MAIRÉAD MARTINWINTER CSG MEETING

JANUARY 2010

Shared Services Working Group

Working Group Membership

Asbed BedrossianKitty BridgesSteve CawleyTracy Futhey (co-chair)James Hilton (co-chair)Klara Jelinkova Deborah Keyek-FranssenTracy MitranoKenneth SchuetzRon ThielenR. David VernonShel Waggener

Background

Initiated at CSG meeting May 2009Charter: Provide a shared, binding framework to

Higher Ed institutions seeking to aggregate demand for or provide shared IT services across multiple institutions in order to achieve economies and efficiencies beyond those available to a single institution.

Service Examples

Sourcing from a commercial provider:An organized group of universities is interested

in buying a petabyte of storage from a commercial provider as a consortium

A group of universities wish to buy hosted exchange service from Microsoft, leveraging their collective buying power

Several universities wish to use “the cloud” to deliver Virtual Machines, and collaborate to identify common Operating Systems, CPU, storage & network requirements which are used to issue RFP for vendor bids

Service Examples

Provisioning amongst ourselves:Bilateral agreements to share data center space

for disaster recoveryTen universities form a consortium to jointly build

and run a large data centerOne university agrees to provide email service

for other universities on a cost recovery basis

Benefits of Aggregation

Economies of scale

Increased efficiency through standardization

Enhancing collaboration and sharing of resources

Streamlined contracting process

Potential Legal Issues

AntitrustData protection and assurance concernsSoftware code escrowLiability/indemnityState law issuesTax issuesPersonnel rulesIntellectual Property Rights distributionEstablishing enforceable service-levelAvoiding conflicts with existing agreements

Process Followed

Discussion at NACUA annual meeting in July ‘09

From October ’09 subset of CSG working group worked with NACUA representatives NACUA: Henry Cuthbert (Duke); Madelyn Wessel

(UV); Beth Cate (IU) CSG: James Hilton, Tracy Futhey, Kitty Bridges,

Mairéad MartinTest cases:

Outsourcing faculty/staff email Shared data center space

Test Case #1: Faculty/staff email

Steps: CSG reps articulated technical issues and aligned

existing contractual/RFP statements with those NACUA reps worked up straw man RFP

Technical architecture or functionalities not the focus

Not vendor specific

Email Test Case: Issues

Data Stewardship Ownership Security Retention and disposal Integrity

Privacy and confidentialityIntegration & operational issuesSupport for aggregation and coordination of

demand

Test Case #2: Data Center Sharing

Data center co-location“I have hardware I want to put in a data center.”

Data center support services“I have application running on hardware in the data center and need additional services.”

Data center fully managed services“I need to have my application running somewhere

and managed by someone, but I don’t want to own or manage any of the hardware”

Immediate Next Steps

Finalizing RFPFleshing out the data center sharing use caseArticulating the value proposition for vendors…………..