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Amazon Web Services – AWS

Also known as AWS , AWS sub-account and AWS Consolidated Billing .

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Columbia University negotiated a corporate contract with Amazon Web Services (AWS) in December 2015. If you are a faculty member or an administrator using AWS for Columbia purposes, your AWS account must go through the University Enterprise Agreement. Student and AWS personal accounts are not covered by the corporate agreement.

This agreement provides faculty and staff with a number of benefits, most notably the ability to pay for AWS services in accordance with the university's procurement guidelines. It also offers intellectual property protection, liability, and other safeguards.

In April 2017, Columbia University signed a Business Associate Agreement (BAA) with Amazon Web Service (AWS) that allows Columbia users who are properly registered to host Personal Health Information (PHI) on AWS while also using the HIPAA Maintain conformity.

To set up a Compliant AWS Account:

  • If you already have an AWS account that you use for Columbia businesses and pay with a personal credit card or P-Card, you will need to link your account to the university's Enterprise Agreement. Send our online inquiry form .
  • If you don't already have an AWS account, you'll need to request one through CUIT's Enterprise Agreement. Send our online inquiry form .

Please keep in mind:

  • In order to comply with the university's acceptable use guidelines and data classification guidelines, we ask users who link their accounts to review these guidelines when completing our application form as part of the linking process.
    • Columbia University External Hosting Policy
    • Columbia University Acceptable Use of Information Resources Policy
    • AWS Acceptable Use Policy
    • Columbia University IT guidelines
    • Columbia University Data Classification Policy

Account holders who wish to use the BAA must complete the following:

  • Contact CUIT by Submit our online inquiry form to register your account or give us a call 212-854-1919 to help.
  • Read the AWS documentation at https://aws.amazon.com/compliance/hipaa-compliance/ and make sure that any additional requirements are met. For example, only selected services will be covered by the BAA agreement; Users must ensure that they are complying with AWS restrictions.
  • Ensure that all AWS services and applications that process PII (Personally Identifiable Information) or PHI (Protected Health Information) are registered in the Risk Assessment Application (RSAM) at Columbia University and Columbia University Irving Medical Center (CUIMC) and from the appropriate information security office.
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FAQ

What happens if I apply for a new Amazon Web Services (AWS) account using the University Enterprise Agreement?

Requesting a New AWS Account Via the University Enterprise Agreement creates a ticket with the CUIT to open a new account using the diagram string you provided in your request. CUIT will set up a shell account and billing information for you within 10 days and provide you with the details to log in to your new account.

From your AWS Account Dashboard, you work directly with Amazon Web Services to choose the features and services that you use on AWS. The costs for your use of AWS are based solely on the services that you use within AWS.

What happens when I apply to link my existing Amazon Web Services (AWS) account?

After submitting a Request to link your existing AWS account to the University Enterprise contract , CUIT will work with Amazon to migrate your account to our Enterprise Agreement and calculate back to the chart string you provided in your request. You will continue to access and use your AWS services as normal. Only the billing for your account changes.

Can I change the ARC chart string that I use for AWS in the future?

Yes, you can change the chart string you are using for this service at any time by clicking Sending a service request to the CUIT accounting department.

Can I assign the charges for my AWS account to multiple chart strings?

CUIT does not split the fees for an AWS account across multiple chart strings. However, there are two options that you can use to split your AWS charges:

  • Create ARC journal entries to split your fees across projects as needed. AWS offers powerful cost allocation tags to help you track the cost of each AWS service usage, which you can then use for your own billing allocation and reconciliation.
  • Optionally, you can create separate AWS accounts for each chart string and assign your AWS usage to each account accordingly.

Where can I see the details of my monthly AWS bill?

CUIT only bills you for a single total amount each month based on the billing details that AWS provides us with based on your usage. As an AWS account holder, you can always access detailed billing information for your account by using the AWS billing and expense management console . The dashboard allows you to view historical billing details as well as current expenses for the current month to track and manage your account usage and related costs.

Please note: AWS charges are shown as telecommunications charges in ARC.

What access do I have to my linked AWS account details in the AWS Billing and Cost Management Console?

