Desktop Software Business Case



Desktop Software Business CaseAdobe Enterprise License Agreement(Initial Draft: October 15th, 2012)Table of ContentsAfter document is completed, go to References > Update Table > Update page numbers only. TOC \h \z \u \t "Heading 2,1" Executive Summary PAGEREF _Toc338087194 \h 21.Problem Definition PAGEREF _Toc338087195 \h 32.Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) PAGEREF _Toc338087196 \h anizational Impact PAGEREF _Toc338087197 \h 34.Technology Migration PAGEREF _Toc338087198 \h 45.Benefits PAGEREF _Toc338087199 \h 46.Strategic Alignment PAGEREF _Toc338087200 \h 47.Cost PAGEREF _Toc338087201 \h 58.Product Life/Application Sunsetting or Decommissioning PAGEREF _Toc338087202 \h 59.Alternatives PAGEREF _Toc338087203 \h 610.Recommendation PAGEREF _Toc338087204 \h 611.Timing / Schedule PAGEREF _Toc338087205 \h 712.Approvals PAGEREF _Toc338087206 \h 7Executive SummaryAdobe Software is utilized throughout the business and educational world. Two of the major Adobe products used are Adobe Acrobat and a suite of tools within Adobe Creative Suite (ACS). Students are coming to Central Washington University from High Schools and Community Colleges where they utilize the most current versions of these products (i.e. Adobe Create Suite VI). Unfortunately, at CWU, these students do not have access to the latest versions. Of nearly 700 computers in CWU’s Classrooms/Open Labs, less than 300 are equipped with Adobe Creative Suite … and instead of Version VI, these classrooms are equipped with older versions (III, IV and V). Several huge issues are apparent:CWU students are not using the most current versions of this important softwareSince less than ? of the Classrooms/Labs have the software, student are often unable to access a classroom/lab with Adobe Creative Suite loaded.Scheduling of classrooms by the Registrar’s Office often results in classes requiring ACS being scheduled in rooms where the software is not available. Since ACS is used by more and more departments for their instruction, individual departments do not feel that they should pay for expensive software that supports programs across the University. Deployment of individual licensing is costly to the departments, and is the most inefficient model for ITS deployment of the software. Adobe has recently developed a software licensing model called the Adobe Enterprise License Agreement (ELA) that provides huge benefit to CWU. It provides for Adobe Acrobat Professional on every computer on campus, and ACS on a portion of the computers determined by the University. CWU would benefit from ACS on approximately 800 to 1,000 computers. This proposal is to provide funding and support to transition CWU’s licensing for Adobe Acrobat and ACS from individual licensing, to a centrally funded ELA. Sponsoring Department(s): Every department on campus will benefit from this ELA, as Adobe Acrobat Professional will be loaded on every computer as part of the standard software image provided by ITS. Currently, the major users of ACS include many departments in the College of Arts & Humanities (CAH), Information Technology and Administrative Management (ITAM), and many others including Public Relations & Marketing, Enrollment Management, Student Success, etc. Date of Business Case Preparation: October 12, 2012Contact Person Name/Phone: Since this is a campus-wide benefit, and the proposal is to centrally manage Adobe Acrobat and ACS within the ITS Department, the primary contacts: Mr. Carmen A. Rahm (AVP-IT), Phone: 509-962-1547, Marji Morgan (Dean of College of Arts and Humanities), Phone: 509-963-1851, Gregg Schlanger (Chair of Art Department), Phone: 509-963-2665.XX New Product/ServiceIf there is a draft or sample contract, please provide a copy. (This is actually simply a change in how we purchase and distribute a major desktop software package that is used across the University). FORMCHECKBOX Renewal of Existing Product/Service – if checked, include background information.If there is a site license agreement, existing contract or new contract draft, please provide a copy.Problem Definition The University is currently not equipping its computers with Adobe Software that has now become as critically important to academic and non-academic units on campus as Microsoft products. Furthermore, the minimal Adobe software that does exist on campus (in select classrooms, labs and offices) is mostly 3 to 4 years out of date, compromising the ability of faculty to prepare students in fields such as Visual Arts, ITAM, Communications and several others. The current model:Does not provide universal access to all who require the softwareIs Purchase Order intensiveDoes not provide automatic version upgrades, resulting in old version in classroomsIs inefficient for ITS to deploy and maintain. