PICSE procurement case studies and procurement process assessment

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

PICSE Mission Driving PICSE forward: 08/09/2021 2

The Helix Nebula Initiative 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/aboutus/helix-nebula-partners. The preferred model for public research organisations is a hybrid cloud that combines in-house resources with public e-infrastructures and commercial cloud services 3

The consultation process Consulting existing use cases and best practices increases knowledge!!! Helix Nebula Initiative demand-side Europeana & libraries ESFRI projects & EGI 08/09/2021 EC DG DIGIT/DGT 10 case studies National research organisation Open standards for ICT procurement Governments

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 Slip. Stream broker and provisioning engine (from Six. Sq SME) and delivered over the GEANT network 1. 2 million CPU hours over 6 weeks producing 11. 5 million GEANT 4 tt events with a high level of efficiency for CPU intensive workload that confirmed the use of commercial Iaa. S 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 Driven by the success of this procurement, CERN has launched a larger procurement for cloud services to be supplied in Q 4 2015 and a market survey for data-intensive services leading to a tender in 2016 https: //cds. cern. ch/record/2037386 5

A focus on public research organisations: main lessons learnt Many existing procurement policies do not foresee provisioning services ondemand 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 08/09/2021 6

A focus on public research organisations: main lessons learnt 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 08/09/2021 www. picse. eu 7

A focus on public research organisations: main lessons learnt Things can be clearer for procurement of Iaa. S Buying Infrastructure as a Service (Iaa. S), combined with an independent performance test, is similar to purchasing traditional ICT goods. The procurement process of cloud Iaa. S is shorter (compared to a traditional procurement of large-scale H/W resources) Iaa. S is a low margin, high-volume business for the supplier; which procurers need to be aware of The level of confidence for Saa. S/Paa. S is not the same, unless the CSP is able to communicate the added value of the service in an effective way 08/09/2021 www. picse. eu 8

A focus on public research organisations: main lessons learnt 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 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 08/09/2021 9

A focus on public research organisations: main lessons learnt 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) 08/09/2021 www. picse. eu 10

A focus on public research organisations: main lessons learnt PROs wish list Transparency in cataloguing services Catalogues of cloud service providers Cloud brokers at all levels (e. g. Iaa. S, Saa. S, Paa. S, 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 08/09/2021 www. picse. eu 11

Still too many unanswered questions What happens to my IT staff? What if I get locked in? What happens to my data? What services do I need? How do I get a good deal? What are the others doing? How can I compare contracts & SLAs? Are there relevant standards I should be How can I allocate looking into? What is PCP? costs? 08/09/2021 12

PICSE Wizard: Cloud service procurement made easy 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 08/09/2021 13

Find the best cloud procurement model for you Procurement Steps Procurement Checklist Our Tips Examples taken from the Commercial Procurement process 08/09/2021 14

Assess how suitable your current procurement process is for procuring cloud services 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. ) 08/09/2021 15

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

Closing remarks 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 17

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