1. Site License Advisory Team October 31, 2014 meeting

2. Agenda 1.OARnet and VMware: reseller options 2.Adobe Creative Cloud 3.Microsoft SQL 4.Microsoft O365 5.Qualtrics 6.Renewals and Upgrades 1.SAS 2.JMP 3.Maple 7.Autodesk 8.Red Hat 2

3. 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 3

4. 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 4

5. Adobe Creative Cloud: Details Total Spend: 5

6. 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 6

7. 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 7

8. 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) 8

9. 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 9

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11. 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 11

12. Possible Site License Qualtrics 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 12

13. Possible Site License Qualtrics 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. 13

14. 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. 14

15. MATLAB Network Codes 15

16. MATLAB Network Codes 16

17. 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 17

18. 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 18

19. 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 19

20. Red Hat Site Licensing is now actively assigning licenses –Place a request for access at software@osu.edu 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 20

21. 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 correspondencesoftware@osu.edu 21