Software Licensing Services

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Software Licensing Services

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Freeware licensing agreements allow the user to use the software freely at no cost. ... Open source licensing is similar to freeware. ... – PowerPoint PPT presentation

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Title: Software Licensing Services


1
Software Licensing Services
  • University of Florida

2
What is Software Licensing Services (SLS)?
  • Software Licensing Services is a service of the
    Office of Academic Technology. Our goal is to
    assist UF departments and colleges in obtaining
    software to be used by its faculty, staff and
    students. By organizing bulk purchase agreements
    and managing academic site licenses, the SODA
    Shoppe is able to obtain software applications at
    a low cost with the greatest benefits possible.
    Though most of the software is limited to
    university use, the SODA Shoppe does possess some
    licenses that can be used by faculty, staff and
    students at home.

3
How do we work?
  • We maintain a web site listing software licenses
    managed by our service and including those
    managed by other UF departments and colleges.
    http//software.ufl.edu
  • In conjunction with other department
    representatives, we organize the bulk purchasing
    agreements and research and implement software
    site licenses for the University of Florida.

4
How can you obtain our assistance?
  • Software Licensing Services will survey and
    research software pricing requests submitted
    through our on-line request form.
    http//software.ufl.edu/request.html
  • However, we do not necessarily attempt to
    negotiate licensing agreement for every software
    product. In many circumstances this is not
    realistic.

5
Three rules dictate our participation in a
software licensing agreement?
  • Rule One A request for the exploration of a
    software licensing agreement must come from a
    representative of a department or college within
    the University of Florida. We do not respond to
    inquiries made by vendors. To do so would create
    the appearance of a conflict of interest.

6
Three rules dictate our participation in a
software licensing agreement?
  • Rule Two We will only attempt to negotiate a
    licensing agreement if there is a sufficient
    saving to the university. Negotiations for one or
    two licenses for a savings of a few of dollars.

7
Three rules dictate our participation in a
software licensing agreement?
  • Rule Three Our service will assume the role of
    Site Licensing Manager of any license we
    negotiate if it is to the benefit of the
    university and the participants in the license
    agreement.
  • The participation of departments and colleges in
    our licensing agreements is strictly voluntary.
    However, each department participating in one of
    our licensing agreements is requested to
    designate a licensing representative for their
    department.

8
How is supervision and control over a license
managed by SLS?
  • Aside from monitoring applications with metering
    applications and restricting access to licensing
    authorization codes and files, we maintain two
    contracts within every department participating
    in one of other licensing agreements.
  • These two contacts are referred to as the
    Department Liaison and the Fiscal Contact.

9
What role does the Department Liaison play in our
licensing agreements?
  • The Department liaison is responsible for the
    software license within their department. This
    person will be our contact in regard to licensing
    issues such as product registration, upgrade
    announcements, renewals, order submissions, and
    the authorization of technical contacts within
    the department.
  • Violations of licensing rules and restrictions is
    brought directly to the Department Liaison. All
    media and software installation keys are will be
    sent to the Department liaison for internal
    distribution.

10
What role does the Fiscal contact play in our
licensing agreements?
  • The fiscal contact is the name of a fiscal or
    office employee that can assist SLS staff
    resolving any accounting issues and any order
    form inconsistances.

11
What is a software licensing agreement?
  • A software licensing agreement is a legal
    contract between the software buyer (users) and
    software manufacturer (and/or manufacturers
    reseller). The exact composition of the agreement
    varies. It is best to think of a licensing
    agreement consisting of three parts
  • The master agreement
  • The End User License Agreement (ELUA)
  • The software product.

12
Master agreement
  • Explains the conditions of sale. Generally, it
    explains the cost of acquiring the licensing
    agreement, the software being licensed, who can
    use the software, for what purposes the software
    can be used, the conditions of the maintenance
    contract and tech support services, and how the
    software can be installed and accessed by users.

13
End User License Agreement (ELUA)
  • The End User License Agreement (ELUA) explains
    specific rules and restrictions governing the use
    of the product being licensed such as the
    classifications of illegal usage and the
    termination of the users right to use the
    software, conditions of redistribution of the
    software, rules and restriction governing how the
    software can be incorporated into another
    product, and disclaimers of warranties.

