Campus Software Program : Software Asset Management
Why?
- License compliance
- Eliminate duplicate purchases, ensure highest volume level and/or best pricing
- Eliminate random or unwanted software installs
- Identify most commonly used titles, determine best use of resources
CURRENT SOFTWARE POLICIES
University of Iowa Acceptable Use of Information Technology Resources
ITS-CIO-ITSecurity Office Copyright Law & Fair Use Web Resources
Internal Audit: The University of Iowa Management & Controls
SOFTWARE ACQUISITION
University of Iowa Purchasing Procedures
All software purchases over $2000.00 to an outside vendor must be submitted on a PReq to the Purchasing Department. Bids will be obtained by Purchasing for all software acquisitions over $10,000 unless acceptable sole source documentation is provided. Software licenses that require a signature, regardless of the price, are reviewed by the Office of General Counsel and must be signed by the Director of Purchasing. Software purchases under $2000.00 can be made with a University of Iowa procurement card. Tracking at the departmental level is important for these low dollar purchases.
Type of Licenses
• Perpetual/Non-expiring
• Annual or time based – valid for specified time.
• Concurrent – valid for specified # of users utilizing the software at any given time. You need metering software to utilize this type of license situation.
• Download (click through) - accessing via internet or network, no room for negotiations, at times free software. Risks vs. cost needs to be evaluated carefully.
• Maintenance – license for upgrades for a specified time frame.
• Shrink-wrapped, box goods - licenses included in sealed box, you agree to unseen license agreement at the point of purchase.
Evaluation of Software
When planning to purchase new software, it is a good idea to check with the software publishers to see if they allow the program to be previewed or tested before the purchase. If allowed we can set up the application for use on a trial basis to determine worth.
PHYSICAL DELIVERY
Registration
Complete registration cards for all software as it is installed. Returning registration cards promptly to the publisher ensures the organization will receive product support and timely product announcements. Register University of Iowa owned software with a department name or job title rather than an individual's name so employee turnover will not force re-registration or affect notifications of upgrades and other product-specific information provided by the publisher. Beyond access to product updates, registration is a good way to document the legality of the software, should the need arise.
Some publishers offer registration online. Consider this as an option to expedite registrations, but be sure to generate hard copies of any online registrations for your records.
Software Log
Each college and/or departments should maintain a log/database of all software. The log should contain the following (as recommended by the compliance agencies):
- The date and source of software acquisition, including details of the license, volume discount or network version terms, and software serial number;
- The location of installation, as well as the serial number of the hardware on which each copy of software is installed;
- The name or job title of the authorized user;
- The existence, location, and number of original disks;
- Copy of registration card with serial number, license agreement, and purchase documentation; and
- Auditing software reports and usage counts.
Duplication/Backup Copy
Users are able to duplicate one backup copy of original media legally. Unless specified, you are not allowed duplication rights above that.
CONTROLS
Home, Portable and Remote Use
Most organizations are faced with users spending time away from the office, often working at home or while traveling. These users need access to legal software to perform job tasks while out of the office. Developing standards regarding the use of home, portable, or remote access will assist in maintaining security and software license compliance.
If users are given University of Iowa owned portables to use, make sure they are equipped with appropriate, authorized software before loaning them if possible. The user should get authorization before loading software onto or downloading software on to these systems. It is important that the software on these systems is on the departmental software log.
If users are not using University of Iowa owned computers to do their work, we still have potential liability if illegal software is used for work-related purposes. Departments should include software in their exit interview procedures and add a check-off for the return of organization-owned software and portables and removal of this software from home and portable computers.
Monitoring Usage/Usage Counts
Monitoring software usage should be done on some level. Software license compliance is a major reason for monitoring. Beyond this, however, there are a number of additional benefits to the organization if software is effectively managed. Monitoring and counting software provides information that assists in:
- Eliminating duplicate copies of software
- Evaluating software performance and use
- Reducing unnecessary software purchases
- Purging pirated software from the network
Monitoring Usage
Part of the process of establishing and maintaining compliance should include regular monitoring and maintenance of the organization's computer systems. Compliance agencies recommend that you evaluate usage and verify records quarterly.
