UCISA Software Procurement Sub-Group (UCISA-SPG)

Minutes of Meeting held at University of Edinburgh

17th and 18th June 2014

Attendees: Tina Pask, Chair (ULCC), Mark Allinson, Vice Chair (Edge Hill University), Howard Moody
(Eduserv), Sue Preston, Deputy Chair (University of Leicester), Louise Walford (University of Winchester),
Frances Provan (University of Edinburgh), Dave Hartis (University of Sunderland) and Martin Austin
(Cardiff University) Denoted as TP, MAl, HM, SP LW, FP, DH and MAu respectively.
Apologies: David Buckley (University of Manchester)
MINUTES AND ACTION POINTS

ACTION

Adobe Review 17th June

Video call with Bengta Jordan (BJ) Adobe Education Account Director EMEA.
Announcements tomorrow (June 18th) Creative Cloud update:
http://www.adobe.com/uk/creativecloud.html?sdid=KLYCK?sdid=KLYCK
E-mail and presentation to follow.

BJ

CCE UCISA update

Buying guide available on Adobes website : http://www.adobe.com/uk/volumelicensing/education.edu.html

Presentation to be sent over covering which programme to use to purchase different
products.
Official statement on technical issues behind recent Adobe CC/LWS outage.

BJ to
provide
link
BJ
BJ

BJ to investigate life time of perpetual licences

Turnitin Review 17th June

TP

Peter Tinson (UCISA Executive Secretary) has been in direct contact with Turnitin and been
reporting to UCISA directors list. TP has copies of correspondence and will circulate to group
but its not for forwarding outside the institutions
Supplier Engagement 17th June
The group discussed a plan for future supplier engagement, it was agreed that the group
would continue to meet with Microsoft and Adobe at least once a year, due to their
importance to such a high proportion of the UK HE/FE.
MathWorks signs of growing flexibility reported from the Community. TP to invite to next
meeting
GraphPad Prism research to evaluate level of Community usage
Stata to be invited for conference call with the next meeting

TP
TP
TP

UCISA Software Procurement sub-group meeting 18th June

All

Minutes of last meeting

Minutes of the meeting held in March 2014 were accepted as a correct record. Group agreed
to publish final minutes on electronic approval rather than wait until next meeting for faster
turnaround.

TP
Actions from last minutes
The group was unaware that new elements to Office 365 would not be automatically covered
by the Janet terms and conditions. TP to email Janet for clarification on the process of getting
new elements covered by the T&Cs agreement. No response received from Janet, TP to
pursue.

Complet
ed

Steve Beswick (SB) advised Microsoft is offering a new support option for Office 365 this is a
paid for option but has SLAs with it. SB would be interested in seeing if he can aggregate the
demand for the basic support offering to create something more tailored for education but
this is dependent on demand. SB to give HM details, HM to contact sites with the Eduserv
EES agreement to see if there is interest in doing something collaboratively with this. HM
advised details not received and deadline has now passed.

Update from Adobe and Microsoft Focus Groups

HM
complet
ed

LW and HM reported a good turnout at both recent meetings. The main focus of the Adobe
meeting was the (at then) new addition to the VIP Scheme of EEA per Device. This raised
quite a number of questions, which were addressed in a subsequent e-mail to the attendees.
HM to circulate to UCISA SPG (See attached Appendix 1)
The Microsoft group had a very engaging licensing session with Paul Harris from Microsoft, as
well as new product demonstrations and an explanation of Cloud First, Mobile First. There
were two presentations from the Community: Kings College London and City and Guilds, who
talked about their use of Microsoft technology.
HM confirmed that the next meeting of each group are scheduled for November and will be
north of Birmingham. MAl welcomed Eduservs policy of alternating Focus Group meetings
north/south.
Potential event
Infrastructure Group suggested that we run a SPG track at one of their events. Potential for
SAM? LW good event run by Softcat recently, external consultant presented it. SP went to
another suppliers SAM event that was just a hard sell. Leicester has had discussions with
Gartner around SAM. MAu felt that a lot of problems lay with universities own internal
processes, particularly devolved purchasing, which group agreed is a major bugbear. DH felt
group had the necessary expertise to present on our own. Frustration too with own internal
procurement systems showing ability to buy software that University already has a site
licence for. Getting buy in at the highest level is key for an effective SAM policy. Centrally
managed SAM is both resource intensive and unpopular!
Action: All group to share own SAM experiences to see what we do know by end of
July. FP to provide space on Edinburghs system to allow sharing of ideas. HM to do
literature search Janet, JISC, Educause etc.
Update from IG meeting
TP - IG responsible for all hardware and software infrastructure, hence this sub-groups

All

TP, Mal,
MAu

positioning. Some of the meetings have a very technical bent to them.

