The ITAM Review UK Conference 2016 The ITAM Review US Conference 2016

The ITAM Review UK Conference 2016

License Entitlement Administration Where to look at and where to start?

Workshop

Richard Spithoven

The ITAM Review UK Conference 2016

ISO/IEC  19770-­‐3:2016

•  ISO/IEC 19770-3:2016 establishes a set of terms and definitions which may be used when discussing software entitlements (an important part of software licenses)

•  It also provides specifications for a transport format which enables the digital encapsulation of software entitlements, including associated metrics and their management.

•  But do YOU know what specific contractual documents and sources of information (specifying the different terms and conditions that should be taken into account) are out there and should be administered, understood and maintained to really understand what you are entitled to use?

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Market challenges •  Companies struggle to find, administer and understand all the relevant sources

of information that are needed to understand the real software entitlements.

•  Understanding the contractual details and sharing them to the people who need to know the terms & conditions is a challenge.

•  Keep track of the changes over time is not easy without having a single overview.

•  Compliance issues can only be avoided (“Cost Avoidance) by having the right contractual information at hand.

•  Costs savings related to software that is not being used (shelf-ware) can only be achieved, in case a complete and accurate insight of the costs related to software is available.

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Example: Oracle Entitlements

OF OLSA

SR

SP1 PD 10g BP

SR SR

SP2 PD 11g

SR SR

Time

In  order  to  understand  what  your  real  license  en@tlements    are,  a  number  of  documents  and  sources  need  to  be  reviewed,  analyzed,  understood  and  maintained    on  a  regular  basis.        These  sources  include:    •  Order  Form        (OF)    

•  License  Agreement      (OLSA,  SLSA  or  OMA)    

•  Support  Renewals        (SR)  –  Subject  to  change  

•  Support  Policies        (SP)  –  Subject  to  change  

•  Program  Documenta@on      (PD)  –  Subject  to  change    

•  Online  License  Documents    (BP)  –  Subject  to  change  

•  Online  License  Guidelines            (BP)  –  Subject  to  change  

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Example: Oracle Entitlements •  Ordering Documents

Ø  Order Forms, Purchase Orders Ø  Partnering Ordering Documents

•  License Agreements

Ø  Software License & Services Agreement (SLSA), Ø  Oracle License and Services Agreement (OLSA) Ø  Oracle Maser Agreement (OMA) Ø  Master or Frame Agreement, including potential Amendments Ø  Oracle Binary Code License Agreement for the Java SE Platform Products Ø  OTN Developer Agreement

•  Support Maintenance Renewals

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Example: Oracle Entitlements •  Oracle Program Documentation

Ø  URL: https://docs.oracle.com

•  Technical Support Policies Ø  Oracle Technical Support Policies, Oracle Lifetime Support Policies

•  Online Licensing Documentation Ø  e.g. Processor Core Factor Table & Application Licensing Table

•  Online Licensing Explanation Documentation Ø  e.g. Database Licensing Guide, Fusion Middleware Licensing Guide

•  Assignment Document(s)

•  Legal Name Change Document(s)

•  Termination Letter(s)

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Workshop

•  Split up in four different teams •  Team 1 : Microsoft •  Team 2 : SAP •  Team 3 : Vmware •  Team 4 : IBM

•  Discuss and define together, what specific contractual documents and/or online sources of information should be taken into account to understand your real Microsoft, SAP, Vmware and IBM entitlements.

•  Present back to the whole group what contractual documents and/or sources of information have been identified.

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Microsoft •  License Agreements

Ø  e.g. Parent Agreement or Services Provider License Agreement

•  Agreement Programs Ø  e.g. Enterprise Agreements or Microsoft Products and Services Agreement

•  Product Guides Ø  Product Licensing Guides Ø  Product Terms (Product Usage Rights)

•  Program and Services Guides Ø  e.g. Online Services Terms and Services Provider Use Rights

•  Proof of Purchase Ø  e.g. invoice, box

•  Other sources of information Ø  e.g. Certificate of Authenticity or Microsoft License Statement

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SAP

•  SAP On-Premise Software Ø  e.g. Software Use Rights, Services GTC and On Premise GTC

•  SAP Cloud Contracts Ø  e.g. Cloud Service Description, Order Forms and Data Processing Agreements

•  SAP Partner Edge Ø  e.g. Distribution Agreement and End User License Agreement

•  SAP Partner – Other Partnerships Ø  e.g. OEM Agreements and Platform Application Development Agreement

•  Other Documents Ø  e.g. CAE Services and Consulting Services (supplements)

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VMware •  Ordering Documents

•  License Agreements Ø  End User License Agreement and Service Level Agreement

•  Agreement Programs Terms Ø  Volume/Enterprise Purchasing Program and Enterprise License Agreement

•  Product Guides Ø  e.g. Technical Whitepapers

•  Technical Support Documents Ø  Support and Subscription Services and Lifecycle Product Matrix

•  Other Documents Ø  e.g. Amendments and VMware Compatibility Guide

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IBM •  Standard Agreements

Ø  e.g. IBM Customer Agreement and End User License Agreement Ø  e.g. Passport Advantage Overview (additional source)

•  Base Program License Agreements Ø  e.g. IBM Client Relationship Agreement and International Product License

Agreement

•  Software Maintenance Ø  e.g. International Agreement for Acquisition of Software Maintenance

•  Enterprise License Agreements Ø  (International) Enterprise Software & Service Option (ESSO/iEsso)

•  Other Resources Ø  e.g. License Information Documents, Software Announcement Letters and

Online Sources

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How to manage all these sources?

•  Build a single structured repository with relevant documentation per

vendor (current and history) •  Bring all different sources together to get the most accurate entitlement •  Ensure a transparent and up to date entitlement administration •  Create an overview of upcoming renewals and timely alerts •  Be able to compare to vendor records to avoid any mismatch and

discussions with your vendors •  Involve your teams to complement the records and have the most

accurate view

The ITAM Review UK Conference 2016

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The ITAM Review UK Conference 2016

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Questions?

The ITAM Review UK Conference 2016

The ITAM Review UK Conference 2016

Thank You