A centrally-manged, centrally-funded Microsoft Campus Agreement will provide cost savings and efficiencies to the University, as well as help ensure compliance with licensed products. Gartner Group's analysis of our situation leads them to surmise that a Campus Agreement would be beneficial to the University. According to Gartner, institutions in North America are trending towards implementing Microsoft Campus Agreements.
This site provides a summary of the key factors driving the Microsoft Campus Agreement initiative.
For details of the products made available through this initiative, please visit the AICT Product Sales site.
Issues Identified Today
As financial constraints and slower hardware improvements cause computer purchases to slow from a typical 3-year cycle to a 4- or 5-year cycle it becomes more likely that at least one operating system upgrade will be required in the lifetime of the hardware. This has a huge impact on the overall savings realized when subscribing to a Campus Agreement as the machines are covered for all new versions of Windows, not just the version available at the time of purchase.
While Symantec's managed anti-virus product is quickly falling from grace, it is still expected that $45,000 will be spent to provide anti-virus software to many Windows users on campus.
The Enterprise CAL bundle will include Microsoft ForeFront anti-virus for all faculty and staff on University or home machines, including virtual machines and laptops. Without the Enterprise CAL bundle, ForeFront can be licensed for all faculty and staff for $38,000 annually.
Machine Count vs. FTE
The number of machines, physical or virtual, assigned to each FTE is above one. This is due to a combination of:
This ratio means the number of Windows licenses required is significantly greater than the FTE count. In this respect, a Campus Agreement provides a significant cost savings over the standard one-license-per-machine.
Our conservative estimate of the machine-to-FTE ratio is 1.5 machines for every FTE. We believe that in reality this is closer to 1.75 or 2 machines for every FTE.
If the ratio changed to less than one machine per FTE in the future, the Campus Agreement may no longer be viable. However, at that point it would be more cost effective to buy-out of the agreement.
Microsoft SharePoint is one of the fastest-growing services on campus. There are several versions of SharePoint. SharePoint Services (basic version) is included with Windows Server, which requires only a Windows Server CAL to use. Microsoft Office SharePoint Server (full version) requires a CAL based on the features enabled: either a Standard license, included with the CoreCAL bundle, or an Enterprise license, included with the eCAL bundle.
Some systems at the University are old enough to no longer be supported by the vendor and do not always receive security updates. Certainly it is fair to say an operating system created a decade ago was not designed with today's security landscape in mind.
Software Assurance, built into the Campus Agreement, allows ongoing upgrade rights to the latest version of the Windows operating system. This ensures the latest security features and patches can be installed and active.
There is a trend among institutions to use a Campus Agreement for faculty and staff (the same trend does not apply to students). In a survey of fellow institutions via a mailing list for licensing specialists, all 27 institutions that responded currently have a Microsoft Campus Agreement in place. The difference is in how they are funded and what products are included. In summary:
Cost of Audits
Following an AICT VMware audit in 2009, it has been identified that audits can be very resource intensive due to the staff involvement required and the disruption of work caused by inventorying devices. A Microsoft Campus Agreement makes an audit for included software easy and also provides Client Access Licenses for management software that allows for automatic software inventorying.
Campus Initiatives Impacted
The AICT Labs group are pursuing a licensing agreement that will cover all lab computers at the institution for virtualization technologies, including Citrix. A prerequisite of a Citrix agreement is a Microsoft Campus Agreement.
Virtual Desktop Infrastructure
Licensing for basic Virtual Desktop Infrastructure (VDI) components will be needed for any campus-wide or department-specific VDI initiatives that include Windows virtual desktops or applications.
A central Campus Agreement will include all necessary licenses for devices that have a Windows OEM, simplifying licensing for these projects. Note that devices that are not purchased with a Windows OEM, such as SunRays, must be licensed separately using a VDA license.
A standard University of Alberta Windows 7 disc image can be created for departments that do not wish to create their own. This standard setup can be configured with security best practices in mind, including core requirements of NAC technologies being considered for campus deployment such as anti-virus, automatic updates and firewall settings.
Central Active Directory
When a central Active Directory is introduced to campus, all faculty and staff will be fully licensed for the environment.
Various management and monitoring tools will be required. A central Campus Agreement that includes the eCAL suite will include System Center management, monitoring and reporting tools for all computers that are part of the Active Directory environment.
A standard Windows image will be created with power saving features enabled by default, reducing the power consumption for thousands of computers.
Only Windows 7 Enterprise and Windows 7 Ultimate provide Bitlocker drive encryption. These tools will be available to departments in order to adhere to industry best practices and meet new requirements for mobile device encryption at the University.
Benefits of a Campus Agreement