Don’t play hide and seek with Siebel CRM users

Most organizations do not comply with Oracle’s methodology for measuring usage in a Siebel CRM environment. Far worse however is the fact that a clear deactivation methodology is usually lacking! Old users are simply deactivated by changing logins or it is assumed that anyone who left the company or switched roles doesn’t need to be counted as having access to the software anymore.

These are very common examples of (license) mismanagement that undoubtedly will surface when Oracle periodically requests a full software usage audit. Oracle requires organizations to license each person who is authorized to use the software, no matter if she or he is an active user. So don’t be tempted to play hide and seek with Siebel CRM users. The truth will surface anyhow and may have unpleasant financial consequences.

All authorized users must be counted

Siebel CRM licenses are normally user based, with metrics such as: Named User, Application User or Registered User. For these metric definitions the total required number of licenses is determined by the total number of distinct individuals who are authorized to use the software, regardless of whether they are actively using it.

Proper cleanup is of the essence

It is therefore crucial to apply a proper and complete deactivation process, consisting of updating employee IDs, statuses, responsibilities and many other changes at both the database and the application level. Users that left the organization or persons that changed roles may not actually use the software anymore, but if they are still authorized they therefore still must be licensed.

A thorough cleanup is needed for all your production environments, and you should extend this clean-up for test, development and acceptance environments as well. This involves performing the user deactivation process in a correct and complete way, so that anyone who doesn’t need access to the Siebel Programs anymore is removed.

Test environments should be included

Originally, Siebel allowed their customers to install the software in a test environment at no charge. However, since Oracle’s acquisition of Siebel Systems, licensing Siebel CRM follows the standard Oracle policies which require test, development and acceptance instances to be licensed as well. This means that any person who only is authorized to use the programs in a test environment, even if he is not actively making use of the software program in this environment, still must be licensed.

Make sure you have the right expertise

You can of course invest in staff and building knowledge completely on your own to address software compliance issues. But you might also want to consider enrolling in a fully operational license management program. This can be done in less than three months and will be tailored to the specific demands of your company.  If you are in need of extra expertise and a structured approach, feel free to contact B-lay. We will help you make software compliance an exciting opportunity to improve your business!

This article was published on 23-02-2016