14
Software product
  • The software product also brings implicit
    conditions of use and performance capabilities.
    The expectation that the software can perform
    under every circumstance and condition should not
    be a certainty. For example, Windows applications
    such as Microsoft Office and Microsoft Excel may
    not work with every product that can emulate the
    Windows operating system such as the Linux VMware
    and Win4L.
  • Also the manufacturer cannot guaranty that their
    software can work with all other software
    applications on a computer system. For example,
    we do not recommend that you run two virus
    protection applications such as Symantecs Norton
    AntiVirus and Network Associates VirusScan on
    the same computer system. If you do, you will
    soon find out that these two programs can clash
    and slow down your computer.

15
What are the most important issues to keep in
mind when purchasing software?
  • Never make a software purchase without knowing
    what your user base needs. This can be a costly
    mistake. Purchasing a maintenance agreement when
    it is not needed or purchasing the wrong license
    type of the software product can cost you more.
  • Clearly understand what you are buying. Make sure
    that the software will work under your current
    requirements and future requirements (if known).
    Know the software products limitations.
  • Read the Master agreement (if present) and the
    end user license agreement (EULA). Make sure
    that what you are buying is clearly written in
    the contract.
  • Never be rushed into making a purchase. In
    almost all cases, the vendor can wait for you to
    make an informed decision and their special
    discounts can wait as well.

16
What types of licensing agreements exist?
  • Licensing agreements come in many forms and the
    rules and restrictions governing the software
    they protect vary considerably. However, there
    are some general software licensing types. They
    are unofficially classified into four general
    types freeware, shareware, Open source,
    commercial and academic licensing. (Keep in mind
    that these descriptions are loosely defined and
    that the conditions of every license agreement
    regardless of classification should be clearly
    read.)

17
Freeware licensing agreements
  • Freeware licensing agreements allow the user to
    use the software freely at no cost. In most
    cases, the software can be distributed freely as
    well. However, it must be noted that free usage
    may be dependant upon a special condition such as
    The user may use this software at home free of
    charge for personal use. Commercial use requires
    a license.

18
Shareware licensing agreements
  • Shareware licensing agreements usually have a
    limit period of use. During this free period of
    use, the user is allowed to use the software
    without cost. However, at the termination of the
    free usage period, the user is required to buy
    the software or remove the software from the
    computer. In most cases, the software can be
    distributed freely as well. It should be noted
    that the installing and then reinstalling the
    software to continue use is usually considered a
    violation of the license agreement and should not
    be performed.

19
Open source licensing
  • Open source licensing is similar to freeware.
    Normally the software is free to use or there is
    a small charge to obtain the software on media.
    These software applications can be modified to
    the needs of the user as long as restrictions and
    conditions governing the use of the software and
    its development is adhered to. Open source
    licensing is based on the idea that all can use
    the programming code for their needs. Typically,
    Open source software relies on groups of
    programmers working together in organizations to
    maintain and develop the product.

20
Commercial licensing agreements
  • Commercial licensing agreements are seen all the
    time in stores and in volume (or bulk) licensing
    agreements. A vendor (or manufacturer) sells the
    software online or in a store. Development and
    sell of the software is a business enterprise.
    Anyone can buy the software and use it for their
    personal or business needs. The license
    agreement may cover multiple copies of the
    software. Redistribution of the product is
    forbidden. Microsoft, Corel, Mathsoft,
    Mathworks, and Symantec sell commercial software
    licensing.

21
Academic (site) licensing agreements
  • Academic (site) licensing agreements are
    specifically designed for the academic
    environment. Manufacturers normally extend
    special pricing to those in academia to encourage
    the use of their software. Licensing usually
    takes the form of Academic Volume Licensing
    Agreements (software is purchased in large
    numbers) or as Academic Site Licensing Agreements
    (unlimited use of the software for a set price).
    Commercial use is usually prohibited. However,
    academic research is allowed in most cases.

