Universal Conferencing TSMA On-Boarding Project Charter

Revision LogDate Notes ByJan 18/2016 First draft Deb Owen

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Contents

1. Introduction and Background..............................................................................2.2.High-level Objectives of the Parties...................................................................4

2.1. Province Business Objectives.........................................................................42.2. TELUS Business Objectives............................................................................4

2.3. Expected Outcomes………………………………………………………………………5 2.4. Stakeholders - Who will be impacted by adding these services the the TSMA…6

3. Scope of Discussions..........................................................................................6.4. Governance and Conduct of Discussions.............................................................7

4.1. Joint Onboarding Governance Structure........................................................84.2. Joint Escalation Structure.............................................................................9.4.4. Decision Making Process................................................................................94.5. Conduct of Discussions..................................................................................9

5. Key Milestones...................................................................................................106. Obligations of the Parties...................................................................................10

6.1. Timely Consideration...................................................................................106.2. Legal Consideration.....................................................................................10

8. Schedule A: Staff Assignment Table...................................................................109. Schedule B: Risk Assessment.............................................................................11

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Telus Universal Conferencing Onboarding Project Charter 1. Introduction and BackgroundIn March 2009 the province entered into a contract with TELUS for shared video conferencing services. There were two main services in this contract; the primary service was for fully managed High Definition and Telepresence (TP) video conferencing rooms. The secondary service was a universal video conferencing bridge which would allow the Province’s 300+ existing video conferencing units to connect amongst themselves and to other video conferencing units around the world.

The Province and the Contractor entered into an agreement entitled "Shared Videoconferencing Service Agreement" with an effective date of March 6, 2009 (Ministry Contract No. C1OWTS20826) as amended by "Amending Agreement No. 1" with an effective date of July 10, 2010, "Amending Agreement No. 2" with an effective date of December 8, 2010, "Amending Agreement No. 3" with an effective date of August 23, 2013, and "Amending Agreement No. 4" with an effective date of November 12, 2013 (as amended, the "Agreement ");

The Province issued a Notice of Intent under number NOI 4015 to award, among other services, conferencing services to TELUS, and the Province and TELUS require more time to negotiate revisions to the TSMA, which resulted from that Notice of Intent, to accommodate the Services provided under the Agreement.

Amending Agreement #1 to this contract was issued to include the Cisco fully immersive TP solutions. Beginning in 2010, the Province has issued service requests for seven of these new TP videoconferencing solutions. All of the rooms have been deployed as of March 2013.

Amending Agreement #1 also included the introduction of Telepresence Intercompany services. Due to issues with the third party that manages the Intercompany bridging platform this service was discontinued effective July 31, 2015. The province is looking for an alternative solution for this high profile Telepresence feature.

Amending Agreement #5 not only extended the term for the Telepresence services but also provided an agreement from both parties that the current universal video conferencing bridge service would be no longer be available effective June 31, 2016. There are no contract

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extensions available for this service and the infrastructure used by TELUS to provide universal video conferencing bridging is end of support.

The current universal video conferencing bridge service is a pay per use service, with various per minute connection rates, based on the types of service used:

On demand bridging; Operator assisted conferences; or Special event conferences;

TELUS has advised the province that any new video conferencing bridge service will not have an operator assisted or special event video conference feature, the new services will all be on demand only.

This managed Universal Conferencing service is anticipated to be used by any GPS entity.

2. High-level Objectives of the Parties

2.1. Province Business Objectives: The objectives included in this Section are the objectives expressed by the Province to be addressed during the negotiation of the Agreements (to be completed by the Province).

Obtain a universal conferencing bridging service with the following features:

Provide the capability to hold video conferences with more than two video conferencing endpoints, whether exclusively on the province’s WAN, or with a combination of the province’s endpoints and rest of world (ROW) endpoints;

Provide an interworking connection point between the province’s endpoints on its WAN and ROW endpoints in point to point video conferences;

Enable IP based endpoints to connect to telephony based endpoints (ISDN) in a video conference; and

Enable the province’s Standard Definition and High Definition video conferencing endpoints, as defined in the Shared Videoconferencing Service Agreement, to connect with other types of video conferencing endpoints, including but not limited to:

o Immersive Telepresence,o Skype for Business,o Mobile Video Conferencing Endpoints,o Desktop/Laptop Video Conferencing Endpoints.

