1. PICSE procurement case studies and procurement process assessment tool Sara Garavelli, Trust-IT Services s.garavelli@trust-itservices.com @saragaravelli www.picse.eu @PICSEPROCURE

2. PICSE Mission 213/06/2016 Driving PICSE forward:

3. The Helix Nebula Initiative The preferred model for public research organisations is a hybrid cloud that combines in-house resources with public e-infrastructures and commercial cloud services The Helix Nebula – The Science Cloud Initiative (www.helix-nebula.eu) is a public-private partnership that has built a hybrid cloud to create a growing ecosystem for innovation. This federation includes both European public and commercial assets as a way of increasing innovation and impact the economy with public investment. Today Helix Nebula includes more than 40 public and private partners http://www.helix-nebula.eu/about- us/helix-nebula-partners. 3

4. The consultation process Governments National research organisation ESFRI projects & EGI Open standards for ICT procurement EC DG DIGIT/DGT Europeana & libraries Helix Nebula Initiative demand-side 10 case studies Consulting existing use cases and best practices increases knowledge!!! 13/06/2016

5. Example cloud services procurement CERN price enquiry (Nov 2014) for a small fraction of the resources necessary to run the ATLAS experiment simulation software Several valid responses were received and Atos (data centre in Tenerife, Spain) was awarded the contract accessed via the SlipStream broker and provisioning engine (from SixSq SME) and delivered over the GEANT network 1.2 million CPU hours over 6 weeks producing 11.5 million GEANT4 tt̅ events with a high level of efficiency for CPU intensive workload that confirmed the use of commercial IaaS is technically feasible for simulation workloads variations in RESTful APIs can be overcome with reasonable technical effort independent monitoring of the quality of service and resources consumed is essential 5 Driven by the success of this procurement, CERN has launched a larger procurement for cloud services to be supplied in Q4 2015 and a market survey for data-intensive services leading to a tender in 2016 https://cds.cern.ch/record/2037386

6. A focus on public research organisations: main lessons learnt 613/06/2016 Many existing procurement policies do not foresee provisioning services on- demand Having the right skill-set is fundamental Successful procurement actions show that it is essential for the procuring organisation to possess a very good knowledge of cloud Technical, legal, procurement and financial aspects of cloud computing must be addressed by the cloud procurement team who must work together and be involved at different stages of the procurement process www.picse.eu

7. A focus on public research organisations: main lessons learnt 713/06/2016 Writing an effective cloud tender is challenging The landscape and evolution of the procured service is important Business needs vs technical specifications The adoption of cloud-based standards is encouraged Talk to the providers Make the tender SMEs friendly, especially when procuring innovation Developing a standalone test to verify the suitability and ROI is not easy Start small Start from processes that are not critical www.picse.eu

8. A focus on public research organisations: main lessons learnt 813/06/2016 Things can be clearer for procurement of IaaS Buying Infrastructure as a Service (IaaS), combined with an independent performance test, is similar to purchasing traditional ICT goods. The procurement process of cloud IaaS is shorter (compared to a traditional procurement of large-scale H/W resources) IaaS is a low margin, high-volume business for the supplier; which procurers need to be aware of The level of confidence for SaaS/PaaS is not the same, unless the CSP is able to communicate the added value of the service in an effective way www.picse.eu

9. A focus on public research organisations: main lessons learnt 913/06/2016 Joint procurement gives you more opportunities Joint procurement is a good practice to share risks & legal burdens, especially when procuring innovation! Joint procurement allows to aggregate demand and budget therefore more negotiation & customization power Selection of the suitable procurement model (the lead authority with joint framework contract model vs the common procuring entity model) takes time! Decide upfront! www.picse.eu

10. A focus on public research organisations: main lessons learnt 1013/06/2016 PCP is a new instrument, not know upfront It takes time to understand what PCP is and convince procurers that PCP is different from commercial procurement. Take on board the right skills! It’s fundamental to clarify at the beginning the meaning of PCP When allowing new procurers to join, have a clear idea of what the tender is about and accept only those as new procurers that are in line with the tender strategy National legislation can have an impact on the tender results (as the lead procurer is the legal entity, it has to follow national legislation) www.picse.eu

11. A focus on public research organisations: main lessons learnt 1113/06/2016 PROs wish list Transparency in cataloguing services Catalogues of cloud service providers Cloud brokers at all levels (e.g. IaaS, SaaS, PaaS, skills brokerage, Information brokerage) can speed up the cloud purchase, especially for cloud marketplaces and for organisations lacking skills in cloud computing A standalone test that could be used to verify the suitability of the services offered by the suppliers Sample templates and guiding graphs to write public tenders Accounting of cloud resources and comparing costs supported by standards www.picse.eu

12. What if I get locked in? Are there relevant standards I should be looking into? What happens to my data? How do I get a good deal? What happens to my IT staff? How can I compare contracts & SLAs? What is PCP? What are the others doing? How can I allocate costs? What services do I need? 1213/06/2016 Still too many unanswered questions

13. PICSE Wizard: Cloud service procurement made easy 1313/06/2016 An easy-to-use web-based service to help public research organisations make informed decisions about how to procure cloud services 2 main functions: Find the best cloud procurement model for you Assess how suitable your current procurement process is for procuring cloud services wiz.picse.eu

14. Find the best cloud procurement model for you 1413/06/2016 Procurement StepsProcurement ChecklistOur Tips Examples taken from the Commercial Procurement process

15. Assess how suitable your current procurement process is for procuring cloud services 1513/06/2016 5 measurement areas (Policy & Organisation; Processes; Staff; Tools; Cloud Service Providers) 33 measurement elements (e.g Cloud Best Practices Documented, Technical requirements definition,Tender evaluation criteria, CSP Certifications, Usage of standards, etc.)

16. Assess how suitable your current procurement process is for procuring cloud services

17. Changes to the procurement process in the public research sector are necessary to benefit from a dynamic Digital Single Market Help yourself with the PICSE Wizard! wiz.picse.eu A realistic roadmap for cloud procurement over the next 5 years will be released in February 2016 Closing remarks 17

18. Thank you 18 Contact us: Sara Garavelli s.garavelli@trust-itservices.com @saragaravelli www.picse.eu info@picse.eu @PICSEPROCURE