22
What are the benefits and disadvantages of
perpetual and lease licensing?
  • Before discussing the Pros and Cons of perpetual
    licensing vs. lease licensing, one must first
    understand most licensing agreements do not
    include the sell or ownership of the software
    rather the licensing agreement sells the right to
    use the software. So when we discuss perpetual
    and lease licensing agreements, we are
    essentially discussing the term of usage.

23
What is perpetual licensing?
  • Perpetual licensing is the purchased right to
    use a software product for an indefinite period
    of time with the proviso that the user abides by
    the rule and restriction governing the use of the
    software normally outline in the products End
    User license Agreement. Perpetual licensing cost
    more than lease licensing at its commencement.
    The upgrade or maintenance agreement for a
    perpetual license is usually lower than a lease
    license renewal.

24
What is lease licensing?
  • Lease licensing is the purchased right to use a
    software product for a limited period of time
    with the proviso that the user abides by the rule
    and restriction governing the use of the software
    normally outlined in the products End User
    license Agreement. Lease licensing cost less
    than perpetual licensing at its commencement. The
    renewal cost of a lease license is usually higher
    than a perpetual license renewal.

25
What are the benefits and disadvantages of
perpetual and lease licensing?
  • Perpetual and Lease licensing agreements are
    usually employed by software developers with
    large commercial application such as SAS, SPSS,
    Oracle and Microsoft. Normally there is no
    difference in the software being provided through
    each agreement. The only differences in these
    agreements are the cost and the term of usage.

26
To make an informed decision as to which license
agreement is best, one must find the answer to
the following questions
  • How many months or years is the software needed?
    If your software need has a short life span and
    the software will not be used after the need has
    end, then looking at a lease agreement is
    advised.
  • Will you require the most current release
    (version) of the software when it is made
    available buy the vendor? If your answer is No,
    then lease perpetual pricing may be best. If your
    answer is Yes, then you will need to know what
    the maintenance cost (upgrade cost) of a
    perpetual licensing agreement will be in the
    future. Term of use will play a deciding factor.
  • What are the life spans of the lease and
    perpetual licensing agreements?
  • What is the cost of a lease agreement and its
    renewal costs? What is the term of the lease
    agreement?
  • What is the cost of a perpetual agreement and its
    upgrade costs? What is the term of the Upgrade
    period (if any)?
  • What is your funding for the software? If you do
    not have enough funds to cove the initial
    purchase of a perpetual licensing agreement then
    a lease agreement may be the only option.

27
Cost Benefit Analysis
  • After you have gathered this information, then
    you will need to perform a cost benefit analysis
    to make a decision. This is easier than is
    sounds. For example lets take the following
    information about GOTCHA software and perform a
    simple cost benefit analysis.
  • The GOTCHA perpetual licensing cost for 100
    licenses is 25,000.00. The maintenance agreement
    has a year to year term and the maintenance fee
    is projected to be 2,500.00 (with a 15 increase
    in the maintenance fee each year).
  • The GOTCHA lease licensing cost for 100 licenses
    is 9,000.00 The leasing period is also a year to
    year term and the leasing fee is projected to be
    6,000.00 (with a 5 increase in the maintenance
    fee each year).

28
Cost Benefit Analysis
29
Cost Benefit Analysis
  • As you can see, only in the 6th year will the
    perpetual licensing agreement be better than the
    lease agreement. If the department did not
    require upgrades for the software, then the break
    even point in determining to choose perpetual
    licensing over lease licensing would be in the
    4th year.
  • Clearly, lease licensing is the best choice
    within a 4 year time frame and a good argument
    can be made for 5 years if you take into account
    the excess money spent on perpetual licensing in
    the first year. 15,000 could have been spent on
    other opportunities. Also, it is likely that the
    software company will change its pricing model
    within 5 years and you may have the opportunity
    to change to perpetual licensing.

30
What are the benefits and disadvantages of
concurrent (floating) licensing vs.
non-concurrent (node-locked) licensing?
  • Concurrent (or floating) licensing and
    non-concurrent (or node locked) licensing options
    refer to how a software license is installed and
    how many people can use the software at one time.
  • Concurrent (or floating) licensing allows the use
    the software on a network so that several
    workstations can access the program at the same
    time provided that the number of users never
    exceeds the number of licenses owned.
  • Non-concurrent (or node locked) licensing only
    allows the software to be installed on one
    computer system. The license cannot be shared.

