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Site License Advisory Team. November 30, 2012 meeting. Agenda. Acrobat XI & Adobe Codes New Microsoft Software Microsoft Campus Agreement Negotiations Software Renewals SAS JMP Maple McAfee End of Life and How To Retire Software. Acrobat XI & Adobe Codes.

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Site license advisory team

Site License Advisory Team

November 30, 2012 meeting


  • Acrobat XI & Adobe Codes

  • New Microsoft Software

  • Microsoft Campus Agreement Negotiations

  • Software Renewals

    • SAS

    • JMP

    • Maple

  • McAfee End of Life and How To Retire Software

Acrobat xi adobe codes
Acrobat XI & Adobe Codes

  • Acrobat XI is now available on OCIO Self Service (

  • Codes for newest Adobe software product versions are available to SLSC’s through Self Service

  • Office 2013 is available on Self Service

Microsoft office 2013
Microsoft Office 2013

  • Software became available in early November

    • 32-bit/64-bit decision is different than usual

      • Even on 64-bit machines, MS recommends the 32-bit installer!

        • See and for more detail

      • You must uninstall previous versions of Office to install this version (a technical requirement, not a license requirement) if the architecture differs

      • Your Office architecture needs to match architecture with other products that connect with Office

        • Visio, Project, etc.

    • KMS updated on Nov. 19th, activates Office 2013 now

New microsoft products for slsc s
New Microsoft Products for SLSC’s

  • Exchange 2013 becomes available today on Self Service (

  • SCCM for Mac (SCCM 2012 SP1) is not yet available, but we’re watching for it

  • Sharepoint and Lync 2013 should be available next week

  • Project and Visio 2013 will become available early next month on Self Service

Microsoft campus agreement
Microsoft Campus Agreement

  • In process on renewal: agreement expires 6/30/2013

  • New topics of discussion with MS since last time:

    • MDOP as an available option

    • ECAL inclusion (we currently pay extra)

    • RDS CALs (remote desktop, formerly terminal services CALs) as an option

Sas renewal
SAS Renewal

  • Price increase ($2-3/copy on workstations; servers remain the same) should begin next month

  • Codes have arrived, undergoing testing and checking now

  • SAS Business Intelligence added

    • Some departments are interested in this software

    • SAS BI includes SAS Office Analytics

Other upcoming renewals
Other Upcoming Renewals

  • Sigmaplot

    • Codes expire in December

    • Codes now available via Self Service (, renewal cost $16/copy

      • Codes expire weird: you must wait until the software is fully expired (around Dec. 4) to replace the license code

  • JMP

    • Added Genomics to site-wide license (use in Children’s Hospital). Estimated value added: $15,000

    • Code expected in late December

  • Maple

    • Quote received, pricing remains at last year’s cost

Mcafee end of life or how to retire software
McAfee End of Life(or: how to retire software!)

  • OCIO and OSUWMC have agreed to retire McAfee before September 2013

  • How the heck do we do that with a 15 year-old agreement?

Ending the life of software
Ending the Life of Software

  • First, read the fine print about how to end the agreement.

    • “A License for a Product shall automatically terminate upon the expiration of the applicable Subscription License term.”

  • Determine OSU responsibilities Re: the agreement

    • “Upon termination or expiration of any License hereunder, Customer will cease use of the Product and exhaust all efforts to destroy all copies of the Product [and any copies created for disaster recovery or distribution] and all related documentation and notify all users that they must return or destroy their copies.”

Ending the life of software1
Ending the Life of Software

  • Understand what survives contract termination

    • In this case, “Terms of Payment,” “Liability/Warranty,” “Nondisclosure,” and “Audit”

      • Obviously, this last one is important; just because we’re no longer in an agreement does not mean that we cannot be audited.

      • When terminating or reducing spend an agreement, you must be prepared for an audit from the company.

Software life cycle management guide
Software Life Cycle Management Guide

  • OCIO maintains a Guide to help you through this: The document includes a section on “Sanitation and Retirement:”

    Sanitation and Retirement

  • Removal of software must occur after a relationship between user and University or area ends.

    • Relationships may end when:

      • A customer disaffiliates with the University (employment termination, graduation, or other termination)

      • A license agreement with a vendor is terminated.

    • When a relationship ends, sanitation of software should begin immediately.

Software life cycle management guide con t
Software Life Cycle Management Guide (con’t)

  • Destruction of master media and publications

    • Media and publications should be destroyed in a manner that allows for tracking of destruction.

  • Maintenance of records

    • Licensing agreements often indicate explicitly how long records must be kept after termination of the agreement.

      • University retention policies and software agreements should be used together to determine schedules.

    • Place all records on a retention schedule upon termination of an agreement, in line with licensing agreement requirements or University retention policies.

So what if i have mcafee
So what if I have McAfee?

  • Please, tell me. (Mailing your info to will create a record we can track)

    • OCIO is working on a complete retirement plan at this time

    • OCIO Site Licensing is available if you need help transitioning to another product

  • Current recommended alternatives include Microsoft System Center Endpoint Protection (formerly Forefront) on all platforms.

Questions comments

  • No meeting in December (it would be New Year’s Eve. . . No one wants a meeting then!)

  • Meetings resume January 31, 2013!