Site License Advisory Team

November 30, 2012 meeting

Agenda

1. Acrobat XI & Adobe Codes2. New Microsoft Software3. Microsoft Campus Agreement Negotiations4. Software Renewals

1. SAS2. JMP3. Maple

5. McAfee End of Life and How To Retire Software

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

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

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

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

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

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

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?

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.”

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.

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 Retirement1. Removal of software must occur after a relationship

between user and University or area ends.A. Relationships may end when:

i. A customer disaffiliates with the University (employment termination, graduation, or other termination)

ii. A license agreement with a vendor is terminated.– When a relationship ends, sanitation of software should

begin immediately.

Software Life Cycle Management Guide (con’t)

2. Destruction of master media and publicationsA. Media and publications should be destroyed in a

manner that allows for tracking of destruction.3. Maintenance of records

A. Licensing agreements often indicate explicitly how long records must be kept after termination of the agreement.

i. University retention policies and software agreements should be used together to determine schedules.

B. Place all records on a retention schedule upon termination of an agreement, in line with licensing agreement requirements or University retention policies.

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.

Questions/Comments

• No meeting in December (it would be New Year’s Eve. . . No one wants a meeting then!)

• Meetings resume January 31, 2013!