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Issuing Group Cloud Computing Update

In January 2012, a collaborative project led by a consortium of ten prestigious universities initiated a Request for Proposal (RFP) process involving seven major vendors: Cisco, Fujitsu, Google, IBM, Merit Network, Mirapoint, and Microsoft. The project focused on enhancing cloud computing solutions in higher education, benefiting from collective bargaining power. Key outcomes included improved contracts with Google and Microsoft, strong privacy and security measures, and enhanced accessibility requirements in compliance with regulations. Valuable lessons were learned regarding collaboration, legal engagement, and the significance of accessibility and vendor negotiation strategies. ###

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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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