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IT Connect

Information technology tools and resources at the UW

MSCA (Microsoft Collaborative Applications)

Service Description

University of Washington Microsoft Collaborative Applications (MSCA) provides service offerings for developing and empowering collaborative business processes. Services are hosted in UW data centers, Azure and Office 365 environments.

Services offered through MSCA include:

  • UW Office 365 Education
  • UW Office 365 ProPlus
  • UW Office 365 SharePoint Online Sites
  • UW Project Server Online  (Limited availability)
  • UW Power BI (pilot)
  • UW Power BI Pro (pilot)
  • UW Power BI Data Gateway (pilot)
  • UW SharePoint 2010 (end of life)
  • UW Locally Hosted Exchange (Limited availability)

Service Options

UW Office 365 Education

Description: UW Office 365 Education is the core offering of collaborative features and functions that gives users access to user-centered services such as OneDrive for Business and Delve. These features and functions are also a prerequisite to access UW Project Server and UW Office 365 SharePoint Online Sites. The key focus of this service offering is to provide ad hoc and user-centered collaboration processes.

Service Details and Support Information: Limited support for questions regarding service activation is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft. Note: the service contains no file recovery services outside of the built-in safeguards such as document versioning, recycle bins, and deleted item recovery.

Price: This service offering is included in the Technology Recharge Fee at no additional cost. However, a charge of  $121.63 per staff hour is charged for any support and consulting beyond the basic service offering.

Eligibility: All UW NetIDs of enrolled students, employees and faculty appointments are enabled automatically. Other UW NetIDs, accounts will be enabled upon request and endorsement by a current employee for shared UW NetIDs, contractors, volunteers, committee members and any other purpose.

Features:

  • Skype for Business : provides Instant Messaging, Voice and Meetings for real-time collaboration.
  • OneDrive for Business: provides user-centered document storage, impromptu collaboration and short-term business processes.
    • Document libraries with integration to OneNote, Word, Excel, and PowerPoint Online for lightweight creation and review of content from a web browser.
    • Sync client for a wide range of operating systems and devices.
    • All features of UW Office 365 SharePoint Online Sites are also currently available in OneDrive for business. However these should be used with caution and primarily for short-lived collaborations as access to much of the functionality may be limited in the future.
  • SharePoint Online:  provides departmental centered document storage, collaboration and support for business processes.
    • Document libraries with integration to OneNote, Word, Excel, and PowerPoint Online for lightweight creation and review of content from a web browser.
    • Sync client for a wide range of operating systems and devices.
  • Office 365 Groups: provides email based collaboration service and a platform to host services such as MS Planner.
    • Shared exchange mailbox and calendar.
    • Integral SharePoint Online site collection for file storage, communication and collaboration.
  • Microsoft Teams: provides chat based collaboration service and it includes an Office 365 Group.
    • Team chats are organized in channels.
    • Channels can be enhanced by adding tabs that provide easy access to resources related to the topic of the channel e.g. OneNote Notebooks, Websites, Files, Planner, etc.
  • Sway: Microsoft's latest tool for telling and bringing multiple content types together into a flexible presentation.
  • Delve: Delve provides a social view of Office 365 documents, allowing users to easily, quickly discover the relevant information from the people they work with.
  • Yammer Enterprise Networks: Provides a new way to communicate and collaborate in a larger social networking system.
  • High availability, geographic resilience, and disaster recovery. (Note: this service option does not include the ability for users to request document restoration.)  UW-IT hopes to offer archival backup and restore as a separate service in the future.)

Features in Pilot or with limited availability:

  • Exchange Online: Currently only available through a sponsoring support group.  UW Office 365 Education users get the most advanced email system available from Microsoft.  Features include:
    • 50 GB mailbox
    • Outlook Web Access for web-based email with access to the newest features.

FERPA: Yes, protections are included in the agreement with Microsoft.

BAA: Partial Coverage. Skype for Business is covered when meeting is scheduled or initiated  by a UW user.

