on-premise software is dead, long live cloud!?! adobe audit defence: patrick de veer – b.lay...

The ITAM Review US Conference 2016 The ITAM Review US Conference 2016

The ITAM Review US Conference 2016


Patrick de Veer b.lay, the license management company

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b.Lay, the license management company

Adobe LCP EMA

Oracle EMEA

Director / Co-Founder

2004 - 2008 Senior Manager

1998 - 2004 Oracle LMS Patrick de Veer key note speaker ITAM Review Annual Conference


Current State & Challenges for Enterprises

How do Adobe licensing changes impact you?

How to address your specific need and benefit?

What next?

1. Agreements & Entitlements 2. Deployment & use 3. Financials & Budgets

- Things to consider

AGENDA

- Be in control - Ingredients for audit defense


Current State &

Challenges for Enterprises

Creative Cloud announced

in 2011 and in effect in 2013

VIP, EA, ETLA, CLP, TLP, etc

First subscription renewals

are here now!

Ongoing support for traditional (TLP/CLP) perpetual licensing

without future updates

& support

no more audits, so no more

complications, right?

Understand your exact Adobe

estate and do proper

cost control?


Time for a little Quiz….


Share your view/experience about Adobe licensing changes?

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Neutral Positive?

Negative Can’t share!


AND HOW THEY MIGRATED INTO CLOUD

Crea>ve Suite Crea>ve Cloud Collec>on

Acrobat family Acrobat DC Collec>on

Photoshop family Photoshop collec>on

Premiere Family Elements Collec>on

PRODUCT FAMILIES


ADOBE LICENSING

Device based Perpetual model Volume licensing program and Box licensing

User based Subscrip>on model Individual, Teams, Enterprises and Educa>on licensing plans

Premise Licensing

Clou

d Licensing


Major Challenges

•  Legacy and new ETLA’s signed including Cloud;

how to understand what you are entitled to?

•  How to identify CC and traditional installations?

•  Technical support of different old and new versions

•  Cost control due to subscription pricing risk

•  Un-budgeted expenses due to the idea of not being at risk

anymore


What next?


Create a clear base line and understand how much you use Cloud Determine how to plan your future Adobe soLware usage

Things to Consider

-  Agreement understanding -  Where to find your licenses

-  Distinguish perpetual & Cloud installations (devices/users)

-  Vendor information for tracking is unclear (cloud/bundling)

Entitlements

Deployment & Use

-  With perpetual licenses, the future is clearer

-  With Cloud subscriptions, all software should be updated at the same time

Determine future usage


Understand your baseline and future plan

Track & monitor Adobe software usage and improve cost insights Comply with Adobe license agreements and reduce audit- and unbudgeted true-up expenses Understand your future usage plans and optimize your negotiating with Adobe

How to address your specific need and benefit?


Common Misunderstandings

& Issues

Not cooperating or delaying an

Adobe audit is ok!?

no more audits, so no more

complications, right?

End –users being re- active in terms of

understanding the impact of

On-premise and cloud

End- users not (too late) active/

pro-active to unsderstand their Adobe entitlements

We are now using a discovery Tool,

so we have full control


Common Misunderstandings

& Issues

It’s all in the details: No clarity on the real license entitlements No clarity on the real license deployment and licensable usage No clarity will trigger Adobe to still understand your estate


Ingredients for Audit Defense


Start of an Adobe Audit

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In Agreements; Clause 7. Verifying Compliance

•  § Program Member shall ensure that it, and its Affiliates not separately enrolled, maintain systems and/or procedures sufficient to ensure

an accurate record of the number of copies of the Software that have been installed and shall retain such record for two years after termination or

expiry of this Agreement.

§ Adobe may, at its expense, and no more than once every 12 months, appoint an independent third party, or Adobe’s internal auditor, to

verify the number of copies of Adobe Software Products in use by Program Member and its Affiliates not separately enrolled.

§ If the verification discloses a shortfall in Licenses, Program Member shall immediately acquire any necessary Licenses and, if the

underpaid fees exceed five percent of the value of fees paid by Program Member for the Licenses, shall pay Adobe’s reasonable costs of

conducting the verification.



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In EULA; 13. Compliance with Licenses. •  If you are a business, company or organization, you agree that upon request from Adobe or its authorized representative

you will within thirty (30) days fully document and certify that use of any and all Adobe software at the time of the request is

in conformity with your valid licenses from Adobe.

EULA is product and version depending. •  Some older Macromedia clauses do have an audit clause, however Adobe after the acquisition tried to not use those in

products onwards


Wait a minute: Adobe stopped their audits, right?! NOT Correct! - Adobe discontinued the Adobe LCP - and how about BSA and the new Adobe Customer Success Management department? Being subscribed under the VIP cloud model, Adobe's Creative Cloud licensing model may change the nature and complexion of its audits significantly. Using Cloud services gives Adobe much greater control over the use of its software. However this does not mean, that there will be no audits for organizations that use the VIP model. “Adobe states that "software managers will need to identify which installations are part of the Creative Cloud and which are installed traditionally.” Usually companies have both legacy traditional licensing as well as cloud subscriptions and hence a mixed licensing environment. One can expect Adobe to look for a range of non-compliance issues, such as incorrectly installed images, excessive administrative access by users and an check if you have an adequate SAM program.

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Start of an Adobe check

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BSA, CSM Adobe Sales Historical metrics, purchase date, renewal dates,

etc.

