Framing the challenges with current licensing models Background Environment Virginia Tech’s Approach Opportunities for Consortia contracts

Bloodthirsty License Agreement This is where the bloodthirsty license agreement is supposed to go, explaining that Interactive Easyflow is a copyrighted package licensed for use by a single person, and sternly warning you not to pirate copies of it and explaining, in detail, the gory consequences if you do. We know that you are an honest person, and are not going to go around pirating copies of Interactive Easyflow; this is just as well with us since we worked hard to perfect it and selling copies of it is our only method of making anything out of all the hard work. If, on the other hand, you are one of those few people who do go around pirating copies of software you probably aren't going to pay much attention to a license agreement, bloodthirsty or not. Just keep your doors locked and look out for the HavenTree attack shark. Honest Disclaimer We don't claim Interactive Easyflow is good for anything -- if you think it is, great, but it's up to you to decide. If Interactive Easyflow doesn't work: tough. If you lose a million because Interactive Easyflow messes up, it's you that's out the million, not us. If you don't like this disclaimer: tough. We reserve the right to do the absolute minimum provided by law, up to and including nothing. This is basically the same disclaimer that comes with all software packages, but ours is in plain English and theirs is in legalese. We didn't really want to include any disclaimer at all, but our lawyers insisted. We tried to ignore them but they threatened us with the attack shark (see license agreement above) at which point we relented. A “Real” Software License Agreement

Framing the challenges with current licensing models Background Environment Corporate Model Well known machines Centrally administered - Users generally do not have permissions to install software Perimeter firewall with significant controls Generally one type of user Limited number of software packages

Framing the challenges with current licensing models Background Environment University Model University owned and student machines Distributed administration – some central administration in certain sub-units, some up to the end users No perimeter firewall or one with minimal controls Faculty, staff, students, visitors, retirees, etc. – many different types of users Lots of different software packages, some used across the institution, some very specific sets of users

Framing the challenges with current licensing models Background Environment Traditional Licensing models Concurrent Named user Device Volume Site

Framing the challenges with current licensing models Background Environment Unique limitations “Notwithstanding any terms of the Agreement to the contrary, Academic Program(s) may be accessed and used by Licensee at the Designated Site or any other location within a 50 mile radius of the Designated Site, provided that such location is within the same country as the Designated Site. Such limitations apply to any access and/or use of the Academic Program(s), including, but not limited to, access via a VPN connection or through license borrowing.”

Framing the challenges with current licensing models Background Environment Cloud Computing and Other virtual computing Utility computing IaaS Platform as a Service PaaS Cloud based end user applications SaaS

Virginia Tech’s Approach History The Software Distribution Office began in 1994 distributing WordPerfect licenses to the campus. Student Software distribution was added in 1998 to handle software sales to Engineering freshmen. A network software server was setup in 2003 to distribute software to students and departments.

2010 Organization of Software Distribution Presently Software Distribution is organized and funded as 2 separate entities under one roof Departmental Software Student Software—Auxiliary Serving 35,000 faculty, staff, and students Sales of over $2.3 million annually Providing hundreds of application titles

Departmental Software Provides software at discounted prices, and for certain titles, at no cost to departments Software distributed by Dept. Soft. includes applications purchased through major contracts or site licenses (e.g., Microsoft Select or Campus Agreement contracts) and any software that can be obtained at quantity discounts

Student Software Student Software is organized as a auxiliary It was primarily organized to provide software for the Engineering Software Bundle Distributes software to other students, primarily Microsoft Campus Agreement, and faculty and staff personal sales for products they are eligible for – e.g., MS Select products Student Software only handles software that is specifically requested to support an academic program and can be offered to the students is at a price that is significantly lower than otherwise available, or is only available as an add-on to a current university contract – e.g., LabVIEW