HIPAA-required Business Associates Agreement (BAA) established between UW and Microsoft applies to:

Any site, interface or application other than those listed above should be considered not covered by our BAA. Notable examples of uncovered uses include:

  • All Outlook Add-ins not listed above such as: Action Items, Bing Maps, Message Header Analyzer, Package Tracker, and Task Assistant
  • SunRise.AM calendaring application

ITAR: No

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UW Office 365 ProPlus

Description: Provides licensing for up to 5 installations of the latest Microsoft Office suite on PCs, Macs, IOS and Android devices.

Service Details and Support Information: Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

Price: No additional cost, this service offering is the delivery of a benefit provided by the purchase of Microsoft Licensing though the Technology Recharge Fee  

Eligibility: Only available to University of Washington employees and students.  (This is not available for contractors, volunteers, supplemental, alumni, retires, or other affiliations.)   

Features:  

  • PC: Office 2013 including: Word, Excel, PowerPoint, Outlook, OneNote, Publisher, InfoPath and Access
  • Mac: Office 2011 and/or 2016:  including: Word, Excel, PowerPoint, OneNote and Outlook.
  • IOS: Full featured mobile versions of Word, Excel OneNote and PowerPoint.
  • Android: Full featured mobile versions of Word, Excel, OneNote and PowerPoint.

Features in Pilot or with limited availability:

  • PC: Office 2016 including: Word, Excel, PowerPoint, Outlook, OneNote, Publisher, InfoPath and Access.  This feature currently requires a support department or end user to create a custom deployment package.

FERPA:  No

BAA:  No

HIPAA-required Business Associates Agreement (BAA) established between UW and Microsoft does NOT apply to these services.

ITAR: No

Learn more about UW Office 365 ProPlus.

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UW Office 365 SharePoint Online Sites  

Description: UW Office 365 SharePoint Online is a service option that is part of the University of Washington’s Office 365 subscription. This cloud-based offering provides a web-based platform that UW organizational entities can use to communicate, collaborate and build departmental productivity solutions. SharePoint Online provides secure access to internal sites, documents, and other information from anywhere with an internet connection.  

Price: There is no additional charge for this service offering, with the following caveats: 

  1. Aspects of this service (e.g., storage) are shared by everyone at the UW. When a single entity (e.g., department, school, lab, etc.) has a capacity requirement well above average we may contact the relevant entity to discuss cost recovery. 
  2. When an individual entity requires extensive consulting services, that entity may be billed at our standard rate. 

Service Details and Support Information:  Limited support for service activation questions is available from the UW Information Technology Service Center by sending an email to help@uw.edu. To learn how to use the many features of SharePoint visit Microsoft's Office Help & Training portal at https://support.office.com. Peer to peer support is also available through the UW SharePoint Community of Practice (CoP). Information about this and other Communities of Practice is available at http://depts.washington.edu/learnit/techconnect/communities-of-practice. 

Eligibility: Any UW organizational entity such as a department, school, lab, committee, etc.  

Features: 

  • File storage in Document libraries that provide a wide selection of settings to meet your file management needs. For example, library settings can be configured for: Versioning, Approval, Retention, and Metadata.   
  • Permissions can be set at the level of: Sites, Lists, Libraries, Folder, Files and Items. 
  • Tight integration with Microsoft Office supports the creation and editing of files in SharePoint libraries directly from Word, Excel, PowerPoint, and OneNote. 
  • Integration with Office Online supports the creation and editing of: Word, Excel, PowerPoint and OneNote files via web browser. 
  • Lists for managing simple datasets. Lists can be created from scratch or they can be created from standard SharePoint list templates such as:   Events, Tasks, Issues, Contacts, etc.  
  • Simple process automation via built-in workflow templates for approval, review or tracking. 
  • Support for custom workflows via custom code, SharePoint Designer and Microsoft Flow. 
  • Custom website design and publishing with a wide range of tools including SharePoint Designer and Visual Studio targeted at internal University of Washington audiences. 
  • External sharing allows for the creation of anonymous guest links and/or authenticated sharing with people outside of the UW.
     

