we spent on wages of staff.
However, as mentioned in 2.4, it can be difficult to convert some benefits to
money cost. The real benefit here is, that the staff will use the time to provide end
users with service with greater added value than printing services. It can be, for
example, consultations of usage of specific software, automation of some manual
tasks by providing IT support, preparation of requested ad hoc data analysis,
etc. Such services are seen as expert activities demanding specific IT skills and
knowledge and thus are valued by users much more than just walking with printer
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cartridge.
IT could as well consider alternative to dismiss one employee (as 6.85 work per
day is almost one full-time job), but strategy of IT department is to provide end
users with best possible services. As demand for IT services is increasing together
with increasing number of systems and technologies in university hospital, every
person is vital to reach this goal.
3.2.3
Structure of Cost
All costs (consumables, service, new devices and work) are changing according to
production amount of services and thus they are variable costs.
3.2.4
Risks
The main risk connected with providing printing services in in-house regime comes
from information asymmetry of IT when buying new devices, consumables and
service works. Currently, IT is buying these from several vendors and continuous
changes on the market takes us some time, as we need to find replacement of
obsolete types of printers and consumables. With amount of consumables used
in university hospital, refilling of cartridges can save lot of money. However, IT
doesnt have resources to prepare refills by itself. On the other hand, the purchasing of refills is very sensitive and we have some very bad experiences with level
of quality. We believe, that specialized unified supplier can optimize costs a lot
there, while being able to guarantee the quality at the same time.
3.3
The aim of outsourcing would be to contract out the printing services3 to external
supplier for a fixed monthly fee4 .
3
4
17
3.3.1
Breakdown of Expenses
Opportunity Cost
Lets assume, that best alternative option what to do with money which are spent
on service fee is to put them in bank for interest rate 2%. After four years, they
can earn interest Kc 734,542 (calculation in Table 6).
1st year
2nd year
3rd year
4th year
deposit
Kc 3,599,988
Kc 3,599,988
Kc 3,599,988
Kc 3,599,988
interest
Kc 72,000
Kc 217,439
Kc 437,787
Kc 734,542
balance
Kc 3,671,988
Kc 7,417,415
Kc 11,237,751
Kc 15,134,494
3.3.3
Structure of Cost
The only cost is the monthly fee and it is fixed cost, as it doesnt change with
amount of satisfied requests.
3.3.4
Risks
The risks connected with outsourcing are connected with fact, that services are
under official contract with precise definition. However when some unusual situation happens, contract is not covering it. Internal stuff can be flexible and make
18
Conclusion
It is quite easy to evaluate from numbers above, that EC0 < ECI even when not
knowing the value of user satisfaction benefit and thus outsourcing is economically
favourable option. The gap between costs is quite surprising5 , but can be explained
by combination of following points6 :
the purchasing of university hospital was not optimal,
the ability to optimize cost of consumables by providing refills of cartridges
instead of supplying new ones is key aspect and main know-how of the specialized vendor,
the official tender knocked the price down even more compared to initial
offers.
Based on this economical evaluation, I will recommend to conclude outsourcing
contract. Regardless of clear economical numbers, it is still necessary to consider
the risks connected with this option and try to treat them carefully. The final
contract should contain at least:
the obligation to perform the contract from supplier side for defined time
with clear description of conditions when price can change,
detailed description how and under what conditions the service can be terminated and how transition back or to another supplier will be made,
the simplified procedure, how the unusual requests not covered by service
description as subject of contract can be handled.
The outsourcing would be economically balanced to in-house regime with monthly fee
20
References
Cabinet Office (2011) ITIL Service Design. 2011 edition. The Stationery Office.
Heyne, P.T., P.J. Boettke and D.L. Prychitko (2006) The Economic Way of Thinking. 11th edition. Prentice Hall.
Krugman, P., R. Wells and K. Graddy (2013) Essentials of Economics. Worth
Publishers.
Mankiw, N.G. (2014) Principles of Economics. 7th edition. Cengage Learning.
Samuelson, P.A. and W.D. Nordhaus (2010) Economics. 19th edition. McGrawHill/Irwin.
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