Software Licensing Advisory Group Charter

Purpose

The Software Licensing Advisory Group advises Software Licensing Management and is responsible for the recommendation and review of centralized campus software licensing to improve the quality and efficiency of NC State’s campus software licensing services.

 

Roles and Responsibilities

The Software Licensing Advisory Group is charged with:

  • Advising Software Licensing Management regarding what it is doing well and areas that need improvement as it relates to campus software licensing
  • Providing feedback, guidance and recommendations regarding enterprise and site licensing of campus colleges and departments
  • Identifying software licensing which should receive campus consideration

The Software Licensing Advisory Group will be divided into two functional teams, each of which will have additional responsibilities in addition to the roles and responsibilities defined above.

Software Licensing Strategic Advisory Team
Review and advise Software Licensing Management on

  • Campus funding of enterprise and site licensing
  • Most effective licensing models to satisfy campus need for enterprise and site licensing

Software Licensing Technical Advisory Team
Review and advise Software Licensing Management on

  • The implementation and deployment of software licensing
  • Strategies for resolving technical licensing issues
  • Provide feedback regarding processes for licensing requests, distribution and user documentation

 

Scope

Software Licensing Management will engage with the Technical Advisory Team on a regular basis to discuss the technical aspects and requirements of software that is licensed for colleges and departments on campus.

Software Licensing Management will engage the Strategic Advisory Team when campus software has a broad impact on campus for any of the following conditions:

  • Requires licensing of all faculty, staff and/or students by either headcount or FTE
  • Requires changes to existing systems (i.e. Moodle, labs, classrooms)
  • Expected to require support from university IT support staff, including college and department IT support staff as well as OIT.
  • Software licensing costs exceed $50,000 and fifty percent or more of the colleges or departments are funding the licensing.

In contrast, Software Licensing Management may not need to engage the Strategic Advisory Team when the following conditions apply:

  • Licensing impacts only specific colleges/departments where 3D funding approval is already granted to Software Licensing Management.
  • Software costs do not exceed $50,000 and less than fifty percent of the colleges or departments are funding the licensing.
  • Office of Information Technology (OIT) is making the enterprise or site license purchase where
  • OIT has a Service Plan approved by the OIT Cabinet
  • OIT is fully funding the licensing costs

 

Membership

Software Licensing Strategic Advisory Team
The Software Licensing Strategic Advisory Team will be comprised of the CampusIT Directors (CITD).

Software Licensing Technical Advisory Team
The Software Licensing Technical Advisory Team will be comprised of the following:

  • Designees from each voting member of CITD to provide representation from their respective groups. IT Directors may elect to add themselves to the Technical Advisory Team. Membership from each CITD representative is voluntary and IT Directors may elect to not make a designation.
  • At least one Campus IT Director to provide guidance for when to engage the Strategic Advisory Team
  • One OIT technical staff member who is responsible for software packaging and distribution

 

Meeting Frequency

Software Licensing Strategic Advisory Team
There will be no regular meeting established for the Strategic Advisory Team, but will instead consist of the following when warranted.

  • Presentations to the CITD when requested by CITD or Software Licensing Management
  • Special ad hoc meetings requested by Software Licensing Management

Software Licensing Technical Advisory Team

  • Unless modified by the Software Licensing Technical Advisory Team, meetings will be held quarterly on the second Monday of the month.
  • Special ad hoc meetings requested by Software Licensing Management