How we supported an insurance company clean up their system after an Oracle Siebel upgrade

Paying attention will always pay off

Company: Health insurance organization

Case: All existing Siebel Products automatically enabled by upgrading to a higher Siebel Version (Innovation Pack 15)

Cost Savings: € 2.5M financial exposure coming solely from unlicensed products

Being compliant when using a software program is difficult enough even when you are completely aware of what software is installed and what components of the software are enabled. How about when you migrate to a new version and suddenly, instead of 20 Siebel products you just activated around 300 Siebel products without even noticing or being warned?

Our customer migrated their Oracle Siebel installation from Version 8 to Innovation Pack 15 in 2018. When installed, without any warning, the Innovation Pack activates all the Siebel functionalities by
default. Therefore, our customer was using now more than 960 functionalities that are mapped to every Siebel Product available on the market, that they didn’t even need. This non-compliance situation
generated a financial exposure of about € 2.5M.

Our solution

The basis of every compliance check for Siebel products starts with the collection of all the contractual information that states what the end user is entitled to use and under which terms and conditions.

The next step was to gather the technical data out of the Siebel installation and to map the install evidences to the licensed products. Since the users were authorized to access everything, the distinction between being authorized and actively accessing a product cannot be made unless you track the active usage for at least 2-4 weeks. Thus, B-lay supported the customer to enable Siebel Usage Tracking (SUT), a functionality embedded in Siebel that displays logs of each user’s activity during the period of running SUT.

Comparing the active with the authorized use results and the licensed products, we built a compliance report showing: the licensed products in use and the unlicensed products in use (for which users are not only authorized to use but they’re actively using them). This generated an exposure of € 2.5M.

In the report we also included the unlicensed products not in use, not specific to their industry, that should be removed from their installation. For these products, a financial exposure was not even calculated given that they represented absolutely all the Siebel Products currently available in the market.

As a first remediation advice, we provided instructions on how to identify the license keys that needed to be removed from the installation. Besides cleanup instructions, we provided a guideline on how to document the license keys they are entitled to use and what steps they should perform after each version upgrade. The downside of the Siebel Innovation Pack is that with every version upgrade you get all the license keys back in your system; hence, it is very important to keep track of the license keys you use.

Business impact and results

After we finalized the engagement, our customer applied the remediation and optimization advice we provided, cleaned up the Siebel installation and created internal processes that were enforced to be followed after every Siebel version upgrade.

One year later, in 2019, we performed a rerun of the Siebel Deployment and Compliance Overview to ensure our customer applied the changes correctly and to ensure the internal procedures are followed.

By keeping track of the required license keys they were now fully compliant.

“You might think that you’re ‘just doing an update’, while you are actually exposing yourself to non-compliance”