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Issuing Group Cloud Computing Update

Issuing Group Cloud Computing Update. January 2012. Project by the Numbers . 7 vendors invited to participate in the RFP process (Cisco, Fujitsu, Google, IBM, Merit Network (Zimbra), Mirapoint, Microsoft)

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Issuing Group Cloud Computing Update

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  1. Issuing GroupCloud Computing Update January 2012

  2. Project by the Numbers • 7 vendors invited to participate in the RFP process (Cisco, Fujitsu, Google, IBM, Merit Network (Zimbra), Mirapoint, Microsoft) • 10 participating Universities - “The Issuing Group”(Chicago, Columbia, Cornell, Duke, Georgetown, Iowa, Penn State, Princeton, Stanford, and Virginia) • 93 individual participants from The Issuing Group • 131 conference calls • 292 vendor documents

  3. Timeline _____________________________________

  4. Actual Percent Timeline

  5. Contract Overview __________________________________

  6. Google Contract Overview • Google has declined to share the “Issuing Group” contract beyond the original 10 Universities. • Improvements were made to the current Google Edu contract • Possibility of sharing the contract through a FOIA (Freedom of Information Act) request if a public school signs the “Issuing Group” contract.

  7. Microsoft Contract Overview • Contract includes a BAA (Business Associate Agreement) supporting compliance needs for ePHI • All data to be stored on servers located solely in the US • Negotiated against the Issuing Group Model Contract • Stronger privacy and security language • Updated flexibility on pricing – as of January 2012

  8. Lessons Learned __________________________________

  9. Lessons Learned • Process was a “first” for both vendors • Engage the legal and technical teams in reviewing FOIA (Freedom of Information Act) requests prior to the issuing of the RFP • Engage Information Security Offices prior to the RFP • Establish timelines and then double • Express willingness to have a longer than normal negotiation period if the expectation is to make large impactful changes to a contract • Identify Public vs. Private school requirements • Research how your potential vendor negotiates – e.g., group vs. individual negotiations • Anticipate the media will find out about the project

  10. Lessons Learned: Accessibility • The project was placed on hold for a period of time due to Office of Civil Rights investigation at NYU and Northwestern • Include all regulatory requirements in the RFP and model contract - the team missed the accessibility requirements • Include University Accessibility team members in the process • Include specific questions in the RFP around web compliance • Request current VPAT and W3C compliance documentation as part of the RFP

  11. Lessons Learned: NDA • The Issuing Group never signed a vendor NDA, which allowed the project team to collaborate freely between team members and legal representatives

  12. Lessons Learned: eRoom • The eRoom was a vital tool in coordinating 7 vendors and 93 individual University participants • Afforded ability to post documents for both vendors and University delegates to view • Vendors were able to post questions and receive responses in one location instead of using email (The process was not used with the legal teams)

  13. Accomplishments/Impact __________________________________

  14. Accomplishments/Impact • Google • Influential in improving two prior versions of Google’s Edu contract • The Issuing Group contract has a number of improvements over the current Google Edu contract. Schools outside of the Issuing Group have already benefited from the new terms. • Additional improvements for the greater Edu community, especially if a public school signs the contract and it can be released under FIOA

  15. Accomplishments/Impact • Microsoft • First ever multi – University contract for Microsoft • Partnered with Microsoft to create a solid Business Associate Agreement (BAA); the BAA is now the company standard • Microsoft used the Issuing Group contract to negotiate from • The Microsoft agreement was shared with all CSG & RUCC members • Aggressive pricing due to group purchase power

  16. Results

  17. Questions? __________________________________

  18. Thank you • Tracy Futhey – Duke • Project Leaders • Donna Tatro – Princeton • Matthew Ricks – Stanford • Legal Leaders • Henry Cuthbert – Duke • Lauren Schoenthaler – Stanford

  19. CIO Panel & Discussion • Tracy Futhey – Vice President for Information Technology and Chief Information Officer at Duke University • Bill Clebsch - Associate Vice President of IT Services and Chief Information Officer at Stanford University • James Hilton - Vice President and Chief Information Officer at the University of Virginia

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