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Balancing Agency Software Supply and Demand Using Enterprise License Consolidation

This article discusses how the Enterprise Licensing Management Team (ELMT) helps the OCIO/EPMD in managing agency enterprise licensing, including license consolidation, pricing, and seat management.

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Balancing Agency Software Supply and Demand Using Enterprise License Consolidation

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  1. Balancing Agency Software Supply and Demand Using Enterprise License Consolidation Michael Mudgett August 18, 2010

  2. Enterprise LicensingManagement Team The Enterprise Licensing Management Team (ELMT) provides support to the OCIO/EPMD for the development, implementation, and management of Agency Enterprise Licensing. The team maintains all Licensing, Contract Consolidation Initiatives (CCI), Economy of Scale (EoS) pricing, and Seat Management activities for selected software. Tasks and objectives include: • Develop Business Case analysis for potential transitions to ELA’s • Establishment of new Enterprise License Agreements • Management of Enterprise License Agreements • Establish ELMT Administrative Infrastructure • Process the transfer of a license from/to agency organizations • Support the procurement of additional licenses • Periodic Software License validation audits • Reconcile vendor maintenance invoices and payment coordination • Tracking licenses that have been phased out in lieu of participation in an Enterprise License Agreement, but are still Agency owned and available to NASA centers Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  3. ELMT Roles & Responsibilities ITAMs/APM POC’s • Primary Center Contacts for ELMT • Validate Center Requirements • Monitor Center Requirements & Orders • Hands-On Discovery During Pre-Transition Phases • Identify Support Contract held software • Alert ELMT of Center License Issues • Identify potential “Enterprise” Software ELMT • COTR Responsibilities • Contract Management (NSSC Procurement) • License Management • Software Procurement Facilitation (Order Consolidation) • Quarterly Reporting (by center by product) • Costs (Current and Projected) • Densities • Ongoing Vendor management Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  4. ELMT Process Flow Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  5. Program Timeline • FY2008 Actions • Summary Investment Business Case (SIBC) approved March 2008 • OCIO and NSSC initial funding for 2008 & 2009 • Transition of Oracle, SAP, and FileNet • FY2009 Actions • Maximo ELA • WindChill maintenance renewal $3.8M • MSC (CAE) Software ELA • Cullimore & Ring (CAE) maintenance renewal $200K • CyberFEDs • New Actions in FY2010 • ELMT direct chargeback service FY2010 • ESRI, GIS Software • WindChill & ProE ELA • MSC • Oracle EL modifications, additional Oracle product line Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  6. Program Constraints • ELMT is a fee for service function • No mandate • Requires a value added, cost avoidance, or savings • Funded for ELA Procurements • ELMT does not budget or fund agency licenses or applications • Users set requirements and funding • Forward funding of ELA determined by users • Huge growth potential limited resources • 2 FTE/2 WYE supporting Operations and new business • No agency Discovery tool • No agency Software Asset Management (SAM) tool • More than $30M annual procurements identified for potential ELA • ELMT Chargeback • Centers & Missions pay operational expense • Flat fee based on license quantities • Other models being considered, revised Business Case Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  7. Ongoing Business/Issues • Maximo ELA • Using SEWP vehicle for requirement of additional 200 licenses • IBM error in applying 2010 ELA payment, notifying SEWP • Follow-up meeting with IBM Federal VP, KSC CIO, OCIO to discuss Maximo licenses under the USA contract • Oracle • Completed annual renewal and certification • Negotiated removal of “spares pool” licenses, $250K annual cost • Seat Management • Review activities with CIO on potential pilot • Communications • Facilitate bi-annual ITAM F2F Meetings • LaRC & KSC 2009, ARC & HQ 2010 • ELMT Webpage complete • Using NASA Wiki for team coordination • Need Mission/Program representation • Need updated ITAM charter Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  8. Contract Management Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  9. ELMT New Business • ERSI, GIS Software ELA • SII funded initiative to enhance application • Center surveys received and reviewed • ELMT activities being reviewed with sponsor and OCIO • ICAM Program • RSA Tokens and Entrust (PKI) Licenses • Projects completed Agency procurements for 2010 • Centers responsible for licenses moving forward • ITMB reviewing ELMT opportunity • ELMT license management could result in $100K+ cost avoidance • WindChill • Contract renewal • Remedy • Cradle • Primavera • xWin32 Balancing Agency Software Supply and Demand Using Enterprise License Consolidation —2— August 18, 2010

  10. ELMT Website • Access available through NSSC Customer Service website • Current list of all existing ELAs • Current schedule of potential ELA business case analyses • Ability to submit ELA candidate recommendations • Frequently Asked Questions • Visit us at www.nssc.nasa.gov/elmt Presentation Title—10—March 5, 2010

  11. Questions? Presentation Title—11—March 5, 2010

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