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SLiM team brainstorming, October 2nd, 2008

Updated on November 24th, 2008, changes underlined in blue.

The question considered was:

        What is the scope of the teams work?

A. Goals and Benefits

  • Save money
  • Encourage community
  • Encourage communications
  • Informed decision-making
  • Awareness of software landscape
  • Improved integration
  • Better support
  • Improved planning and management
  • Increased influence and leverage with vendors.

B. Scope

Focus on selection, funding and management of shared licenses.

  1. Explore the benefits of forming a user community and how a community might be created and maintaned, and refer expansion of the community beyond the current team to follow up efforts.

    Possible follow up efforts could include:
    • The SLiM team is a temporary team, but the membership (plus or minus a few) could serve as the core of an ongoing "steering group" for the broader SLiM community engaged in shared licensing management.
    • The broader SLiM community could serve as a forum to foster the creation and maintenance of special interest groups (SIG's) that are focued on a particular type of software.
    • Use existing communities such as TP-Prime or WOOHA to begin the process of building a SLiM community.
  2. Identify the type of information to include in an inventory so it would be of assistance during selection and funding, and refer actual creation of a license inventory to follow up efforts.

    Possible follow up efforst could include:
    • The first task of the community described in item #1 could be the creation of an inventory by voluntary reporting.
    • Other methods of creating inventory entries can also be explored.
    • The inventory is not intended to be directive or constaining, that is, the inventory states what we have and what we are doing with it but does not limit the choice of software to those packages already in use.
    • The inventory provides a consistent way of reporting, for example: product, version, vender, use...
  3. Consider ways that improved license management and contract admin would impact selection and funding, and refer implementation of improvements to follow up efforts.

    Possible follow up efforts could include:
    • The special interest groups mentioned in item #1 could be the mechanism by which license management and contract admin are coordinated and improved for the software of interest to the group.
    • Investigate cost of non-compliance in event of an audit.
      • IT policy initiative to "Review General Polcies for Software Licensing" (related to compliance of both shared individual licenses.) See: IT Policy Plan.
      • Expand inventory to include individual licenses as well. Focus on some of the major packages first.
  4. Describe how campus-level governance and the user community could interact to improve selection and funding, and refer creation of campus-level governance to follow up efforts.

    Possible follow up efforts could include:
    • Identify processes for tying into exist governance groups.
    • The "steering group" described in item #1 could help folks understand SLiM-related governance processes, and could guide folks to appropriate governance groups.
    • When an established SLiM-related governance process does not already exist, the CIO office could serve as a good initial contact point for entrance into governance.
  5. Consider what oppportunities to enhance selection and funding arise from different types of technical solutions, and refer in-depth work on technical solutions to follow up efforts.

C. Additional Information

1. Community

Explore the benefits of forming a user community and how a community might be created and maintaned, but refer expansion of the community beyond the current team to follow up efforts.

  • Possible user group
  • Knowing the pro's and con's before you buy it
  • Learning from the experiences of others
  • Understanding the software landscape
  • Share information about what software is being used and what they are doing with it
  • Informed support decisions
  • Targeted professional development
  • Awareness of opportunities

2. Impact and Contents of an Shared Software Inventory

Identify the type of information to include in an inventory so it would be of assistance during selection and funding, but refer actual creation of a license inventory to follow up efforts.

  • Share information about what software is being used and what they are doing with it
  • Improved license management and contract admin eases creation and maintenance of an intentory
  • An inventory is one prerequisite for informed decision-making.

3. Impact of Improved License Management and Contract Admin

Consider ways that improved license management and contract admin would impact selection and funding, but refer implementation of improvements to follow up efforts.

  • Informed support decisions
  • Targeted professional development
  • Understanding the software landscape
  • License management and contract admin include such things as:
    • Other products available from the vendor
    • Distribution
    • Maintenance
    • Updates

4. Governance

Describe how campus-level governance and the user community could interact to improve selection and funding, but refer creation of campus-level governance to follow up efforts.

  • Communications between management and the community
  • Involvement of the community in decision-making

5. Impact and General Types of Technology Solutions

Consider what oppportunities to enhance selection and funding arise from different types of technical solutions, but refer in-depth work on technical solutions to follow up efforts.

  • Virtual Software Library
  • License servers

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