Purging Unauthorized Software
Users may not even be aware they are using unauthorized software. Software already loaded on a workstation, "inherited" from another user, applications brought from home and loaded onto an office workstation, programs "passed around" the office, and software downloaded from bulletin board services or the Internet are all potentially illegal copies. It is our responsibility to verify that every application used within the organization is a legal copy and to remove from the system any illegal programs.
CONFORMING TO LICENSE AGREEMENTS
When the purchaser opens software and loads it on to a computer, they are accepting the conditions of the license agreement included with the program. The user is obligated to ensure the publisher's copyright and license agreements are not violated.
Compliance with license agreements is reason enough to monitor software. When challenged by a compliance agency or another party, the burden of proof is placed on the software licensee. A department with a well-monitored system who can provide accurate hard copy reporting will have little to fear, as the manager will already know what software titles and quantity the organization has been using.
WHAT DO WE DO IF WE GET A NON-COMPLIANCE NOTICE?
Contact the ITS Campus Software Program Office as soon as you receive notice. The ITS Campus Software Office will immediately contact the Office of General Counsel. Time is a very important factor. Do not contact the software publisher or the compliance agency directly.
SUMMARY
Good software management helps both the department or college and ITS to identify the best uses of their resources. Better resource or software management will be cost savings and time savings. It will also protect the user, department or college, and the entire University of Iowa from misuse of our resources, and lessen the risk of litigation and loss of good reputation. Please feel free to contact the ITS Campus Software Program Office to discuss software asset management.
Information Technology Services
Campus Software Program
Tracey Schmidt
319-335-6069
tracey-schmidt@uiowa.edu
2800 UCC
www.its.uiowa.edu/cs/software
University of Iowa – Information Technology Services Campus Software Program Software Compliancy Statement
Purpose
The University of Iowa licenses the use of computer software from a variety of parties. Such software is copyrighted by the software publisher/developer and, unless expressly authorized to do so, The University of Iowa has no right to make copies of the software or use the software outside of the agreed upon terms of the license agreeement. The purpose of this policy is to prevent copyright infringement and to protect the integrity of The University of Iowa’s technology environment.
Guidelines
General Statement. It is the policy of The University of Iowa to respect all computer software copyrights and to adhere to the terms of all software licenses. To commit copyright infringement may subject users and/or The University of Iowa to both civil and criminal penalties under the Unites States Copyright Act.
Home Computers/University of Iowa Owned. The University of Iowa computers and software are organizational-owned assets and must be kept both legal and virus free. Only software obtained through your department may be used on UI owned home computers. Generally, organization-owned software cannot be taken home. However, some companies provide that home use is permitted under certain circumstances. If a user needs to use software at home, he/she should consult with the ITS Campus Software Program Office or your designated department person to determine if this use is appropriate. If a user is to use software at home, typically a separate package/license will need to be purchased and recorded by the department.
Personally Owned Software/University of Iowa Owned Systems. Users are not permitted to bring software from home or load personally purchased software unless authorized to do so by the department and with appropriate license documentation provided. License documentation will need to be retained by the affected department.
Shareware. Shareware software is copyrighted software that is distributed via the Internet. It is the policy of The University of Iowa to pay shareware authors the fee they specify for use of their products. Under this policy, acquisition and registration for shareware products will be handled the same way as your other software purchases.
Non-Compliance Notification. Any user who determines that there may be misuse of software within the organization will notify the ITS Campus Software Program, departmental contact or the Office of General Counsel.
Penalties and Reprimands. If the US Copyright Act is violated, The University of Iowa and/or the user is subject to civil damages and criminal penalties, including fines and imprisonment for up to five years. A University of Iowa user who makes, acquires, or uses non-compliant software may be disciplined and be personally liable as appropriate under the university policies and procedures and the law.