Site License Advisory Team

October 31, 2014 meeting

Agenda

1. OARnet and VMware: reseller options2. Adobe Creative Cloud3. Microsoft SQL4. Microsoft O3655. Qualtrics6. Renewals and Upgrades

1. SAS2. JMP3. Maple

7. Autodesk8. Red Hat

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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

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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

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Adobe Creative Cloud: Details

• Total Spend:

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Year 1 Year 2 Year 3Total Cost for Adobe $449,112.60 $516,758.00 $516,758.00FTE 24613.2 24613.2 24613.2Cost per FTE $18.25 $21.00 $21.00

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

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First Year Compare Spend Difference SpendDepartment Hist percent Hist Spend FTE Count FTE Spend (FTE-historical) VarianceArts and Sciences 10.97% $50,170.92 2789.0 $50,890.45 $719.52 -1.43%

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

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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)

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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

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College/OfficeBalanced

pricing

Arts and Sciences $15,534.73Fisher College of Business $36,555.34Coll of Food,Agr,Envir Science $10,000.00Coll of Education & Human Ecol $9,372.86College of Engineering $44,167.91College of Nursing $2,297.36College of Pharmacy $1,658.59College of Social Work $1,533.92College of Dentistry $2,388.26College of Law $1,516.56College of Medicine $30,274.91College of Public Health $1,337.45College of Optometry $807.33College of Veterinary Med $2,955.26OSU Alumni Association $5,815.08Ofc of Government Affairs $5,636.84Ofc of University Relations $6,296.89Board of Trustees $5,597.85Office of the President $5,667.48Office of Legal Affairs $5,756.60Office of Academic Affairs $60,000.00Ofc of Student Life $9,498.71Ofc of Health Sciences $9,717.79Health Sciences FGP $5,709.25University Advancement $12,000.00Ofc of Business and Finance $12,000.00Athletics $12,000.00Senior VP Admin & Planning $8,707.77Senior VP-Executive Officer $6,171.56Lima Campus $6,878.57Mansfield Campus $7,125.23Marion Campus $7,599.28Newark Campus $13,954.91OSU Medical Center $48,628.89

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

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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

The Ohio State UniversityFY12 - FY14 SpendSurvey Tools

TotalRow Labels Sum of AmountQUALTRICS 498,954$ SURVEYMONKEY.COM 77,714$ ZOOMERANG 11,854$ SURVEYGIZMO 2,158$ Grand Total 590,680$

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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.

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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.

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MATLAB Network Codes

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MATLAB Network Codes

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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

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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

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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

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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

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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

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