1. Government of Canada Enterprise Licensing Agreement Framework Public Sector Chief Information Officer Council September 18, 2014 Benoît Long Senior Assistant Deputy Minister Transformation, Service Strategy and Design

2. 2 Licensing Enterprise Agreement: Benefits Agenda To share discuss key principles and steps to success for an enterprise-wide licensing agreement framework 1.Context and Framework Design Principles 2.Benefits to Government of Canada (GC) 3.Lessons Learned Microsoft Enterprise Agreement: Benefits

3. Context The Government of Canada (GC) makes broad use of Microsoft software as part of its programs and services. Prior to the creation of Shared Services Canada (SSC), Public Works and Government Services Canada (PWGSC) was the contract authority for all Microsoft products Recent Orders in Councils transferred responsibility for IT infrastructure and procurement of software for workplace technology devices to SSC One-year bridge contracts were established in Spring 2013 Joint SSC-PWGSC three-year (plus two option years) enterprise agreement under development to replace existing vehicles 3

4. Framework Design Principles All contracts are accessible by all departments covered under the Department of Public Works and Government Services Act (i.e. we will not limit to 95 organizations) Preclude requirement for annual counting (auditing) of installed software Buy what is required towards standardization Deliver value for money and contribute to committed savings Maintain and recognize value of existing GC investments Reduce diversity and complexity and simplify procurement 4

5. Benefits to Government of Canada 5 G ENERATE S AVINGS Contribute to the Workplace Technology Devices (WTD) initiative’s committed savings of $8.7M in fiscal year 2014-15 and beyond Providing value-for-money by leveraging GC purchasing power Providing price certainty over the course of the agreement I NCREASE S ECURITY Ensure GC systems and networks are secure by extending critical support to desktops and infrastructure Providing up-to-date software with latest security patches I MPROVE S ERVICE Q UALITY Simplifying software procurement and contract landscape: common terms and conditions across the GC Provides flexibility for future sourcing strategies Enables productivity gains through interoperability supporting Blueprint 2020 objectives Standardization for end-users

6. Scope of Microsoft Enterprise Agreement Framework 6 Desktop Core Infrastructure Services Over 15,000 physical servers SSC mandate covering 43 departments and organizations; PWGSC contracting authority for other departments Includes server operating systems, server management software and associated maintenance and support 441,124 devices and 397,969 users across 95 departments and agencies SSC mandate covering 95 departments and agencies across the GC Includes desktop operating systems (Windows), Office productivity and client access licences and associated maintenance and support Contracted through PWGSC Includes a variety of product technical support (e.g. problem resolution, support assistance, support for developers) as well as custom support for aging software (Windows XP as an example) Additional Products and Related Support Contracted through PWGSC Application development

7. 7 Microsoft Enterprise Agreement Results  An enterprise agreement for Microsoft licenses, maintenance and support for desktop and infrastructure software (and associated services) used across 94 departments  Multi-year contract that provides the required GC configuration while aligning with longer term transformation timelines and plans  Price discounts that leverage GC size  Simplified software procurement and contract landscape with 69 contracts replaced by 5 new enterprise wide contracts that form the enterprise agreement  Industry standard terms and conditions (tailored to GC needs)

8. 8 Microsoft Enterprise Agreement What Went Well Strong vendor relationship that focused on GC requirements and the mutual benefits of an enterprise agreement to both parties Solid engagement of a cross functional team that included IT, Legal, Procurement and Finance across two departments (SSC and PWGSC) Effective interdepartmental governance and solid involvement of stakeholder (representation of partner and client organizations) from project start. Effective governance that provided timely updates to management and ensured alignment to related SSC initiatives Development of an efficient negotiation strategy from the onset

9. Microsoft Enterprise Agreement Lessons Learned There needs to be a clear understanding of requirements (and asset use) Strong PM techniques are required to oversee the numerous deliverables, deadlines and overall timeline of the negotiation Key resources should be dedicated to the contract negotiation Negotiating terms and conditions should be started as early as possible 9

10. Questions 10