Site License Advisory Team

1. Site License Advisory Team November 30, 2012 meeting

2. 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

3. Acrobat XI & Adobe Codes • Acrobat XI is now available on OCIO Self Service (http://go.osu.edu/it) • Codes for newest Adobe software product versions are available to SLSC’s through Self Service • Office 2013 is available on Self Service

4. 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 http://technet.microsoft.com/library/ee681792(v=office.15) and http://officepreview.microsoft.com/en-us/support/choose-the-32-bit-or-64-bit-version-of-office-HA102840825.aspx 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

5. New Microsoft Products for SLSC’s • Exchange 2013 becomes available today on Self Service (http://go.osu.edu/it) • 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

6. 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

7. 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

8. Other Upcoming Renewals • Sigmaplot • Codes expire in December • Codes now available via Self Service (http://go.osu.edu/it), 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

9. 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?

10. 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.”

11. 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.

12. Software Life Cycle Management Guide • OCIO maintains a Guide to help you through this: http://ocio.osu.edu/assets/Software/life-cycle-mgmt-guide.pdf 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.

13. 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.

14. So what if I have McAfee? • Please, tell me. (Mailing your info to software@osu.edu 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.

15. Questions/Comments • No meeting in December (it would be New Year’s Eve. . . No one wants a meeting then!) • Meetings resume January 31, 2013!