ITAM Review UK Conference 2016 License Entitlement Administration – Where to look at and where to start?: Richard Spithoven b.lay

1. The ITAM Review UK Conference 2016The ITAM Review US Conference 2016

2. The ITAM Review UK Conference 2016
License Entitlement Administration
Where to look at and where to start?
Workshop
Richard Spithoven

3. The ITAM Review UK Conference 2016
ISO/IEC
19770-­‐3:2016
• ISO/IEC 19770-3:2016 establishes a set of terms and definitions which may be
used when discussing software entitlements (an important part of software
licenses)
• It also provides specifications for a transport format which enables the digital
encapsulation of software entitlements, including associated metrics and their
management.
• But do YOU know what specific contractual documents and sources of information
(specifying the different terms and conditions that should be taken into account)
are out there and should be administered, understood and maintained to really
understand what you are entitled to use?

4. The ITAM Review UK Conference 2016
Market challenges
• Companies struggle to find, administer and understand all the relevant sources
of information that are needed to understand the real software entitlements.
• Understanding the contractual details and sharing them to the people
who need to know the terms & conditions is a challenge.
• Keep track of the changes over time is not easy without having a single overview.
• Compliance issues can only be avoided (“Cost Avoidance) by having the right
contractual information at hand.
• Costs savings related to software that is not being used (shelf-ware) can only be
achieved, in case a complete and accurate insight of the costs related to software
is available.

5. The ITAM Review UK Conference 2016
Example: Oracle Entitlements
OF OLSA
SR
SP1
PD
10g
BP
SR SR
SP2
PD
11g
SR SR
Time
In
order
to
understand
what
your
real
license
en@tlements
are,
a
number
of
documents
and
sources
need
to
be
reviewed,
analyzed,
understood
and
maintained
on
a
regular
basis.
These
sources
include:
• Order
Form
(OF)
• License
Agreement
(OLSA,
SLSA
or
OMA)
• Support
Renewals
(SR)
–
Subject
to
change
• Support
Policies
(SP)
–
Subject
to
change
• Program
Documenta@on
(PD)
–
Subject
to
change
• Online
License
Documents
(BP)
–
Subject
to
change
• Online
License
Guidelines
(BP)
–
Subject
to
change

6. The ITAM Review UK Conference 2016
Example: Oracle Entitlements
• Ordering Documents
Ø Order Forms, Purchase Orders
Ø Partnering Ordering Documents
• License Agreements
Ø Software License & Services Agreement (SLSA),
Ø Oracle License and Services Agreement (OLSA)
Ø Oracle Maser Agreement (OMA)
Ø Master or Frame Agreement, including potential Amendments
Ø Oracle Binary Code License Agreement for the Java SE Platform Products
Ø OTN Developer Agreement
• Support Maintenance Renewals

7. The ITAM Review UK Conference 2016
Example: Oracle Entitlements
• Oracle Program Documentation
Ø URL: https://docs.oracle.com
• Technical Support Policies
Ø Oracle Technical Support Policies, Oracle Lifetime Support Policies
• Online Licensing Documentation
Ø e.g. Processor Core Factor Table & Application Licensing Table
• Online Licensing Explanation Documentation
Ø e.g. Database Licensing Guide, Fusion Middleware Licensing Guide
• Assignment Document(s)
• Legal Name Change Document(s)
• Termination Letter(s)

8. The ITAM Review UK Conference 2016
Workshop
• Split up in four different teams
• Team 1 : Microsoft
• Team 2 : SAP
• Team 3 : Vmware
• Team 4 : IBM
• Discuss and define together, what specific contractual documents and/or online
sources of information should be taken into account to understand your real
Microsoft, SAP, Vmware and IBM entitlements.
• Present back to the whole group what contractual documents and/or sources of
information have been identified.

9. The ITAM Review UK Conference 2016
Microsoft
• License Agreements
Ø e.g. Parent Agreement or Services Provider License Agreement
• Agreement Programs
Ø e.g. Enterprise Agreements or Microsoft Products and Services Agreement
• Product Guides
Ø Product Licensing Guides
Ø Product Terms (Product Usage Rights)
• Program and Services Guides
Ø e.g. Online Services Terms and Services Provider Use Rights
• Proof of Purchase
Ø e.g. invoice, box
• Other sources of information
Ø e.g. Certificate of Authenticity or Microsoft License Statement

10. The ITAM Review UK Conference 2016
SAP
• SAP On-Premise Software
Ø e.g. Software Use Rights, Services GTC and On Premise GTC
• SAP Cloud Contracts
Ø e.g. Cloud Service Description, Order Forms and Data Processing Agreements
• SAP Partner Edge
Ø e.g. Distribution Agreement and End User License Agreement
• SAP Partner – Other Partnerships
Ø e.g. OEM Agreements and Platform Application Development Agreement
• Other Documents
Ø e.g. CAE Services and Consulting Services (supplements)

11. The ITAM Review UK Conference 2016
VMware
• Ordering Documents
• License Agreements
Ø End User License Agreement and Service Level Agreement
• Agreement Programs Terms
Ø Volume/Enterprise Purchasing Program and Enterprise License Agreement
• Product Guides
Ø e.g. Technical Whitepapers
• Technical Support Documents
Ø Support and Subscription Services and Lifecycle Product Matrix
• Other Documents
Ø e.g. Amendments and VMware Compatibility Guide

12. The ITAM Review UK Conference 2016
IBM
• Standard Agreements
Ø e.g. IBM Customer Agreement and End User License Agreement
Ø e.g. Passport Advantage Overview (additional source)
• Base Program License Agreements
Ø e.g. IBM Client Relationship Agreement and International Product License
Agreement
• Software Maintenance
Ø e.g. International Agreement for Acquisition of Software Maintenance
• Enterprise License Agreements
Ø (International) Enterprise Software & Service Option (ESSO/iEsso)
• Other Resources
Ø e.g. License Information Documents, Software Announcement Letters and
Online Sources

13. The ITAM Review UK Conference 2016
How to manage all these sources?
• Build a single structured repository with relevant documentation per
vendor (current and history)
• Bring all different sources together to get the most accurate entitlement
• Ensure a transparent and up to date entitlement administration
• Create an overview of upcoming renewals and timely alerts
• Be able to compare to vendor records to avoid any mismatch and
discussions with your vendors
• Involve your teams to complement the records and have the most
accurate view

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16. The ITAM Review UK Conference 2016
Questions?
The ITAM Review UK Conference 2016

17. The ITAM Review UK Conference 2016
Thank You