software licensing management system “technology & infrastructure” kimberly j. mcclain ohio...
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Software Licensing Management System
“Technology & Infrastructure”
Kimberly J. McClainOhio University
Mgr., Infrastructure Support Systems, Computer Services
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
WordPerfect Licenses
Background at OHIO:
Late 2000, OHIO had “hodge-podge” systems for tracking software licenses
Statistical Software
Microsoft Agreement Student Sales
(Athens & Regional Campuses)
Microsoft Agreement University-Owned Machines
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
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
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
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”
“Through 2008, 30% of large enterprises will experience at least one on-site software audit per year.”
(Gartner, 01.11.06)
Ohio University was not prepared!!!
Is your university prepared?
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
History Loaded - Tables Populated
Products Table
Departments Table
Licensees Table
Order E-Mail (Pick-Up, Delivered, etc.)Date: Thurs, 20 Apr 2006 From: <[email protected]> To: <[email protected]> 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 #: 003757Item: Acrobat Pro 7.0 (Win)Media Qty: 1SN: 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 [email protected]
License Agreement Info.
Billing (End of Month)
Used to be keyed 3 times
Savings Report
<snip>
Billing Summary for April 2006
Billing (End of Month)Finance Form is auto-created that summarizes all the sales for the month
Billing E-Mail (details sent to bum)Date: Mon, 1 May 2006 09:48:35 -0400 From: <[email protected]> To: <[email protected]> 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 [email protected] or 597-8000.
Thank you,Computer Services
Apr 2006_010-0000-21010-314000-000000000.pdf
April 2006
04/20/06 Candice MorrisCandice Morris
Other Features – Software Licensing System
Licensee Report
Licensee Report - continued
New Software Versions (Subscription/Maintenance)
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
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
Benefits:
Centralized Database
Audits
Efficiencies
Savings $170,000 per year
Web Site:
www.ohio.edu/software
Software Licensing Management System
Web Analyst/Programmer:
Nicolae Leu