As described in the question about billing [link to Where can I see the details of my monthly bill? Question], the AWS Billing and Cost Management Console provides historical billing details and current monthly expenses specific to your AWS account. All AWS accounts linked to the University Enterprise Agreement have the following access to the AWS Billing and Cost Management Console:

Console item
dashboard
Access level for linked accounts
Full access
Console item
bills
Access level for linked accounts
Full access
Console item
Expense Explorer
Access level for linked accounts
Full access - even though payers ask
Console item
Budgets
Access level for linked accounts
Blocked
Console item
Reports
Access level for linked accounts
AWS cost and usage reports are not available. Other reports are available.
Console item
Accounting tags
Access level for linked accounts
Blocked. Customers must contact CUIT to add accounting tags.
Console item
Payment Methods
Access level for linked accounts
Full access, although the consolidated accounting configuration is not visible.
Console item
Payment history
Access level for linked accounts
Full access, although only the pre-link history is available. Consolidated billing information is not visible.
Console item
Consolidated billing
Access level for linked accounts
Full access. Displays the option to unlink the billing.
Console item
Settings
Access level for linked accounts
Blocked
Console item
Credits
Access level for linked accounts
Full access
Console item
Tax settings
Access level for linked accounts
Full access
Console item
Developers pay
Access level for linked accounts
Accounts using Dev Pay should contact CUIT prior to linking.

How do I avoid out of control AWS bills?

See the AWS billing and expense management Documentation for details. While AWS does not provide a way to suspend service after a threshold is reached, but you can set billing alerts with dollar thresholds that will trigger an email to you when those thresholds are exceeded. However, it is your responsibility to manage the use of your account.

Will my account be eligible for the AWS Free Tier?

No. AWS only allows one Free tier Consolidated billing account, d. H. all linked accounts will be shared in the university's only free tier of consolidated billing for the 12 months beginning December 2015.

What about Reserved Instances on AWS?

AWS divides the prices for unused reserved EC2 and RDS instances across all accounts in the consolidated billing family. The account that the reserved instance bought receives the first dibs. However, if there is additional reserved capacity left at the end of the month that would otherwise expire, that capacity is instead shared by all other linked accounts that match (i.e. are of the same server type in the same availability zone). ). You can read more about it how it works .

I am currently paying for an AWS support plan. Any changes?

No. Each AWS account independently subscribes to a Support plan (or free basic support).

What makes the AWS University Enterprise Agreement better than the AWS Click Agreement?

The Enterprise Agreement negotiated between Columbia and AWS contains several improvements to the standard AWS contract. These include:

  • Improved security, data protection and audit protection
  • Branding and intellectual property protection for Columbia University
  • Extended time to end service in the event that Columbia and AWS decide to part ways
  • Compliance with university procurement and IT security guidelines

How do I learn how to use AWS?

For starters, AWS offers online and in person in training . CUIT also coordinates training and information sharing for the Columbia community through an AWS user group for the university that meets regularly throughout the year.

I currently have an AWS account. What changes when I link to the University Enterprise Agreement?

From the point of view of daily use, the changes are not significant. We link these AWS accounts to Columbia's master billing account, so the most notable difference is that your payment method switches from a credit card to an ARC chart string. To keep the process simple, each customer's AWS account (identifiable by their 12-digit account number) is kept separate instead of trying to merge multiple customer accounts.

I don't have an AWS account yet. What am I doing?

If you don't already have an AWS account and want to use one for Columbia University business purposes, easy make an online request . Please note that according to the university's guidelines, you must provide a chart string for the entire AWS account statement.

Can students join the AWS Columbia University Enterprise Agreement?

No. Student use is not covered for two reasons:

  1. Billing takes place exclusively via ARC chart string.
  2. The university assumes no liability for student behavior.

How does the Enterprise Agreement affect AWS Educate?

AWS Educate is a program that operates independently of the AWS Enterprise Agreement. It has its own contract and is intended for use by students and teachers. AWS Educate offers grants to make the cost of learning to use AWS free. Currently, however, account holders are required to provide a credit card to cover any fees in excess of the grant amount. Therefore, Columbia University cannot recommend AWS Educate to our students as we cannot and will not require them to take non-specific debt risk. We asked AWS to develop an approach that would stop usage beyond the grant amount, but this option does not currently exist.

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