G-Cloud BuyCamp

London 12th April 2013 Peter Middleton, Dave Denton

UNCLASSIFIED

Agenda• Introduction & background• G-Cloud overview• How to buy - key stages• Buying from G-Cloud – Organisational

Change• Q&A

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Where were [are] we?

• Tough economic landscape• Stuck in large contracts 80% of Central

Gov ICT controlled by 6 companies• High system and running costs• Difficult to iterate / reuse• Lack of real competition

delivering better public services for

less cost

reducing waste and

project failure, and

stimulating economic

growth

creating a common ICT

infrastructure

using ICT to enable and

deliver change

strengthened governance

3

G-Cloud vision• Public Cloud First• Commodity solutions• Pay-as-you-go and

friction free – easy in and easy out of contracts

• Scale up, Scale down• Change the way we

use IT

in order to move government more towards commodity buying, a policy such as Public Cloud First is an essential tool to make that happen

“

” Denise McDonaghG-Cloud Director

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£11m+ to end of Feb

G-Cloud Programme: where are we?

Phase 1 complete: 1st anniversary; open and competitive marketplace

460 suppliers and 3,200+ services provide access to a much wider choice

We’ve made it a lot easier for buyers

We’ve made it a lot easier for suppliers; we’re levelling the playing field for SMEs

We’re getting the message out; we’re changing the market for public sector IT

Giii – expect to see many more services

But we need to improve and look to make it even easier…

Our aim is to encourage the adoption of cloud-based services across the Public Sector

75%

SMEs

SalesSME Vol

SMESales

80% vol of orders

70% of spend

G-Cloud: the benefits

• No OJEUs or long procurements necessary• Compliant, self-service online CloudStoreEasy to buy

• Services, prices & commercial terms all online

• Driving competition – open marketplace

Transparency

• Elastic pay-as-you-go, up to 90% savings• No need to spend £m’s to keep the “lights

on”

Significant savings

• Reducing deployment time• Ability to meet changing user needs

Agile & Responsive 6

CloudStore: a few principles

• Online Catalogue• Cloud based services only

– Either: Cloud service – Or: Cloud supporting service

• Commodity only • Services fixed at the point of tender• Non-negotiable terms and contract• No prime contracting between G-Cloud

tenders 7

G-Cloud FrameworksG-Cloud framework OJEU Commencement Close

Gi 18/10/11 14/02/12 13/11/12 – Closed

Gii 23/05/12 26/10/12 27/10/13

Giii 11/01/13 April 2013 April 2014

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Service across 4 Lots:Infrastructure as a Service

(IaaS)1

2

3

Platform as a Service (PaaS)

Software as a Service (SaaS)

Specialist Cloud Services (SCS)4

Gii Features:• Framework 12 months

• Framework value up to £100m

• Call offs up to 24 months

Contractual Precedence - layer cake

Between supplier & GPS

Between supplier & buyer

G-Cloud Framework – Schedule 1 Call-Off Agreement – Schedule

2 Order Form

Supplier’s Terms and ConditionsAs set out in the Framework Schedule 1

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Legal AgreementsGovernment

Procurement Service “The Authority”

Supplier “Contracting Body” Customer

Framework Agreement

Call-off contract

Guidance

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• Internal resources and procedures

• High level requirements

• Business Case• G-Cloud website• GPS website

• Search criteria

• Evaluation model

• G-Cloud website• GPS website

• G-Cloud website• GPS website• Call off agreement

and selection guidance

• Service documentation

• G-Cloud website• GPS website

• Framework Agreement

• Order Form

• Funds

• Review procurement approaches

• Identify high level requirements

• Review general market to help with search terms or potential companies

• Check against your existing processes – make procurement aware!

• Use search box

• Cast search wide then refine based on return

• Try multiple words or phrases & use advanced search to cut down list

• Collaborate with others – IT, Procurement, IA, Projects & Programmes

• Add services that warrant detailed review

• Build/review selection criteria

• Review the description

• Review the Service Definition; Ts&Cs, additional documents; web site materials

• Comparing against requirements & against selection criteria

• Develop evaluation model

• Weighting & scoring

• Additional information & price confirmations

• Presentations; Workshops

• Trial products

• Reference sites

• Company checks

• Accreditation validation

• Either Price or MEAT

• G-Cloud website• GPS website• Evaluation model• Service

documentation

• Notify Buy or Not Buy

• Provide reasons for Not Buy

• Prepare Call offF/W Agreement – infoCall-Off ContractOrder formSupplier Ts&Cs/Service Definition

• Voluntary notification (MEAT)

Ste

ps

Acti

vit

yR

esou

rces

Buying: process overview

Prepare Search & Long List Short List Select Award

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Process:

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G-Cloud is part of a new way of how we commission and use IT

It might mean a radical new way of thinking about your requirements

You need to focus on the key features of your service and user needs

OBJECTIVE

Think Cloud from the outset! Understand your essential minimum service needs and features

HOW?• Develop high-level

requirements and understand the type of service you need

• Work with commercial to develop procurement approach

• Follow your procedures and processes to obtain approvals

• Determine your budget!

