Site License Advisory Team March 2, 2017 meeting

Agenda Update on codes Adobe Tableau Discussions SAS JMP Adobe Creative Cloud Complete Home Use Possible IUC/State Deals Tableau Discussions RFP/RFI’s out at this time Overview of RFP/RFI Process

SAS and JMP Codes Both are currently available in OCIO Self Service (go.osu.edu/it) SAS Codes became available in mid-Dec. JMP codes became available in mid-Jan. We’ve sent codes to everyone who has an active request through OCIO

Adobe Agreement Updates Three topics: November Renewal and Creative Cloud Complete Adobe Home Use IUC, OARnet, and other possible agreements

Creative Cloud Complete At renewal in November, we will migrate over to Creative Cloud Complete Currently, we have Creative Cloud Desktop No access to mobile apps, no storage, and no Portfolio, Typekit, or Behance This will add a lot of functionality to the suite It will also force a change in installation type: Currently, we are doing serialized installations/activations We will move to named user installation/activations

Creative Cloud Complete Integration into Shibboleth/SAML 2.0 for federated ID’s will be required to continue past November for most installations This may affect current accounts with a osu.edu account Essentially, there’s no way to merge these accounts from Adobe or OSU, but there’s a manual process for merging The current structure allows you to choose what account to log into, if you have two using the same email address as an identifier

Adobe Home Use Much of what is needed to convert to CC Complete is also needed for Home Use Shib integration Security Assessment OCIO is working with OSU Purchasing directly now on this project

Possible Adobe Deals The IUC is actively working toward student purchases at a significant discount Possibly a 60% discount for personal use Creative Cloud purchases that could also be extended to graduating seniors and staff OARnet/OH-TECH is also discussing a larger purchase to cover all entities in the state with a single purchase OSU Purchasing is in the middle of those negotiations as well

Tableau We’ve entered discussions about a site-wide license for Tableau We’re looking for a price we can take to the SFO’s for FTE-based funding This is a product with wide use across both research and administrative users OARnet may also get involved and expand the license beyond OSU We are working to add Educational pricing to the State Term agreement in the meantime

Purchasing Projects Ohio Innovation Exchange (OiEx) RFP “LinkedIn for Ohio Researchers” Enterprise Mobility Management (Good replacement) Several small AV/TV bids Cable Bid has been awarded for Dorms

RFP/RFI process Procurement methods: Ask before you buy: Is it on contract? Is it under the bid limit? $50k for services/software $25k for hardware Should it be waived? (not “can it be waived?”) Sole Source Economic Emergency Technical and Specialized Consulting Services Can it be competitively bid?

Competitive Bid Process Start with an eRequest, and attach a Bid Prep Form Feel free to set up a meeting in advance to discuss whether it should go to bid Once a bid process is started, direct suppliers to purchasing You can still have non-bid discussions with vendors

Usual Bid Timeline Week 1: eRequest received by Purchasing Week 2: Bid is entered into Ariba Discovery posting is created to notify suppliers Week 3 or 4: Bid is released. Should remain open for at least 4 weeks. Bid meetings and questions may occur during this time Week 8: Bid is closed and responses sent to department. Week 9: Award can be made

Wrapping Up a Bid “Low Bidder” is the easiest category to award to, and requires no additional justification You may also award to bidders who meet technical requirements best, but are not lowest. Requires additional justification Purchasing needs a “Bid for Consideration” form, a pricing summary, and a scoring summary to award.

Questions/Comments Next meetings No December Meeting Jan 31, 2017 – location: TBD