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft)There is no acceptable alternative to using the critical Adobe Products that are needed at CWU. The only options to consider are how to fund the licenses. Historically, individual academic departments and offices have funded individual purchases, and this is very expensive. ITS has investigated several other options for licensing Adobe software including:Site Licensing: (initial estimates were approximately $500K/year for CWU). Concurrent Licensing: (initial estimate is around $250K/year and Adobe only authorizes concurrent licensing models for classrooms/labs, not for office computers).Individual Licensing: This is the current model that has been used. It is the most expensive/license model, and has resulted in insufficient numbers of licenses for classrooms/labs and office at CWU, and has resulted in licenses being several versions old because of inability to fund replacement by individual users and departments. Organizational ImpactWhile there are some departments at CWU that will benefit more than others, the entire University (Academic and Administrative) will benefit because once the ELA is implemented, no departments/users will be required to individually fund Adobe Acrobat Professional or Adobe Creative Suite. Key stakeholders met with Provost Levine on 10/11/12 to discuss this initiative, and it has also been discussed with Vice-President Clark. The plan (if approved by the ET) is to present this ELA proposal to various groups on campus including ADCO, Faculty Senate, Provost Council, Business Affairs Council and others. While there are numerous beneficiaries, the major beneficiary is the Academic Programs and CWU … ultimately our students who will exposed to the most current version of Adobe products in their education. In a recent US News and World Report article titled “Five Skills Everyone Needs on a Resume”, Adobe Creative Suite was #3, directly behind Microsoft Excel and Web Development. Potential Partners /Primary Users The entire campus will benefit, and the entire campus should be considered potential partners. RFP Requirements Contributors (add lines as necessary) – NO RFP REQUIRED!!DepartmentNameN/ATechnology MigrationThis is a technology win for everyone. Instead of ACS being loaded on individual lab/classroom computers where it is licensed (by the Academic Department), the ELA will allow ITS to include ACS in the baseline image for all classrooms and labs, and to include Adobe Acrobat Professional on the baseline image for all computers on campus. With a nearly 30% reduction in staff in Computer Support Service (CSS) that loads and manages desktop software, finding ways to be more efficient with software licensing and distribution is critical. In short, Adobe Acrobat and ACS will be deployed across campus nearly as efficiently as Microsoft products, and will always be able to deploy the latest versions. Benefits Many of the benefits have been described previously, but are summarized here:GREATER ACCESS TO AAP: The entire campus community (Academic and Administrative) will have access to Adobe Acrobat Professional, making form automation and many other features possible, which are not possible when Adobe Acrobat Professional is distributed only to those that purchase it.GREATER ACCESS TO ACS: Each classroom/lab (and all Academic Offices that require it) will have ACS loaded, and ACS will always be at the latest version.LOWER COST: The cost to provide these advantages is less than what CWU currently pays less licenses, outdated versions, and an inefficient support and distribution model. Current licensing costs not using the ELA are:Adobe Acrobat: Individual License ($64), Concurrent ($112)Creative Suite:Individual License ($330), Concurrent ($742)Master Collection:Individual License ($550), Concurrent ($1,237)COST CREDIT: If CWU acts quickly, all money paid for Adobe products for the past 75 days can be credited to the first years ELA cost. Strategic AlignmentThis request support/aligns with many of the current Strategic Objectives and Outcomes in the CWU Strategic Plan. Several include:Objective 1.1: Enhance student success by continually improving the curricular, co-curricular, and extracurricular programs.Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the university objectives, while maximizing sustainability and stewardship.Objective 5.4.1: Enhance financial accountability and sustainability practices for construction, maintenance and operations of CWU facility and technology. CostSource of Funding (Project ID) or Description of the Source of Funding. The specific source of funding has not been identified, and will be sought once the ET has approved the initiative. Based on discussions with Provost Levine and CFO Clark, several of the funding options include:FY14 BASE: Initially fund in FY13 with current CWU savings (Carry-Forward) and fund in FY14 via additional funding to the ITS Department Base Budget, as was done around 2000 when the Microsoft Campus Agreement was implemented centrally.DEPARTMENT CONTRIBUTION: Fund the full cost (annual) by reducing the current Base