Licensing JD Edwards: Authorized vs Active Users

26 may '16 - : Andrei Agavriloaiei & Gabriel Dragoi - share: LinkedIN Mail
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Proper licensing of enterprise software like JD Edwards is often underestimated. Having the right procedures for onboarding and offboarding personnel is crucial for avoiding cost and staying compliant. In this article we will explain the difference between authorized users and active users.

Many organizations have onboarding procedures during which new employees receive software user accounts regardless of their business role or needs. In addition to that,  organizations may lack  offboarding procedures to disable or remove the accounts of  people who leave the company. This type of practices forms the root cause of one of the most commonly seen licensing issues for JD Edwards.

Typically, end-users expect they only need to license users who are actively using the system. In reality most user based metric definitions say that licenses need to be counted for all users who are AUTHORISED to access the ERP system. In the event of an audit, Oracle will  check the EnterpriseOne or World user ID lists to determine how many authorized users there are. This check consists of  verifying whether the user account has an active status within the system and at least one active role assigned to it. This typically results in an inflated number of required licenses,  simply because it cannot be  technically determined who is still in the company and who isn’t.

There are multiple reasons for the mismatch between the reality of an audit and an end-user’s expectations. One of them is the change in pricing models and user metrics. As an example, Concurrent Users were only counted for a license while they were actively using the system, whereas this doesn’t apply for other user metrics. Another reason is in the fact that both World and EnterpriseOne used to have Software Protection Codes (SPC). These acted as physical limitations that eliminated the license consumption worry. With the move from client-server to 3-tier architecture it became impossible to keep on using the SPC mechanism.
 
The following measures can be taken to prevent these issues from occurring: make it a priority to perform regular checks and clean-ups of the user ID list, define policies to maintain this list up-to-date and include the deactivation of JD Edwards user accounts in the offboarding procedures.

In our next article we will talk about licensing JD Edwards software and Prerequisite Products. More information can also be found in our latest white paper “JD Edwards – License Compliance Risks”. Our new white paper format is really mobile friendly, so you can easily read it on your tablet or mobile phone.  

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Ongoing license control is difficult to achieve, but periodic self audits can help you stay in control, remain compliant, and stay one step ahead of software publishers. Conducting these audits requires sound understanding of common mistakes and where to look for them. This can be especially challenging in a continually changing environment with new products and versions of products being deployed.

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