UBC Wide Microsoft Campus Agreement March 2010

Products covered under MS Campus Agreement  Windows OS Upgrade –Note: still requires OEM version of OS (recommend cheapest versions e.g. Starter/Home editions) –Mac OS X covered  Office –Windows or Mac  Project  Visio  Windows Server Client Access License

Eligibility under Microsoft Campus Agreement  Costs based on # of FTE’s, not # of computers BUT: All UBC owned equipment/computers are covered  Ownership? No black and white answer.  Generally, a computer is UBC owned if it is –paid for using UBC funds –subject to UBC disposal rules  If employee gets to keep it, it should not be considered UBC owned  If computer is owned by another institution (e.g. Health Authorities/Hospitals) but operated by a UBC employee, it is not UBC owned and is not covered

Obtaining software  UBC departments can obtain the software from UBC IT Saturn file server. Dept Contacts?  Software cannot be given to individual faculty or staff to install at home. We must maintain control over these keys as they are multi-use.  Windows KMS server will be preferred method for activation  Limited Windows MAK key for special circumstances  UBC owned equipment located at an employee’s home, they must bring in and IT Staff install it for them

Your own agreement  If you want products added, you can enter into separate sub-agreement  Need 300 points to be eligible: –Products x FTE = total points –eg: Sharepoint CAL + config mgr CAL = 2 points 2 points X 150 FTE = 300 Points  We will arrange for Acrodex to contact you to set up the agreement

Preferred Vendor  Acrodex is the preferred vendor as a result of RFP  Offered preferred pricing on UBC Wide Campus Agreement, individual departmental agreements, and the overall Select agreement  Added to our existing Select agreement as well  You can use them or continue to use the other 2 vendors: Softchoice and SHI.

Cost of Software  No direct charge – cost for UBC-Wide agreement is centrally covered annually  Departmental sub-agreements for additional software, billed separately and directly by the vendor  Existing Software Assurance contracts will remain in place and must still be paid until 2012  Home Use MS Office obtained directly from Microsoft with unique keys for a small fee ($10 - $40)

Home Use Program  MS Office only  Work-at-home license not available for Office (we opt for Home Use)  Employees are eligible if they have been assigned a UBC computer at work to do their job  Can be installed on one computer  Must be uninstalled when leaving university  Allows for personal use  Purchase directly from Microsoft website

Work At Home Program  MS Windows only  Employees are eligible if they have been assigned a UBC computer at work to do their job  Employees must sign a paper form and the form must be kept track of by the department (increased overhead)  Users must purchase a media set - no online site (increased overhead)  Does NOT allow for personal use  If user is no longer a UBC employee, Dept IT staff must ensure that Windows is uninstalled from the user’s personal computer  Thus will not be offered, recommend providing a UBC computer to employee

Benefits  Significantly reduced costs for core MS products  Legal license compliance for core MS products  Home Use Program and eLearning benefits  Gives the latest and some older versions to departments  All UBC owned computers are covered  Reduce overhead of purchasing/tracking

 Beginning April 1 departments automatically covered for the software on any UBC owned computer  Sys Admins contact to get access to   Contact Sean Lay for questions, sub agreements