Events like Mergers &

acquisitions

License Compliance Risk analysis includes multiple parameters

BSA, Customer Success Management Team


Focus on Genuine Software

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Notification letter to your CIO and/ or CFO

Adobe License review = Adobe license audit!

Single point of contact 4. Contact 2. Adobe License review

1. Notification Letter Objective to determine

compliance issues ($) and cross / upsell opportunities

Kick off meeting or call 3. Determine issues 5. Kickoff meeting


Graphic design software:

Adobe Photoshop, Adobe Lightroom, Adobe InDesign, Adobe Illustrator, Adobe Fireworks, Adobe Acrobat

Web design programs

Adobe Dreamweaver, Adobe Contribute, Adobe Muse, Adobe Flash Builder, Adobe Flash Catalyst, Adobe Flash, and Adobe

Edge

Video editing and visual effects

Adobe Premiere Pro, Adobe After Effects, Adobe Prelude, Adobe Spark Video

Audio editing software

Adobe Audition, Adobe Soundbooth

eLearning software

Adobe Captivate Adobe Presenter Video Express

Adobe’s Compliance Product focus


Adobe’s Compliance No Product focus

Digital Marketing Management Software

Adobe Marketing Cloud, Adobe Experience Manager (AEM 6.0), Mixamo

Server software

Adobe ColdFusion, Adobe Content Server and Adobe LiveCycle Enterprise Suite, Adobe BlazeDS

Formats Portable Document Format (PDF), PDF's predecessor PostScript, ActionScript, Shockwave Flash (SWF), Flash Video (FLV), and Filmstrip (.flm)

Web-hosted services

Adobe Color, Photoshop Express, Acrobat.com, and Adobe Spark


Execution of an Adobe Audit License Inventory Report

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License Inventory Report


Execution of an Adobe Audit

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License Inventory

Adobe does not facilitate any tools

Hardware Discovery

1. Hardware Discovery



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License Inventory

Adobe’s xls sheet with Adobe product footprints .depending on your availability of discovery tools and/or ability to find all deployments

Software Inventory


2. Software Inventory



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License Inventory

Adobe does not provide insights on how to distinguish on-premise vs cloud installations, nor point products vs bundles.

Software Configuration



3. Software Configuration



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License Inventory

Usage Determination




4. Usage Determination

Adobe does not facilitate any tools



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License Inventory

•  company file •  hosting or not •  Procurement locations & languages •  geographical deployment •  etc.

Other Items




4. Usage Determination

5. Non-System Data


Adobe is not auditing anymore! Why should you care about being

compliant?


Being pro-active enables you to achieve better results!

-  Adobe Compliance Policy ( 30 days policy) -  For your own cost control and budgeting

purposes

Commercial Resolution Negotiating more suitable agreement and conditions

Adobe- Final Report

Adobe Sales


Make sure that you understand before

the data is collected:

WHY is this data collected

WHAT data will be collected

WHERE is this data collected

from?

HOW will this data be used?


Ensure you know what will happen :

What will Adobe do with the collected data? Where will Adobe store the collected data? Who can access the data collected by Adobe?

Under Audit? Things to consider …


What to do to let things run smoothly

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Quick Risk Assessment Internal Governance, Communication and Escalation Model

Data sharing within your company

Do your own research before (and during) the audit!


Best Solution to tackle an Adobe Audit

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Regular internal reviews Pro Active

Mitigate Risk HOW?

Be pro-active and take the control yourself. Don’t wait until you get audited by Adobe.

Perform regular internal license reviews. Determine your license compliance position.

Mitigate financial operational and legal risk.


Time for a little Quiz….

1.  Call out 5 different sources (systems, documents) that should be understood and maintained in order to understand your real Adobe entitlement(s)

2.  Call out as many different Adobe Licensing Programs you can acquire licenses through


Time for the winner(s)


Further reading on www.b-lay.com

Do you want to know more about different related license management topics? please read our white-papers: http://white-paper.b-lay.com/

A Quick Guide to Adobe Licensing -‐ Free E-‐book Further reading about Adobe®, Oracle® and MicrosoL® Licensing, Audits and SAM Engagements


If you are in need of extra expertise and a structured approach, feel free to contact b.lay. We will help you make software compliance an exciting opportunity to improve your business!

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b.lay The License Management Company Effective use and management of software assets

b.lay was founded with the simple philosophy that at the core of the software asset management process there must be a consistent, well structured and reliable record of the facts. Our goal is to be innovative and to realize long term concepts that provide clarity and tangible benefits to our clients whilst keeping an open mind by learning from others and staying true to our personal beliefs.

Simplify License management

b.lay Solutions b.lay solutions help your business to discover the opportunities to be gained through the effective use and management of software assets. We offer a range of practical solutions and a logical combination of services and software that enable you to take control of your software assets. Our clear-cut and practical procedures are cost effective and benefit from rapid and agile implementation. We convert the fog of complexity into a few simple steps and can help you identify opportunities for consolidation and optimization.


b.lay The License Management Company If you are in need of extra expertise and a structured approach, feel free to contact me!

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www.b-lay.com

[email protected]

Follow me on LinkedIn

Follow b.lay on LinkedIn

Maliebaan 79, Utrecht

https://nl.linkedin.com/in/patrickdeveer

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on-premise software is dead, long live cloud!?! adobe audit defence: patrick de veer – b.lay...

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