Ohio State Google Cloud Platform Readiness Checklist

We want to ensure your Ohio State GCP onboarding experience is positive.

This checklist outlines the major steps you must take to acquire an Ohio State Google Cloud Platform GCP) Subscription. Learn more about the full service on our Ohio State GCP Services page. Each step has a series of action items to complete to meet university requirements and to facilitate a smooth transition.

The checklist outlines the following:

  • Communications with your local IT Staff/Security Coordinator
  • Acknowledgement that data processed and stored in GCP will adhere to The Ohio State University’s institutional data policy.
  • Acknowledgement of the shared responsibility model for the use of the Ohio State GCP.
  • Enrollment in BuckeyePass (Duo)
  • Requirement for an approved requisition before you begin the request process.
  • Tips for budgeting before you get the requisition approved.
  • Making your request

 

Prepare to Open an Account

  1. Talk with your college or department IT staff and Security Coordinator. These critical resources can support your success in using the Ohio State Azure Services. IT staff and Security Coordinators can:
    1. Make you aware of any additional requirements your college or department has in place for use of cloud services;
    2. Help to identify the appropriate security risk controls that must be put in place for your use case and type of data; and
    3. Help determine if a university security risk assessment is required.
  2. Enroll in BuckeyePass (Duo) if you have not enrolled already. Access to Ohio State GCP uses multi-factor authentication (your Ohio State name.# and password and BuckeyePass).
  3. Set account access. The name and Ohio State name.# of each of the following people will be needed when you make your request:
    • REQUIRED: Designated back-up contact. You must designate a back-up contact who will have access to your account in the event you cannot be reached. Your backup must be a current Ohio State faculty or staff member.
    • OPTIONAL: Other Ohio State employees you would like to have access to your account to help on a project, grant or collaboration. Faculty, staff, student employees, graduate students, post docs, and graduate assistants can be added as members to your account. Contractors can be added if they have a sponsored guest account. Members under your account are responsible to follow university policies, GCP policies, and applicable laws.

       

Set a budget and get it approved.

  1. Set a budget so you know your spending limit and can set the appropriate cost budget alerts in GCP. The alerts help you stay below budget. For estimate purposes only, we recommend the following guideline amounts, which depend on how you think you will use GCP:
    • Kick the tires to learn more about GCP: Budget $100 to $500 per month
    • Target a specific project or grant: Budget $1,000 - $5,000 per month
    • Review your GCP billing invoices (if you have an existing GCP account) to assess past spending
  2. Ohio State bills GCP charges only to university billing accounts. So, once you’ve determined a budget, begin a purchase request by submitting a Workday requisition for approval from your college or department. Log in to Workday to create a requisition, choose "Edit Details" and select "Non-Catalog Request" under Requisition Type. Choose "Request Non-Catalog Items" from the menu on the right, then follow the instructions that our training department has posted on the Administrative Resource Center for help (login required).
    • Description: Ohio State GCP Subscription
    • Spend Category: Do Not Know (SC99999)
    • A toggle button allows you to choose Goods or Service. Choose "Service"
    • Under "Other Details to Add" please set the Supplier/Vendor to OTDI - Office of Technology and Digital Innovation
    • Leave "Supplier Contract" and "Supplier Item Identified" blank.
    • Price: Enter the estimated spend for the entire fiscal year. Price cannot be 0, but you can estimate the spend and adjust it later. Use the budget you developed (in step 1, "Set a budget and get it approved") to estimate required budget numbers for the Workday requisition. You will be required to create a new Workday requisition each fiscal year to meet university budget and planning requirements.

The submitted request will follow your college or department’s normal approval process. OTDI has no control over how long the approval process within your department or college may take to complete. Write down and save the approved Workday requisition number; you’ll need it for the next step, "Make your request,"

 

Make your request.

After these preparations, you are ready to make your request! 

  1. Visit: go.osu.edu/requestgcp
  2. Log in using your Ohio State name.# and password (if prompted)
  3. Complete the request form.
    • Click "Order Now" (upper right corner of page) to confirm.
    • Click "Checkout" to send your request to OTDI
    • You will receive an email notification with your ticket number.

Within 3 to 5 business days, you will receive a welcome email from OTDI with instructions on how to access your Ohio State GCP account and other important service details. If you do not receive a welcome email, please check the spam folder in your university email box or contact the IT Service Desk at 614-688-4357.