FERPA: Yes, protections are included in the agreement with Microsoft. 

HIPAA: Yes, SharePoint Online is covered by the Business Associates Agreement (BAA) established between UW and Microsoft. The following caveats apply: 

  1. The BAA does not cover the use of 3rd party apps that may added to SharePoint Online sites. 
  1. SharePoint Online is a cloud based software service and the pace of change can be rapid. Please email help@uw.edu and request confirmation from the MSCA Service team that your usage scenario is covered by our BAA with Microsoft. 

ITAR:  No 

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UW Project Server Online  (Limited availability)

Description: Project Server Online is an web based project portfolio management system that enhances the use of the Project Pro desktop client. It requires a rigorously adopted organization wide project management methodology and practice.

Service Details and Support Information: Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

Price: This service offering is included in the Technology Recharge Fee at no additional cost.

Eligibility: The number of instances allowed by Microsoft is extremely small given the size of the University, so this is limited departments and organizations with a University wide scope and impact.

Features:

  • Provides non-project manager team members a way to track effort via time sheets.
  • Provides an organization wide view of resource utilization and ability to reassign resource across multiple projects.
  • Allows for tracking of materials and costs as well as human resources.
  • All features of UW Office 365 SharePoint Online Sites are also currently available.

BAA: Partial Coverage

HIPAA-required Business Associates Agreement (BAA) established between UW and Microsoft applies to:

ITAR: No

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UW Power BI (pilot)

Description: A personal collection of online services and features that helps you to analyses and visualize small data sets. Power BI helps enhance Excel or create personal dashboards for the web or mobile using the Power BI desktop client.

Service Details and Support Information:  Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

Price: This service offering is included in the Technology Recharge Fee at no additional cost.

Eligibility: All UW NetIDs of enrolled students, employees and faculty appointments will be enabled automatically at general release.  Other UW NetIDs, accounts will be enabled upon request and endorsement by a current employee for shared NetIDs, contractors, volunteers, committee members and any other purpose.

Features:

  • 1GB of data capacity accepting up to 10K rows per hour of streamed data.
  • Daily automated refreshes of data from external data sources

FERPA: Yes, protections are included in the agreement with Microsoft.

BAA: Yes

ITAR: No

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UW Power BI Pro (pilot)

Description: A personal collection of online services and features that helps you to analyses and visualize data sets and collaborate with other UW Power BI Pro subscribers. Power BI helps enhance Excel or create personal dashboards for the web or mobile using the Power BI desktop client.

Service Details and Support Information: Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

Price: TBD

Eligibility: All UW NetIDs of enrolled students, employees and faculty appointments are enabled automatically.  Other UW NetIDs, accounts will be enabled upon request and endorsement by a current employee for shared NetIDs, contractors, volunteers, committee members and any other purpose.

Features:

  • 10 GB of data capacity accepting up to 1 million rows per hour of streamed data.
  • Hourly automated refreshes of data from external data sources
  • Visualize live data streams
  • Access on-premise data using the UW Hosted Data Connectivity Gateway.
  • Manage dashboard access using UW Groups
  • Share data catalogs

FERPA: Yes, protections are included in the agreement with Microsoft.

BAA: Yes

ITAR: No

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UW Power BI Data Gateway (pilot)

Description: A UW hosted server that provides access to on-premise networks and data.

Service Details and Support Information: Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

Price: TBD

Eligibility: All UW NetIDs of enrolled students, employees and faculty appointments are enabled automatically.  Other UW NetIDs, accounts will be enabled upon request and endorsement by a current employee for shared NetIDs, contractors, volunteers, committee members and any other purpose.

Features:

  • 10 GB of data capacity accepting up to 1 million rows per hour of streamed data.
  • Hourly automated refreshes of data from external data sources
  • Visualize live data streams
  • Access on-premise data using the UW Hosted Data Connectivity Gateway.