UCISA bursaries are available to celebrate 21st anniversary, paying to send people to EUNIS
and Educause and expected to blog about event. July 3rd next deadline for applications.
Other events will be considered if appropriate.
Action TP to update membership list and photos on UCISA website. Mal, MAU to
provide photos.
CHEST Report
HM summarised on the potential new agreements/business activity from the report circulated,
copy of which is attached Appendix 2.
Update from group members as to current trends
The group shared current projects which are underway at their institutions, the trends are:

LMS and SAM reviews and implementations are ongoing for many sites
Service Desk software and processes
Data centre network projects
Wireless network projects
Implementation of Student Advantage
Interest in CRM solutions
Oracle upgrades (both software and underlying platforms)
Library Management Systems
Lecture capture systems
Additional network security issues due to high volume of PCI transactions (VOIP is
included)
Corporate room booking systems (needs to integrate with marketing and finance
systems)

Schedule of next meeting dates

18th and 19th November 2014: ULCC
24th and 25th February 2015: University of Winchester
June 2015 - Manchester (Edge Hill University or University of Manchester)
Nov 2015 Cardiff University
Feb 2016 University of Sunderland
Any other business
Issues with Red Hat are ongoing, they are offering two flavours of educational licensing:
Academic licences (for teaching) and Academic Discounted licences (for
admin/infrastructure). VLE in Academic Discounted band.
FP noted that APUC is looking to establish a Software Group.
The group would like to thank Frances Provan and the University of Edinburgh for their
excellent hospitality.

Appendix 1
1 - Can you install a second copy at home under CCE for names users?
Yes - A named-user license includes the permission to install a second copy on a personal computer at home (as long as
it is for the same person and not used simultaneously).
2 -How will license keys work with VIP per device? Is there any way of controlling installations versus purchased
licenses?
The Creative Cloud packager will manage the deployment of application and updates to devices and serial numbers will
be available in LWS for authorised users to view along with access to the packager. More than one user can use the
packager to deploy to devices if required as well. These tools will help administrators manage their device and named
user licensing
3 - How will license keys work with VIP per named user? Is there any way of controlling installations versus purchased
licenses?
The named user licensing will be deployed using the Admin console that is currently used with Creative Cloud for Teams.
Creative Cloud packager can also be used for named users as well but is needed for Devices. This will allow
administrators to control the deployments and manage seats. The VIP administrator will have control of the serial
numbers and seats so can control all purchases under their VIP agreement.
4- What does a VIP customer receive at renewal time? - Is there a detailed renewal statement?
VIP Administrators will begin receiving email notifications from Adobe at the following intervals:
. 30 days prior to the Anniversary Date (time to renew). On the Anniversary Date (renewal past due) . 31 days after the
Anniversary Date (if no order is processed, licenses to be removed)
5 - Can per device licenses be transferred from one device to another?
No. Only in exceptional circumstances were a device has been replaced or removed can the serials be re-used on a new
device.
Although there will limited capability to transfer device licenses initially, this capability will be improved and enhanced for
device licenses in the future through the Admin Console and will become more like the capability for named-user
licenses.
6 - What level of monitoring is required by Adobe under VIP?
The VIP console will report on the number of seats that a customer has. Customers can add seats at anytime but must
ensure they have raised the appropriate PO within 30 days for those additions. Any additional seats added not covered
by a PO will be de-activated after 30 days.
7 - Is there a new serial number issued each year? This would allow institutions to manage compliance more effectively
Yes, serial numbers are changed and will time out after expiry
8- How do you audit a mix of per device and named user license? Using something like SCCM?
The Admin console will help audit the named user deployment and devices can be audited using tools like SCCM.
9- Would there be any licensing conflicts with machines that have CCE and non CCE apps installed?
It depends on the age of the non CCE applications. Some versions of Creative Suite may not be compatible with some of
the creative cloud applications. We would encourage customers to test inter-operability if they have an older version of
CS that they wish to keep.

