Software Licensing Management System “Technology & Infrastructure”

1. Software Licensing Management System“Technology & Infrastructure” Kimberly J. McClain Ohio University Mgr., Infrastructure Support Systems, Computer Services

2. Ohio University • Main Campus – Athens, OH (located in Southeastern Ohio) • 19,725 students on the main campus • Faculty/staff - 862 full-time faculty • 5 regionals campuses: • Chillicothe, Eastern (Belmont Co.), Lancaster, Zanesville, Southern (Ironton) • 8,290 students – regional campuses

3. Background at OHIO: Late 2000, OHIO had “hodge-podge” systems for tracking software licenses WordPerfect Licenses Microsoft Agreement Student Sales (Athens & Regional Campuses) Microsoft Agreement University-Owned Machines Statistical Software

4. How Software Requests Were Handled: • Highly decentralized purchasing • Individual request software for department (Fine Arts) • Example: WordPerfect & SAS • License Tracking: • Logged on paper log for Word Perfect & entered into Access database for SAS

5. Software Requests- continued: • Billing (cost recovery) • Keyed into spreadsheet • EOM – gave to departmental budget person; they keyed into Access database • Hard-copy report printed out and sent to Finance Dept • Finance keyed (for a 3rd time) into CUFS for departments to be billed • No receipt sent to department budget rep

6. Software Requests- continued: • Reporting • No way to run a report for one department to see what software they have since we had a decentralized software system

7. License Tracking Needed • OHIO Computer Services negotiated additional software agreements (Adobe, Macromedia, etc.) • Needed to better manage software licenses • Also needed to think about “audits”

8. “Through 2008, 30% of large enterprises will experience at least one on-site software audit per year.”(Gartner, 01.11.06)

9. Ohio University was not prepared!!!

10. Is your university prepared?

11. Software Licensing Management System Created • Home-grown System – went live in early 2003 • Cold Fusion • Oracle Database • Flash Technology (student sales) • Two systems in one • Departmental Sales (University-owned machines) • Student Sales

12. History Loaded - Tables Populated • Products Table

13. Departments Table

14. Licensees Table

15. Departmental Sales - Demo

16. Order E-Mail (Pick-Up, Delivered, etc.) Date: Thurs, 20 Apr 2006 From: <sitelicenses@ohio.edu> To: <morrisc1@ohio.edu> Subject: Software Ready for Pickup Candi, The following item you ordered is now available for pickup at our Computer Services Center, Test Score Office (office #117). Date: 04/20/06          Order #: 003757 Item: Acrobat Pro 7.0 (Win)Media     Qty: 1 SN: 1118-1419-0776-9696-8486-0177 The serial number provided is needed during the software installation. Please retain this e-mail for future reference. Please note this order may not be complete, additional items may be on order and will arrive at a later date. A detailed billing report with applicable charges is e-mailed to the budget rep for this account when billing has been completed.  Note:  Free upgrades or free items will appear on the report for informational purposes only. If you have already picked up this item, please disregard this e-mail. Thank you, Computer Services sitelicenses@ohio.edu 597-8000

17. License Agreement Info.

18. Billing (End of Month) Used to be keyed 3 times

19. Savings Report Billing Summary for April 2006 <snip>

20. Billing (End of Month) Finance Form is auto-created that summarizes all the sales for the month

21. Billing E-Mail (details sent to bum) Date: Mon, 1 May 2006 09:48:35 -0400 From: <sitelicenses@ohio.edu> To: <ruff@ohio.edu> Subject: Computer Services' Billing - April 2006 Attached is a detailed billing report from Computer Services for software purchases that were billed to account:     010-0000-21010-314000-000000000 - Vice President Finance If you are not the correct person to receive this information, please reply to this message with the correct contact information (name, email address) as soon as possible so we can correct our records. By purchasing software through Computer Services, the above account saved $232.40 over suggested academic retail price. If you have questions about this billing, please contact Computer Services' Frontline via e-mail at sitelicenses@ohio.edu or 597-8000. Thank you, Computer Services Apr 2006_010-0000-21010-314000-000000000.pdf

22. April 2006 Candice Morris 04/20/06

23. Other Features – Software Licensing System

24. Licensee Report

25. Licensee Report - continued

26. New Software Versions (Subscription/Maintenance)

27. Student/Home Use Sales - Demo

28. Student Sale Report Dean, Duff DD284205 Swart, Bret BS125698 Morris, Nate NM65899 Straughsbaugh, Erica ES258896 Smith, Drew DS548964 Phillips, Kim KP587696 Jordan, Austin AJ125748 Manning, Peyton PM78965 Scott, Jenna JS458963 Bettis, Jack JB896523 Leu, Mary ML74589 Crawford, Kiki KC96325 Selleck, Thomas TS321654 Rhymer, Shari SR852369 Radford, Debbie DR02004 Hartley, Becky BH753951 McFadden, Judy JM985485 Kuhn, Pam PK789456 Andrews, Jesse JA002546

29. Current System Statistics: Manufacturers: Over 30 Departments: 341 Customers: 1384 Products: 571 (Items: 1751) Departmental Orders: Average about 100 per month & $25,000 in sales (cost recovery) Student Sales: 28,785 students have purchased at least 1 product

30. Benefits: Centralized Database Audits Efficiencies Savings $170,000 per year Web Site: www.ohio.edu/software

31. Software Licensing Management SystemWeb Analyst/Programmer:Nicolae Leu

32. Thank you!?? Questions ??mcclaink@ohio.eduPresentation Available:www.ohio.edu/software/ohecc.cfm