End-users are typically not ready for an Oracle audit. Either since a) end-users are not even aware of the fact that they are under License Audit since Oracle send them a request to do a License or Business Review, b) end-users think that they are covered since they have an Oracle Verified Tool in place or c) end-users underestimating the level of detail that is required in order to manage the complexity related to Oracle software licenses. Once such a License Audit is announced for the Oracle Database, Application server, Weblogic, SOA Suite, Siebel, JD Edwards, E-Business Suite or PeopleSoft programs is started, end-users should consider a number of things before starting with the audit. These considerations should include what (confidential) data is required to be collected during the audit and for what reason? How will the data be collected and can the collected data leave your premises? Which results are shared when and with whom from the vendors’s organisation? What is the performance impact of the Oracle Audit Tools proposed? What will the vendor do with the audit, where will it be stored and who can access the collected data? At the same time, end-user organisations should not be afraid about an audit from Oracle (or any other software vendor) and should focus on the best defence strategy: take the control yourselves! This can be achieved by performing regulated internal license audits in which the real entitlements (including all the terms and conditions of the related documentation like the program documentation) are compared with the real deployment and usage of the different software programs. End-users should prioritise software license management at C-level, in which the appropriate budget is made available for dedicated specialists/resources to manage the software assets in a proper way. From a management perspective its even rather strange that the average end-user does not have a dedicated (large engouh) budget available for the management of assets which typically contributes to 50-70% of the total IT costs within an end-user organisation

1. Presentation Richard Spithoven
OracleAuditAre you ready?

2. Presentation Richard Spithoven
Richard Spithoven
2013 – present
Director / Partner
b.lay, the license management company
2009 – 2013
REGINAL DIRECTOR
LMS Europe South
2005 – 2009
PRINCIPAL LICENSING CONSULTANT
Oracle EMEA
"Understanding the facts, enables you to make informed business decissions"

3. Presentation Richard Spithoven
Common misunderstandings & issues
What is an Oracle Audit
1. Start
2. Execution
3. Closure
Under an Oracle Audit?
- Things to consider
- Tips & Tricks
Best solution to tackle an Oracle Audit
Agenda

4. Presentation Richard Spithoven
CommonMisunderstandings & issues…

5. Presentation Richard Spithoven
Common Misunderstandings & issues …
Not cooperating or
delaying an
Oracle Audit is ok
!?
COLS Business
Review
≠ Oracle
License Review
≠ Oracle Audit.
End –users being
re-active in terms
of managing Oracle
licenses en
becoming (too late)
active/ pro-active at
the start of an
Audit.
We are now
using an Oracle
Verified Tool, so
we have full
control?
It’s all in the details:
- No clarity on the
real license
entitlements
- No clarity on the
real license
deployment and
licensable usage

6. Presentation Richard Spithoven
OracleAudit

7. Presentation Richard Spithoven
What is an Oracle Audit?

8. Presentation Richard Spithoven
Start of an Oracle Audit?

9. Presentation Richard Spithoven
Start of an OracleAudit
Acloser look at Oracle’s StandardAudit Clause
Upon 45 days written notice, Oracle may audit
your use of the programs. You agree to
cooperate with Oracle’s audit and provide
reasonable assistance and access to
information. You agree to pay within 30 days of
written notification any fees applicable to your
use of the programs in excess of your license
rights. If you do not pay, Oracle can end your
technical support, licenses and/or this
agreement. You agree that Oracle shall not be
responsible for any of your costs incurred in
cooperating with the audit.

10. Presentation Richard Spithoven
Oracle License
Management
Services (LMS)
Organizations are selected
for an audit by either:
. Oracle LMS
. Oracle Sales
License Compliance Risk
analysis includes multiple
parameters
(e.g. historical metrics,
purchase date,
mergers/acquisitions etc.)
Start of an Oracle Audit

11. Presentation Richard Spithoven
• “Notification Letter”
to your CIO and/or
CFO.
TWO
• Oracle License
Review = Oracle
LicenseAudit!
THREE
• Objective to
determine
compliance issues
($) and cross/upsell
opportunities ($)
FOUR
• Single Point of
Contact
Start of an OracleAudit
ONE FIVE
• Kick Off
Meeting / Call

12. Presentation Richard Spithoven
Execution of an OracleAudit Product Scope
JD Edwards
Siebel
E-Business Suite
Database
Database options
Database management packs
Application Server
Weblogic Server
SOA Suite PeopleSoft

13. Presentation Richard Spithoven
Execution of an OracleAudit
._ Oracle software programs
._ Order Nr’s/Order Dates
._ Support Start Date, End Date
._ License Metric
._ License Level
._ License Status
._ other
LicenseInventory

14. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
OF OLSA
SR
SP1 PD10g BP
SR SR
SP2 PD11g
SR SR
Time

15. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
Hardware Discovery1
._ Oracle Server Worksheet (*.xls)
._ CPU queries (OS Commands)
._ Screenshot of Virtual (VMware)
Infrastructure Client

16. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
Hardware Discovery1
Software Inventory2
._ Oracle Fingerprints
._ Oracle Discovery Tool (OMT)

17. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
Hardware Discovery1
Software Inventory2
Software Configuration3
Oracle Product Specific Queries:
._ Review Lite (Database, DB Options, DB Packs)
._ FMW Script (Weblogic, OAS)
._ Siebel Extraction Scripts (Siebel)
._ Audit Trail (E-Business Suite)
._ Remote Review Tool (JD Edwards)

18. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
Hardware Discovery1
Software Inventory2
Software Configuration3
Usage Determination4
Oracle Product Specific Queries:
._ Application Record Form (Database & Middleware)
._ Siebel Usage Tracking feature (Siebel)
._ Usage Based.sql (E-Business Suite)

19. Presentation Richard Spithoven
Execution of an OracleAudit
LicenseInventory
Hardware Discovery1
Software Inventory2
Software Configuration3
Usage Determination4
Non-system data5
Other items:
._ company file
._ hosting or not?
._ $ metrics
._ geographical
._ etc.

20. Presentation Richard Spithoven
Execution of an OracleAudit
Hardware Discovery1
Software Inventory2
Software Configuration3
Usage Determination4
ContractAnalysis
Non-system data5
Manual Data Gathering
& Analysis
T o o l i n g /
s c r i p t s

21. Presentation Richard Spithoven
Oracle LMS – Final Report
• Oracle Compliance Policy ( 30 days policy
• Back Support Fees
Oracle Sales – Commercial Resolution
Full details of Oracle’s Compliance Policy can be found through:
http://www.oracle.com/us/corporate/license-management-services/policy/index.html
Closure of an Oracle Audit

22. Presentation Richard Spithoven
Example:
End-user has 2 Processor licenses Oracle Database Enterprise Edition but is found to make use of 3 Processor licenses
Oracle Database Enterprise Edition for a period of 6 years:
List License: $ 47,500
List Support: $ 10,450
Standard Discount: 10%
Net License: $ 42,750
Net Support: $ 9,405
Back Support ( 6 years) 6 years x $ 9,405 = $ 56,430
Total Fees: $42,750 + $9,405 + $56,430 = $108,585
Why you should care, the cost of even ONE Processor license,
out of compliance?

23. Presentation Richard Spithoven
Thingtoconsider
Tips&Tricks

24. Presentation Richard Spithoven
UnderAudit? Things to consider…

25. Presentation Richard Spithoven
Under Audit? Things to consider…
IRM involvement (sensitive,
confidential data)?
Can data gathered
leave your
premises?
Which results
are shared
when, and with
whom from
Oracle Sales?
What is the performance
impact of the Oracle Audit tools
proposed?

26. Presentation Richard Spithoven
UnderAudit? Things to consider…
Make sure that you understand
before the data is collected
How
will this data
be used?
Why
is this data
collected?
What
data will
be collected?
Where
is this data
collected from?

27. Presentation Richard Spithoven
Enforce you know what will happen
with the data before you share it:
• What will Oracle do
with the data collected?
• Where will Oracle store
the data collected?
• Who can access
the data collected by Oracle?
UnderAudit? Things to consider…

28. Presentation Richard Spithoven
Quick Risk Assessment
• Share and manage the expectations towards C-level
Internal Governance, Communication and Escalation Model
• Oracle Project Team
• SPOC (Project Manager)
• Legal, Purchasing/Vendor Management, IT Depts, Outsourcer
• Steering Committee
• C-level / Members of the Board
Data sharing within your company (leaking results externally)
Do your own research before (and during) the audit!
What to do to let things run smooth?

29. Presentation Richard Spithoven
Bestsolutions

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Best Solution to tackle an Oracle Audit?
How?
Be pro-active and take
the control yourself
don’t wait until you get
audited by Oracle!
Perform regular
internal license
reviews
determine your license
compliance position
&
mitigate financial,
operational and legal
risks.

31. Presentation Richard Spithoven
Some take-aways…
Create an internal software
license management team of
multiple disciplines
(procurement, legal, DBA,
Infrastructure Managers,
Business Application Mangers,
Outsourcers) with C-level
sponsorship and review on a
regular basis:
Make software license
management a priority at C-level
and budget for the proper
software license management
practice, tailored to the specific
needs of your organization.
• your real license
entitlements (incl. OD,
OLSA, SR, SP, PD, BP)
• your real deployment
and (licensable) usage
of the software
• reconcile your license
entitlements with your
license deployment and
usage in order to identify
and address software
license compliance
issues proactively!

32. Presentation Richard Spithoven
① Oracle License Review or License Audit
Answers to your Top 20 Questions
② Oracle Licensing Guide:
Your quick Oracle Licensing Guide
③ Oracle Unlimited License Agreements (ULA):
An overview of the major risks you should be aware of
④ Oracle Pool of Funds Agreements:
An overview of the ins & outs of this type of agreement
⑤ Oracle E-Business Suite:
An overview of the most common license compliance issues
Further reading on www.b-lay.com

33. Presentation Richard Spithoven
Questions?

34. Presentation Richard Spithoven
Audit Support
Support during your audit
Contract Management
Knowing what you can do with your rights
License Management
Benefit from your rights