Appendix 2
Eduserv Report to the UCISA Software Procurement Group University Edinburgh
Wednesday, June 18th 2014
Please contact Howard Moody with any questions relating to this report howard.moody@eduserv.org.uk or
call 01225 470428
Contents
1. Potential new agreement/business activity
2. Pending renewals and amendments
3. Summary of recent new agreements/amendments, renewals and other news
4. Agreements not being renewed/expired
5. Top 10 Wishes
6. New Products added to the Wish List since last meeting
7. Other matters

1. Potential new agreement/business activity

Adobe

News Negotiations for a new ETLA (Creative Cloud for Enterprise) Agreement
to start in the summer are near completion.
News Institutions using the Eduserv CLP Agreement can join an Adobe VIP
Agreement at Tier 4 (highest level of discount) before the end of November. We
are working with Adobe to extend the offer beyond then and it may become a
standalone Chest Agreement.

License Dashboard
SAM Service

News responses from Community to LDSAMS proposal fed back to supplier,

awaiting their response.

SpaceClaim

News SpaceClaim has been purchased by Ansys, some uncertainty now over
whether agreement will proceed.

2. Pending renewals and amendments

Esri

News commercial agreement reached, contract negotiation ongoing.

SAS

News commercial agreement reached, draft contracts issued.

3. Summary of recent new agreements, amendments, renewals and other news

ERDAS

Imagine 14.1 now available

NAG

NAG C Library Mark 24 now been released

NVivo

NVivo for Mac now available at no additional cost to Chest Agreement sites.
NVivo for Windows 10 also available too.

Sophos

Sophos Anti-virus for vShield is part of Sophoss Complete Security Suite

under the Sophos Chest Agreement

4. Agreements not being pursued/renewed/expired

Ingres

Not been renewed due to lack of demand. All subscribed sites notified.

5. Top 10 Wishes www.eduserv.org.uk/lns/wishlists/software-wishlist

Product/s

Details

Wishes

VMware

www.vmware.com - signs of progress

132

MatLab

www.mathworks.com - supplier intransigent

65

Crystal Reports/
Business Objects

www.businessobjects.com/ - database reporting no change

52

Symantec Products

www.symantec.com/enterprise/index.jsp - negotiations stalled

46

GraphPad Prism

GraphPad Prism - Data analysis and scientific graphing. Following

initial positive response from supplier, negotiations have gone quiet.
Eduserv to pursue when time allows.

31

Nero

www.nero.com/eng/index.html
Will not be pursuing further supplier uninterested
Linux and open source technology - proposal received and rejected.

29

WebSense

www.websense.com/global/en
Unprepared to offer acceptable pricing.

27

XMLSpy

XMLSpy - XML Development Environment

Lack of community feedback making negotiations difficult

26

Mathematica

Mathematica - a numeric and symbolic computational engine

no progress yet

24

STATA

STATA - data analysis and statistical software returned to wish

list. Will pursue as time allows.

24

Red Hat

29

6. New Products added to the Wish List since last meeting

BMC Footprints

integrated IT service desk and asset management platform

Network Sentry

a real-time view of your dynamic network infrastructure

Securew2

MultiOS Wi-Fi security deployment and provisioning platform for

BYOD

Spoon Server

for deployment, patching, and managing applications and data

Teamviewer
Corporate

remote pc support

7. Other matters
Please contact howard.moody@eduserv.org.uk
Eduserv Maths & Stats Focus Group
Next meeting: July 2nd, University of Manchester
Academic Applications Forum (AAF)
Next meeting: July 23rd, Kings College London
Eduserv Adobe Focus Group
Next meeting: November 11th, University of Leeds
Eduserv Microsoft Focus Group
Next meeting: Late November, The North (tbc)

@Licensing_Bloke