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Google True-Up Instructions 2020

Agency Google True-up Spreadsheet Instructions

General information

The spreadsheet lists the current licenses and services for each agency user based on your Active Directory and G Suite data. Some services listed on your bill are not included in this spreadsheet because only the services pertaining to annual Google true-up are listed.

As a reminder, agencies can upgrade Google licenses at any time throughout the year but can only downgrade licenses during the annual Google true-up period ending April 3.

Reading the spreadsheet

Google true-up spreadsheet 2020

The spreadsheet includes a “User Identification” section which lists each agency user (as of Feb. 10, 2020 data) by email address. The spreadsheet may not reflect any users that have been added or removed after this date.

Across the top columns, the spreadsheet lists the four available “Email Box Types” for the true-up along with the cost of each mailbox type. You can only select one type of mailbox per user from the following four selections: 
  • Basic 30 GB mailbox - $4.47 per user
  • Basic 30 GB mailbox plus Vault - $8.59 per user
  • Business unlimited mailbox (includes Vault) - $12.14 per user
  • Enterprise unlimited mailbox (includes Vault) - $26.14 per user

Mailbox Usage (GB) – This is the amount a user is currently storing in their mailbox.

Across the top columns, the spreadsheet lists the three available “Additional Services” for the true-up along with the cost of each additional service. You may choose any of these services per user as needed by your agency, including:
  • Virtru Combined Email and Drive Encryption - $3.41 per unit
  • Esna Fax to Email - $25.05 per unit
  • Esna Voicemail to Email - $25.05 per unit

A bullet (●) in a spreadsheet cell indicates the user is currently consuming a license for the corresponding mailbox or additional service indicated at the top of the column.

A blank cell in the spreadsheet indicates the user does not currently have the mailbox or service indicated the top of the column.

Updating the spreadsheet

You can update and save your true-up information for each individual agency user directly on this spreadsheet as follows:
  • No change in mailbox or additional services

    When the user is to retain the same mailbox and additional services that are currently listed, please make no changes to the spreadsheet for the user. A bullet (●) will indicate that the user will continue to have that same mailbox and services next year.

  • Change the mailbox type

    To change the mailbox type for a user, please first delete the bullet (●) for the current mailbox type and leave the cell blank. Then select the new mailbox type to be used next year by inserting a captial “Y” into the cell for that user under the desired mailbox type column. 
  • Remove an additional service

    To remove a current additional service from a user, please just delete that bullet (●) and leave the cell blank.
  • Add an additional service

    To add a new additional service for a user, please insert a capital “Y” into the cell with the service of your choice.

If you see users on the spreadsheet that you know have been deleted, please remove any services that are currently selected.

VITA will use the following legend information from the spreadsheet and updates to initiate the appropriate mailboxes and services for next year:


“●”

User currently has this service.

Blank

User does not have this service / remove this service from user.

“Y”

Add this service for this user. 

 

Reviewing and submitting the spreadsheet

It is important to review your final spreadsheet before submitting it to VITA to ensure the accurate mailbox and service selections have been captured for your users. Please review the following:
  • Ensure you have a mailbox selection for each user by having either a bullet (●) or a “Y” in one of the four mailbox columns for every user. If a user does not have either a bullet (●) or a “Y”, the user will not continue to have a mailbox in July. 
  • Ensure that you do not have multiple mailboxes selected for a single user. There should not be both a bullet (●) and a “Y” included in the cells under the four mailbox selection columns for an individual user.
  • Ensure the additional services are accurately captured for each user.
  • SAVE your changes.
Completed and updated agency Google true-up spreadsheets are required to be submitted back to VITA by close of business on April 3. Agencies who do not submit true-up spreadsheets back to VITA by this due date will automatically have current mailboxes and services continued, and unchanged, for another year. The next opportunity to downgrade mailboxes and services will be during the next annual true-up period in the first quarter of 2021.

Selections cannot be made to the true-up sheet after April 3.

Please have your agency head, or designee, approve the spreadsheet and return your updated agency Google true-up spreadsheet to VITA by emailing it to the VCCC@vita.virginia.gov using the words “Google True Up 2020 <your agency name>” in the subject line.

The email must be copied to all three of the below:
Questions can be directed to your BRM.

New instructions for Google true-up 2020

The Google true-up in 2019 was based on agencies' billing data. This year, VITA has included accounts that reside in Active Directory and G Suite. As this may include many accounts you do not see on your bill, please ensure they have the correct services selected.

Vault Former Employee (VFE)

VFE is a new type of mailbox license that accounts for mailboxes that reside in G Suite, but are no longer active. VFE licenses are non-billable and are for mailbox retention purposes such as records retention, FOIA and litigation holds beyond employees' employment.  

Accounts with VFE licenses, or those that should have VFE licenses, are currently listed on the second tab of your Google true-up spreadsheet. Accounts listed on this tab will retain a VFE license unless you mark “Y” under the "Destroy Mailbox" column. These changes will not take effect until July 1.

Resource accounts

This year you will see a column marked as "Is this a resource account?" Please review and mark “Y” for any resource accounts on both the first and second tabs of your Google true-up spreadsheet.

New features and services

Data regionalization – accounts with business or enterprise licenses now have the option to have their G Suite data retained within continental United States. Please submit a request/mark a user “Y” for data regionalization. This service has no charge.

Google Shared Drive – accounts with business or enterprise accounts can manage, upload or download Google Shared Drives that can be accessed by multiple users. Users with basic licenses can view and download from Drive but cannot upload or manage.