31
What are the benefits and disadvantages of
concurrent (floating) licensing?
  • Concurrent licensing allows you to save money by
    buying the number of licenses equal to the number
    of simultaneous licenses used by the department.
    Usually a 4 to 1 or 3 to 1 ratio can be achieved
    though metering.
  • You can quickly add software to one of your
    computers without having to immediately buy new
    licensing.
  • Concurrent licensing requires that the
    network/licensing support group to run additional
    software to meter and limit the software. Many
    companies provide FLEXlm keys to those running a
    FLEXlm server and some companies provide their
    own metering software. In some cases, the
    metering software is left up to the end user to
    provide.
  • Closer supervision of the licensing is required
    to determine whether or not you are getting close
    to your licensing limit.
  • Since the software uses a server application to
    meter and limit usage of the software, your
    department runs the risk of the software not
    being available when network connectivity is
    lost. With stand-alone licensing this is not
    necessarily true.
  • If you have to provide metering software, then
    the cost of the metering software must be added
    to the overall cost of the licensing when
    comparing costs between Concurrent and
    non-concurrent licensing.

32
To determine whether or not it is best to buy
concurrent licensing or non-concurrent or
node-locked licensing, you will need to ask the
following questions of your Network/Licensing
Support group.
  • What type of metering software does the vendor
    provide?
  • If metering software is provided by the vendor,
    can and will your Network/Licensing Support group
    run the metering software? If the answer is No,
    then you must use node-locked licensing.
  • If metering software is not provided by the
    vendor, can and will your Network/Licensing
    Support group run some form of metering software
    for you? If the answer is No, then you must use
    node-locked licensing.
  • If you need to provide your own metering
    software, then you must perform a simple cost
    benefit analysis including the cost of the
    metering software to determine which licensing
    choice is best.

33
Cost Benefit Analysis
  • For example You need 50 copies of GOTCHA
    software for 50 computers. You believe that you
    can satisfy your licensing needs with 20
    concurrent licenses. The cost is 50.00 per
    non-concurrent (node-locked) license and 100.00
    per concurrent (floating) license. Metering
    software cost 100.00 for the server and 10.00
    per client that is installed on the workstation.
  • The following is a cost benefit analysis of the
    given information

34
Cost Benefit Analysis
35
Summation of Cost Benefit Analysis
  • As you can see in this example, a savings of
    50.00 can be realized by using concurrent
    licensing. However, one can make a strong
    argument that paying 50.00 extra would simplify
    matters greatly. Thus avoiding an over complex
    solution. However, if your licensing needs were
    to increase then the saving would increase from
    somewhere around 20.00 to 120.00 for every 3
    license purchased. Also your, ration would change
    from 3 to 1 to 4 to 1 licenses.

36
What is the purpose of a maintenance agreement
and when is purchasing one the best option?
  • There are three keys to deciding on buying a
    Maintenance Agreement.
  • One will your faculty and staff need the most
    current version of the software when it comes
    out?
  • Two what is the cost to upgrade the license
    should you not choose to buy a maintenance
    agreement?
  • How many times has the software developer
    upgraded the software?

37
Some software licenses managed by Software
Licensing Services
  • Statistical software SAS, SPSS, SigmaPlot,
    Minitab, and Amos
  • Mathematical software Maple 8, Matlab r12,
    and MathCAD
  • Architecture, Engineering, and Construction
    software AutoDesks AutoCAD Suite.
  • Production and Publishing software Adobe
    applications and StarOffice
  • Operating System licensing agreements The
    Compaq/Digital Campus-wide License Grant Program
    and the Sun ScholarPac Campus License and
    Maintenance Program.
  • Virus Protection software Virus Scan
    anti-virus software,
  • Connectivity software Hummingbirds
    HostExplorer, Starnets X-win32, SSH Secure Shell
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