• Find out what else the market might be able to offer

Prepare

Process:

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Use the CloudStore to search

Search & Long List

OBJECTIVE

Build a Long List by searching for candidate services that could provide a best-fit to your essential minimum requirements – not a 100% fit

HOW?Define a list of key search terms that correspond with your requirements, e.g. “hosting”, “compute”, “CRM”

Use the Advanced Search to try different combinations of search terms to narrow down the list, making a note of the candidates that warrant a more detailed review

Collaborate with others – IT, Procurement, IA, Project & Programme

Recap:1. Search for candidate services2. Looking for a “best-fit” to

minimum requirements3. Keep an audit trail4. Involve all stakeholders in the

process5. Don’t be afraid to ask for help!

Process:

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Review each service and documentationOBJECTIVE

Define a Short List of candidate services that could provide a best-fit for your essential minimum requirements, within the available budget

HOW?Review the services in detail, including:

• Service Definitions; • T&Cs, additional documents; • Website materials

Compare the details against requirements & your high level selection criteria

Short List

Process:

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Congratulations you have found a service that will best meet your requirements at the best value. If you want to buy it (you don’t have to of course), you now have to do two things: - buy the service and;- ‘not buy’ the rest of the Short List

OBJECTIVE

Follow the selection process to find a best-fit candidate, against both functional, non-functional, commercial and budget profiles

HOW?• Evaluation process: define

criteria and scoring (keep an audit trail)

• Presentations • Workshops• Clarification on information &

price• Check reference sites,

customers• Try-before-you-buy• Company checks• Either Price or MEAT

Select

MEAT• Whole life cost, cost

effectiveness• Technical merit & functional

fit• After sales service

management• Non-functional characteristics

Process:

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OBJECTIVE

Complete your purchase!

HOW?• Notify Buy or Not Buy - letter

• Provide reasons for Not Buy (if using MEAT)

• Prepare Call-off

• Framework Agreement – for info

• Order form

• Call-off Agreement

• Agree on length of Call-off

• Supplier T&Cs/Service Definition

• Voluntary notification period

Award

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Government Procurement Service “The Authority”

Supplier “Contracting Body” Customer

Framework Agreement

Call-off contract

Guidance

Pan-Government Accreditation

• Achievement Badges

• Check CloudStore site to confirm• Check CESG issued certificate

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Now

with 59

PGA

services

!

Security Accreditation

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• The key aim of G-Cloud accreditation is to ‘do it once, do it well, and re-use.’ For this reason it will be carried out by Pan Government Accreditors (PGA) through Public Sector Accreditation Board (PSAB) governance that supports the trust model as attended by risk managers across the public sector

• Services for accreditation are managed within monthly capacity prioritised based on customer demand and other factors.

• For detailed information about G-Cloud accreditation, please refer to our IA guidance: G-Cloud-Services-IA-Requirements-and-Guidance

Security Accreditation

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IL1/2 or BIL11x/22x

IL3 or BIL33x and above

• No Pan-Government Accreditation required

• Based on good commercial standards, centred around an ISO27001 certification

• Based on HMG Information Standard 1 + 2. CLAS consultant recommended (not mandated)

IL0

There is a review of the current Government Classification Policy underway and this is to be published shortly

Organisational Challenges

Governance

ContractMgmt

Legal

Processes

Loss of Control

Service Mgmt Skills

Responsibility

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Organisational Collaboration

Projects&

Programmes

IA

ProcurementIT/Arch

Business

Org

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We need to achieve more…

Raise awareness• Champion the Cloud, obtain commitment from top-down, hand-hold• Provide tools and guidance for business users, benchmark benefits

Deliver new CloudStore• Improve the quality of information, search, usability• Need to make it real, more case studies, knowledge base

Challenge local issues “red tape” and skills gap

• Internal processes cited as common barriers• Lack of appropriate in-house skills, i.e. ICT or Service Integration

Address security and management concerns

• Build confidence in public cloud services• More complex management – address concerns and provide models

Clarity on policy and standards

• Make Public Cloud First central, to drive a change in thinking• Drive open standards, ensure these enable, not undermine take-up

Improve our risk management skills

• Develop in-house skills and embrace more direct control as positive• Take a pragmatic approach: what are the changes in risk profiles?

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What Next?

Get the message

out

Set policy

Act on feedback

Improve Guidance

Iterate &

Improve

New Store

Real life studies

Immediate focusNew CloudStore1

2

3

Make it real

Address barriers

Improve guidance4

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Contacts

http://gcloud.civilservice.gov.uk

enquiries@gcloud.cabinet-office.gov.uk

@G_Cloud_UK

#GCloudJoinIn

#CloudStore

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