2.2. TELUS Business Objectives addressed during the negotiation of the Agreements (to be completed by the Vendor).

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3. TELUS will provide the Managed Router Service via an on-premise appliance for the access to a particular network zone or zones both for WAN and LAN access. The Service is also available using a redundant pair of appliances in a high availability (active/standby) configuration.

4. TELUS will oversee the installation using a defined project methodology and to act as the single point of contact during the installation. TELUS will also provide a senior network engineer to perform the detailed design, configuration and cut-over of the Service.

2.3 Expected Outcomes TELUS Universal Conferencing service will be available for use, with full functionality as

offered, effective July 2, 2016, and:o The province’s clients who currently subscribe to the Shared Videoconferencing

Universal Bridging Service will be able to transition seamlessly to the TELUS Universal Conferencing service;

o New clients will be able to order video conferencing service accounts and start using the TELUS Universal Conferencing service effective July 2, 2016;

Training materials will be available to the Province prior to July 2, 2016 to facilitate the creation and delivery of OCIO branded user training documentation;

TELUS will ensure that invoicing for video conferencing usage will be a seamless transition from the Shared Videoconferencing Universal Bridging Service.

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2.4 Stakeholders that will be impacted by adding this to the TSMA

Joint Project Team communications related to meetings, minutes, status updates

Clients Require: access to the service; communications about the transition; training.

OCIO NCCS Conferencing Service Team

Require: user training materials; reporting tools; administrative training on service and features; support processes documented.

OCIO NCCS Business Management

Require: details about any new invoicing requirements; details of impacts on budget if a new rate

structure is introduced.OCIO Financial Management

Require details of any rate changes.

OCIO NCCS Executive Require details of any staffing impacts based on the service administration.

OCIO NCCS Enterprise Communication Services team

Require details of any staffing or training impacts based on the service’s ordering processes.

OCIO NCCS Network Team

Require details of any changes to the core network infrastructure based on the service design.

OCIO Architectural Standards Branch

Require details of any security impacts based on the service design.

3 Scope of DiscussionsProvide the scope of discussions, in terms of specific issues to be addressed:

(1) Development of the technical solution including features, architecture and security design according to the Province’s business requirements.

(2) Agreement on the service delivery, support and management model, including order management and installation.

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(3) Service described and documented for inclusion in the TSMA.(4) TSMA Schedules reviewed for alignment, variances agreed to and documented.(5) Service order documenting service management (delivery, support, order management,

installation) details created and agreed to. (6) Desired timeline for implementing the solution: ________________________

4 Governance and Conduct of Discussions

As per the TSMA, the parties agree to establish upon execution of this Agreement and to maintain throughout the Full Term the Governance Process set out in the TSMA and to follow any processes and procedures set out in it for governing their relationship under this Agreement.

Committee Purpose Goals

OMC Reporting to and working under the direction of the Strategic Management Committee (SMC), the Operational Management Committee (OMC) provides the function of Level 3 governance of the Telecommunications Service Master Agreement (TSMA) as set out in Schedule K of the Agreement. It also provides the function of governance of the Transition program, as set out in Section 4.6 of the Agreement.

The Operational Management Committee works to ensure that:

The Agreement is operationalized, both in its terms and its intent;

The principles and objectives of governance, as set out in Section 1.2 and 1.3 of Schedule K, are met through its operations and those of its subsidiary bodies;

Its functions, as set out in this Terms of Reference and in Exhibit K-3 of Schedule K, as well as Section 4.6 of the Agreement (Transition Governance) are effected in full and with due regard to the objectives and principles above; and

That material issues and decisions as apply to its scope of authority are dealt with such that escalation to its parent Committee, SMC, is minimized.

SMC Reporting to and working under the direction of the Joint Executive Governance Committee (JEGC), the Strategic Management Committee provides the function of Level 2 governance of the Telecommunications Services

The Strategic Management Committee (SMC) works to ensure that:

The principles and objectives of governance, as set out in Section 1.2 and 1.3 of Schedule K, are met through its operations and those of its subsidiary bodies;

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Master Agreement (TSMA) as set out in Schedule K of the Agreement.