Contract Management, Licensing & Billing This section of Information Technology Acquisitions (ITA) has the responsibility for managing the various contracts and licenses that are used for distributing software to Virginia Tech and the state of Virginia VT holds the VASCUPP contract for ESRI software

Contract Management, Licensing & Billing Handle all billing for both Departmental and Student Software Manages most of the technical aspects related to: Developing new distribution media/packages (e.g., reducing the SAS distribution from 23 CD’s to 1 DVD) Testing installs and developing installation instructions Creating and Managing license codes (e.g., creating the yearly Matlab and LabVIEW keys that will terminate on a certain date to help us manage our licenses)

Software Distribution -Technology An Oracle database is used to store all product and licensing information for departmental and student software

Software Distribution -Technology An Oracle database is used to store all product and licensing information for departmental and student software 4300 product titles and 200,000 licenses for faculty & staff 410 products and 60,000 individual students who have obtained licenses

Software Distribution -Technology Web applications are used for point of sale transactions for students and data entry for departments

Software Distribution -Technology Web applications are used for point of sale transactions for students and data entry for departments

Software Distribution -Technology Web applications are used for point of sale transactions for students and data entry for departments

Software Distribution -Technology A document imaging system is used to store critical documents for both systems.

Software Distribution -Technology Student products are barcoded to help maintain control of inventory. Each student license is uniquely identified and tracked.

Software Distribution -Technology Microsoft Bundles distributed to 6000 incoming students during Orientation During fall student check in, a web ordering system is available for students to place orders for pickup at Torgersen Bridge. Approximately 3000 students are served in the first week of class.

Software Distribution -Technology Fund transfers are automated: Student purchases are automatically added to the student’s bill through the Bursar’s office; no cash handling is involved. Department purchases are processed through Hokiemart and billing is transferred electronically to the Controller’s office.

Software Distribution -Technology Network Software Server - Seven years ago our office took over a software server operated by the College of Engineering Several needs became evident as we looked at managing and redesigning this system

Software Distribution -Technology We needed a way to: Control access to each user of the system based on the software purchased or affiliation with the University Provide “clickable” license agreements to meet vendor contractual requirements Securely distribute software activation keys to appropriate users Distribute large software images in a timely way without taxing the network Make the process as simple as possible for end users

Software Distribution -Technology The result is the network software server

Software Distribution -Technology At login, each user is presented with a unique list of software based on their university credentials and license purchases

Software Distribution -Technology Provide “clickable” license agreements to meet vendor contractual requirements

Software is available as a Windows network share or a Direct download Software Distribution -Technology

Software is available as a Windows network share or a Direct download Software Distribution -Technology

A set of access rules controls access to each share. These rules use attributes from the: The VT University directory or ED-ID Software sales records The university administrative Banner software User roles in the network software application The rules are stored and edited in an Oracle table Software Distribution -Technology

Total Software server Connections – mounts and downloads

NSRLPK NSRLFK KEY VALUE OR VT Employees ___eduPersonAffiliation___ VT-EMPLOYEE-WAGE ___eduPersonAffiliation___ VT-EMPLOYEE-STATE Software Distribution -Technology Access rule in Oracle Access rule displayed in a web tool Access rule in print form

Software Distribution -Technology Example ruleset for university departments

Software Distribution -Technology Example ruleset for graduate students

Software Distribution -Technology Example ruleset for graduate students – expanded view

Software Distribution -Technology Example ruleset for graduate students – second expanded view

Software Distribution -Technology

Software server tools View a share ruleset Lookup student or staff activity Software Distribution -Technology

Software server tools View a share ruleset Lookup student or staff activity Report suspicious activity Test each VT PID and the PID’s software access Troubleshoot a users access and view the rules which allow or deny access Software Distribution -Technology

Framing the challenges with current licensing models Success stories ESRI Virginia Higher Education Contract National Instruments LabVIEW – VT Specific ANSYS distributed management concurrent license server Opportunities Wolfram Mathematica Others Challenge Different implementations/models at different institutions