FERPA: Yes, protections are included in the agreement with Microsoft.

BAAYes

ITAR: No

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UW SharePoint 2010 (end of life)

Description:  UW hosted servers that provide Enterprise SharePoint Server functionality to eligible entities at the UW.

Price: UW SharePoint 2010 is offered as a recharge service option. One time $200 setup fee and a monthly cost of $60.78 per 5 GB quota allocation.

Service Details and Support Information: Mainstream support for SharePoint 2010 ended in October 2015, therefore site collections for new clients are no longer being offered.

Eligibility: Any UW department or organization willing to accept the terms and conditions of the service offering.

Features:

  • Document libraries with integration to OneNote, Word, Excel, and PowerPoint Online for lightweight creation and review of content from your web browser.
  • Lists, Library, Forms and Sites
  • Workflow automation (via Azure Workflow)
  • Custom website design and publishing with a wide range of tools including SharePoint Designer and Visual Studio targeted and internal University of Washington Audiences

FERPA: Yes

BAA: No

UW Medicine security review has not been completed for this system, though admin staff have required HIPAA training and data centers and supporting services are already widely accepted.

ITAR:  No, although servers are maintained in UW data centers many audit and documentation standards have not been meet.  Hardware is also not currently under an ITAR compliant service contract.

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UW Locally Hosted Exchange (Limited availability)

Description: Provide a locally hosted option for email for users that may have unusual data location needs.

Price: TBD

Eligibility: Very limited resources exist so availability is at the discretion of the Service Manager and Owner.

Features:

  • 5 GB mailbox
  • Outlook Web Access for web-based email

FERPA: Yes

HIPAA: No

UW Medicine security review has not been completed for this system, although admin staff take required HIPAA training and data centers and supporting services are already widely accepted.

ITAR: No, although servers are maintained in UW data centers many audit and documentation standards have not been meet. Hardware is also not currently under an ITAR compliant service contract.

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UW MSCA Consulting Services (Limited availability)

Description:

Price: $121.63 per staff hour

Eligibility: Very limited resources exist so availability is at the discretion of the Service Manager and Owner.

Features in Pilot or with limited availability:  Provides services or solutions above and beyond the standard MSCA offerings to meet the business need of University of Washington departments.

FERPA: Yes

HIPAA: Yes, all staff have UW HIPAA training

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Related Services

Account Access Request:  By sending email to aareq@uw.edu, requests for assets/data in MSCA service options and features can be retrieved for legal or UW data retention purposes. This service can also be used to place Exchange Online mailbox on legal hold to preserve any changes during as needed by a legal or human resource process.

Microsoft Infrastructure (MI): Maintains the on-premise UW NetID Active Directory, Azure Active Directory, ADFS authentication servers and directory sync between our on-premise and Office 365 environment.

UW Groups Service: Provides a wide array of groups services to be used with MSCA Service Offerings

Eligibility

UW faculty; UW staff; UW students; UW researchers; UW clinicians; For Shared NetIDs and sponsored NetIDs, accounts will be available upon request.

How to Order

These services are enabled by default for all current students, faculty, staff and clinicians. Shared NetIDs can be enabled for the service by the request of current faculty, staff or clinicians by sending a request to help@uw.edu.

Availability

24 hours a day, 7 days a week

Price

This service is included in the Technology Recharge Fee.

Service Level Description

The Service Level Agreement (SLA) with Microsoft guarantees 99.9% uptime.

Support Information

Limited support for service activation questions is available from the UW Information Technology Service Center. Questions regarding the use and features of the service should be directed to Microsoft.

More details about SharePoint Online can be found at
itconnect.uw.edu/wares/online-storage/uw-sharepoint-online/

More details about Skype for Business can be found at
itconnect.uw.edu/connect/phones/conferencing/lync-online/

More details about OneDrive for Business (UW SharePoint Online) can be found at
washington.edu/itconnect/wares/online-storage/onedrive


Maintenance

Last Review Date: 1/12/16