Microsoft has made significant changes in the programs under which UC has been making volume purchases of Microsoft operating systems and application software.

The new Microsoft Academic Select 6.0 (“Select”) and Microsoft Academic Campus 4.0 (“Campus”) agreements allow departments two ways of securing the tools they need.

Some of these changes (such as a more limited range of upgrade paths) constrain UC software buyers; other changes offer significant opportunities for lower costs, with adequate planning. This article can only introduce the topic. If you are responsible for planning software purchases for your department, NACS is ready to work with you to evaluate the new licensing programs and help you make the best decisions for your situation.

“Select” allows for discounted purchases of licenses, upgrades, and upgrade programs. To make the most economical purchase decisions, it is important that software buyers anticipate the usable life of their computers and the frequency of upgrades to software (such as Windows, Word, or Excel) desired on that computer.

“Campus” allows a department to “lease” computer software at prices proportional to the number of staff rather than the number of computers. Advantages include regular software updates, and inexpensive licensing for computer labs.

Changes to Windows and other Microsoft software make it more important than ever to plan carefully, and track the software licensed and installed in each department. Microsoft has also announced retirement schedules for older versions of its software, after which support, upgrades, and security fixes will not be available.

NACS has been working with departmental representatives to help departments assess their needs in light of the new programs. If you have any questions about “Select” or “Campus”, please contact your Computing Support Coordinator, or visit these web sites:

• http://www.ucop.edu/irc/tas/agreetoc.html (UC license agreements page)
• http://www.nacs.uci.edu/licenses/ (NACS software licensing documentation)

Academic Senior Managers, School Computing Coordinators, and other interested parties on campus are invited to a presentation on the major changes and new programs Microsoft has introduced in its software purchase and licensing offerings. The presentation will be made on Wednesday, August 29, from 2 to 4 p.m. in the McDonnell-Douglas Engineering Auditorium.

Microsoft has made significant changes in the “Select Agreement,” under which the campus purchases Microsoft software at a discount. In the past, it has been possible to decide whether to upgrade a product (such as Word 2000 to Word XP) when the new version is released. Under the new Select Agreement, one must purchase the right to run future upgrades of products in advance of their availability.

This ability to upgrade (called “Software Advantage”) is often not needed or may not make sense given the limitations of particular computers, but having “the upgrade option” now requires more planning than previously. To be able to upgrade your software in the most cost effective way possible, there are certain purchases you must make by September 30th, and additional purchases will have to be made in January, 2002.

In addition, changes to the Campus License Program — which requires annual payment, effectively leasing the software — make it a viable option for some departments, especially those in which there are substantially more computers running Microsoft software than there are faculty and staff (including part-time staff and student employees, each counted as half a full-time staff member).

The presentation will cover both the Microsoft Select Agreement and the Microsoft Campus License Program. Microsoft representatives will be present to help address the finer details and to help provide appropriate follow-up where needed.

For additional information and links about Microsoft licensing as it applies to UCI, please see http://www.nacs.uci.edu/licenses

If you are involved with licensing Microsoft products, please plan to attend the August 29 presentation. RSVPs via http://signup.nacs.uci.edu.edu are appreciated.