Site License Advisory Team

1. Site License Advisory Team October 31, 2014 meeting

2. Agenda • OARnet and VMware: reseller options • Adobe Creative Cloud • Microsoft SQL • Microsoft O365 • Qualtrics • Renewals and Upgrades • SAS • JMP • Maple • Autodesk • Red Hat

3. OARnet and VMware • Additional resellers are being added for Vmware • Pricing & terms are the same • No spreadsheet ordering required • New licenses available, and the reseller will be able to renew any licenses purchased new • Renewal of current licenses still has to go through OARnet for now • Hopefully, these will be in eStores shortly

4. Adobe Creative Cloud • Funding options have been presented, and OSU Purchasing plans to go forward with a site-wide purchase, covering faculty/staff & student labs • Funding will be based on usage in the first year, moving toward a new model in year two • Three year contract • Expected completion: Dec. 1

5. Adobe Creative Cloud: Details • Total Spend:

6. Adobe Creative Cloud: Details • Funding: • We reviewed spending over the last three years to understand where it was • All areas appear to have some spend, even if minor • We took total spend, broke it down into percentages, and will be asking the departments to cover based on their real spend over time • Funding variance between usage and FTE is surprisingly small: usage mostly reflects size

7. Adobe Creative Cloud: Details • License: • Coverage: 100% Acrobat, 35% CreativeCloud • Percentages are based on # of computers, not number of FTE • Includes: • Acrobat for all University machines • Creative Cloud for Fac/Staff & Student labs • No cloud services (storage, etc.) • Deployment tools • $10/year home use for fac/staff

8. SQL License • Purchasing has finalized some of the pricing on this back to the departments • Reviewed usage and original agreed-to amounts • Aimed to keep low-use academic units at or under $10,000 (ASC is paying the most at around $15k) • Burden of purchase is on the administrative, back office departments and academic units who indicated a definite need (and agreed budget)

9. SQL License • To distribute the funding, we: • Reviewed and kept initial cost shares based on FTE • Adjusted academic usage by reducing student FTE in all departments and moving a percentage to admin units • Most departments not initially cost-sharing will see a cost under $10,000 to manage this license • Several departments are at the $1-3,000 mark

11. MS Office 365 • OSU Purchasing and OCIO are working together on this • Method of roll-out up to OSU Purchasing • We are working toward rolling out for students, faculty, and staff • Roll-out will be in steps, with student use being primary • OneDrive requires a security assessment

12. Possible Site LicenseQualtrics • Reviewed spend and usage information • Qualtrics is the preferred product • Pricing is around $90k for the site • Add-ons available: • Offline Application • File upload functionality • API access

13. Possible Site LicenseQualtrics • Questions and Answers: • What if my Qualtrics expires before we get this license? • Qualtrics has agreed not to end service due to a lapse in renewal as we work toward this (talk to me if this is a concern) • I have important ongoing surveys in Survey Monkey/Gizmo/etc. What about them? • We’ll review them on a case-by-case basis, but the intent is not to create a hardship. If we can’t migrate you smoothly, you will get to keep your license another year.

14. MATLAB Codes:Network Concurrent Licenses • Created a new workflow in Self Service for these codes • Codes still need to be created by hand, but this ensures correct information is collected • The workflow is available during normal MATLAB requests • During the request for MATLAB, the system will ask if it is a single machine, or a network server request, and allow you to fill in the information.

15. MATLAB Network Codes

16. MATLAB Network Codes

17. Renewals • SAS • Pricing may change: examining process on this • Codes expected in mid-Nov. (expiration warnings begin on Nov. 15, hard fail Dec. 30) • JMP • Licenses expire Nov. 30, codes expected in early Dec. • Sigmaplot • Licenses expire (hard fail) Dec. 31 • V. 13 in testing

18. Autodesk • Autodesk has changed their agreement • The product is “free for educational use” • Universities get allotments of the free licenses • SLS is looking to begin rollout for fac/staff/labs in November • Facilities use is no longer free • “Facilities Use” is any use that revolves around our facilities that is not done by a student or student employee learning a skill or engaged in a class

19. Autodesk • OSU has received new serial numbers and product keys for Autodesk 2015 • Previous version serial numbers may not work for new installations • v.2015 is available for Facilities use, per reseller • New versions of Facilities purchases will hopefully enter eStores

20. Red Hat • Site Licensing is now actively assigning licenses • Place a request for access at software@osu.edu • Include: • Red Hat Account Number • Red Hat Account Username • Number of copies you require • Agreement covers all support at the university • Takes about 48 hours to transfer licenses

21. Questions/Comments • Next meetings • (Tentative) December 1, 2014, 10 AM (due to Thanksgiving holiday) • April 15, 2015 – Second Annual IT Vendor Expo • April 16, 2015 – First Annual eStores Supplier Expo • Microsoft Azure day, Nov. 12 (location pending) • For SLS Questions, copy software@osu.edu with any correspondence