UBC Microsoft Campus Agreement: Comprehensive Software Benefits

1. UBC Wide Microsoft Campus AgreementMarch 2010

2. Products covered under MS Campus Agreement • Windows OS Upgrade • Note: still requires OEM version of OS (recommend cheapest versions e.g. Starter/Home editions) • Mac OS X covered • Office • Windows or Mac • Project • Visio • Windows Server Client Access License

3. Eligibility under Microsoft Campus Agreement • Costs based on # of FTE’s, not # of computers BUT: All UBC owned equipment/computers are covered • Ownership? No black and white answer. • Generally, a computer is UBC owned if it is • paid for using UBC funds • subject to UBC disposal rules • If employee gets to keep it, it should not be considered UBC owned • If computer is owned by another institution (e.g. Health Authorities/Hospitals) but operated by a UBC employee, it is not UBC owned and is not covered

4. Obtaining software • UBC departments can obtain the software from UBC IT Saturn file server. Dept Contacts? • Software cannot be given to individual faculty or staff to install at home. We must maintain control over these keys as they are multi-use. • Windows KMS server will be preferred method for activation • Limited Windows MAK key for special circumstances • UBC owned equipment located at an employee’s home, they must bring in and IT Staff install it for them

5. Your own agreement • If you want products added, you can enter into separate sub-agreement • Need 300 points to be eligible: • Products x FTE = total points • eg: Sharepoint CAL + config mgr CAL = 2 points 2 points X 150 FTE = 300 Points • We will arrange for Acrodex to contact you to set up the agreement

6. Preferred Vendor • Acrodex is the preferred vendor as a result of RFP • Offered preferred pricing on UBC Wide Campus Agreement, individual departmental agreements, and the overall Select agreement • Added to our existing Select agreement as well • You can use them or continue to use the other 2 vendors: Softchoice and SHI.

7. Cost of Software • No direct charge – cost for UBC-Wide agreement is centrally covered annually • Departmental sub-agreements for additional software, billed separately and directly by the vendor • Existing Software Assurance contracts will remain in place and must still be paid until 2012 • Home Use MS Office obtained directly from Microsoft with unique keys for a small fee ($10 - $40)

8. Home Use Program • MS Office only • Work-at-home license not available for Office (we opt for Home Use) • Employees are eligible if they have been assigned a UBC computer at work to do their job • Can be installed on one computer • Must be uninstalled when leaving university • Allows for personal use • Purchase directly from Microsoft website

9. Work At Home Program • MS Windows only • Employees are eligible if they have been assigned a UBC computer at work to do their job • Employees must sign a paper form and the form must be kept track of by the department (increased overhead) • Users must purchase a media set - no online site (increased overhead) • Does NOT allow for personal use • If user is no longer a UBC employee, Dept IT staff must ensure that Windows is uninstalled from the user’s personal computer • Thus will not be offered, recommend providing a UBC computer to employee

10. Benefits • Significantly reduced costs for core MS products • Legal license compliance for core MS products • Home Use Program and eLearning benefits • Gives the latest and some older versions to departments • All UBC owned computers are covered • Reduce overhead of purchasing/tracking

11. Beginning April 1 departments automatically covered for the software on any UBC owned computer • Sys Admins contact site-license@it.ubc.ca to get access to Saturn • http://it.ubc.ca/software/msproducts/campusagreement.html • Contact Sean Lay for questions, sub agreements (sean.lay@ubc.ca)