Budget for each department on campus that will benefit from this ELA (which is about every department). This will result in an average base budget reduction of approximately $1,000/department based on initial discussion.STUDENT TECHNOLOGY FEE: The current agreement with the Student Technology Committee (for the Microsoft Campus Agreement) is that the Technology Fee will pay 20% of the cost of the license annually. A similar agreement with the Student Technology Fee will be implemented for the Adobe ELA. For the model we are proposing, the Student Technology Committee would likely pay approximately $15,000/year. Cost Breakdown The Adobe ELA is a based on total FTE (Full-Time Employee) at CWU for Adobe Acrobat, and a percentage of the FTE for Adobe Creative Suite. The estimate is based on 1,400 FTE; 5,000 computers on campus; 1,000 ACS licenses needed. The cost breakdown is:1,400 x ($19.53/FTE for AAP):$27,3421,400 x 20% x ($162.01 for ACS):$45,363 (See note 2)TOTAL ANNUAL ELA COST:$72,705IMPORTANT NOTE: This estimate could be adjusted up or down depending on the final number of ACS licenses that CWU determines it needs, and what level of ACS (ACS Premium or ACS Master Collection) is selected. The estimate above is considered to be the most accurate and likely number of licenses and ACS level that will be deployed. CWU has the ability to add additional ACS license to our ELA at any time. NOTE 2: 1,000 ACS licenses is based on 20% of 5,000 computers on campus. The ELA states that we pay for a percentage (that we determine) of the FTE count, and then we are able to deploy ACS on that same percentage of all the computers on campus (which is significantly higher than FTE). In this case, CWU is estimating paying for 20% of the FTE count (1,400 x 0.20 x $162.01), but we are then abler to deploy the ACS on 20% of our full 5,000 computers (thus we can deploy on the 1,000 computers we have determined should have the software). Product Life/Application Sunsetting or DecommissioningThis ELA is an annual expense that should be reviewed approximately every 3 to 5 years to determine if it remains the best licensing model for CWU and Adobe Products. Alternatives AlternativeReasons For Not Selecting AlternativeStatus Quo (Individual departments and individuals purchase licenses)Most expensive model/license, insufficient licenses being purchased, licenses not be kept at current version, most inefficient model for ITS to deploy the software, etc. Costs for individual licenses are provided in Section 5. Site LicenseThis was reviewed in the past and was estimated to be approximately $500,000/year for CWU. This model was totally unacceptable for CWU, and we believe is a major reason that Adobe developed the ELA licensing model. This model is approximately 8x more expensive than the proposed ELA. Concurrent LicenseThis model was estimated at around $250,000 when first investigated (based on the number of concurrent licenses that CWU was estimated to need), and Adobe only allows the concurrent model to be used for labs/classrooms … so office licenses would still have to be purchased and deployed separately. It also requires added hardware and software to manage the concurrent licensing. The cost for concurrent licensing is provided in Section 5. Enterprise License Agreement (ELA)This solution (the requested solution) has just been developed by Adobe to address the issues with the other models. It provides sufficient licensing, easy deployment, version updates, etc. at the most economical price available. RecommendationThe solution proposed has been what ITS and CWU has wanted for many years; however it was not available from Adobe as their licensing models were antiquated and inefficient. Adobe has just released this model and it is ideal for CWU. It controls cost, provides license in all areas needed, provide Adobe Acrobat for all computers on campus opening up many opportunities for automated forms, provides version upgrade guarantees, reduces the complexity for tracking licenses and distribution by ITS, and will eliminate dozens or even hundreds of Purchase Orders/year … replacing them with a single Purchase Order. More importantly, it provides our students the modern software and access to that software that is needed. Timing / Schedule Task Target DateSecure FundingET ApprovalSign ELAAdd Adobe Acrobat Professional to CSS Standard ImageAdd Adobe Creative Suite to Classroom/Lab Image by CSSDeploy software across campusSee noteNOTE: Deployment will be gradual, over several months, once the ELA is funded and licensed. ApprovalsThe following actions have been taken by the University Enterprise Team:DateAction Taken by Enterprise Team Upon approval by the University Enterprise Team (ET),?CWU procurement policies and procedures should be used to initiate a purchase.? Please contact the Purchasing office at x1001 with any questions regarding the procurement process. ................
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