Its functions, as set out in this Terms of Reference and in Exhibit K-2 of Schedule K, are effected in full and with due regard to the objectives and principles above; and

That material issues and decisions as apply to its scope of authority are dealt with such that escalation to its parent Committee, JEGC, is minimized.

JEGC The Executive Governance Committee (EGC) provides the function of ultimate governance of the Participation Agreement between the Greater Public Sector Entities as set out in that Agreement, and in its Schedule B “Governance Principles”, including its role with regard to the TELUS Agreements (Strategic Telecommunication deals).As such it represents the highest and final level of governance of the Participation Agreement.

4.3 Joint Onboarding Governance StructureExecutive Director AO Executive Director – NCCSDirector, Communications and Collaboration Services- NCCSService Manager - NCCSSenior Analyst– NCCSExecutive Director - IT Security The five corresponding positions from TELUS

4.4 Role of Main Table, Sub-tables and Working GroupsOn-Boarding Management Team to be the Level 4 escalation point for the duration of this process.

Level 4

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Executive Director AO, TELUS Relationship Executive Executive Director – NCCSOMCSMCJEGC

4.5 Decision Making ProcessLevel 4 GovernanceOMCSMCJEGC

4.6 Conduct of DiscussionsThe following principles will govern the conduct of negotiations between the Parties, unless otherwise agreed to:

The following principles will govern the conduct of negotiations between the Parties, unless otherwise agreed to:

(1) All discussions will be interest based (2) Escalation only through the process defined in agreement (3) Deal structure and scope will be contained to this document unless agreed to at

Main Table(4) All negotiations will be conducted in a respectful and professional manner(5) All negotiations will be done in a timely manner(6) Consistent with the principles of the STRA(7) All decisions will be documented and agreed to by both parties.

5 Key Milestones

5.3 Key Milestones

Key Milestones Target DateFinalize Service Description, internal processes and other Schedules specific deliveries (Service Order, SLA, Reporting, Billing, etc.)Review and acceptance of Schedules/Attachments by Province business unitTeam to provide costing to Ahmad

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Completion of PricingCompletion of Service Description and SchedulesObtain bid governance approvalsSign Term Sheet

Schedule R xx Completion Change Order completion

Legal Review - TELUSLegal Review - ProvinceOnboard Service into TSMA

6 Obligations of the Parties

1.1 Timely ConsiderationBoth Parties acknowledge that the effective conduct of the discussion is dependent upon the prompt consideration of issues, proposals and other matters. Undue delay by either Party will put the completion of the negotiations by the April 29 in jeopardy, and such undue delay is grounds for escalation through governance.

1.2 Legal ConsiderationNotwithstanding anything in this Project Charter, the TSMA or otherwise, this Project Charter does not create or constitute, and shall not be interpreted as creating or constituting, any legally binding or enforceable obligations between TELUS and the Province or between TELUS and any third party, including any other BPS Entity as such term is defined in the TSMA.

Schedule B: Staff Assignment Table

Role Province TelusLead Negotiator - Names redacted Names redacted

Executive Sponsor – The authority responsible forthe project, approves scope, funds where applicableand deliverables

Names redacted Names redacted

Business Lead - Lead business activities andimplementation, provide business management support for those providing deliverables

Names redacted Names redacted

Financial Lead – Price Book, Price Analysis, Billing Names redacted Names redacted

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and Reporting

Legal Counsel – Legal Advice, Term Sheets, Contract

Names redacted Names redacted

Project Manager - Activity Planning and Sequencing, Resource Planning, Developing Schedules, TimeEstimating, Documentation, Monitoring & Reporting Progress, Managing Team Deliverables

Names redacted Names redacted

Technical Lead – Business Requirements and business requirements gathering for the various schedules

Names redacted Names redacted

Contract Manager - Names redacted Names redacted

Senior Security Architect – STRA, Names redacted Names redacted

Privacy and Legislation – Approval of the Privacy Impact Assessment (PIA) and Schedule Q

Names redacted Names redacted

Network Architect Names redacted Names redacted

Service Management Names redacted Names redacted

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