Add a software entitlement

Software entitlements enable you to define license details that are matched to software models.

Before you begin

Role required: sam_user

About this task

Software entitlements are stored in the Software Entitlement [alm_license] table.
Note: Entitlements are assigned to software models, which are different than software discovery models.

Procedure

  1. Navigate to Software Asset > Licensing > Software Entitlements and create a new record (see table for field descriptions).
    Table 1. Software Entitlement form
    Field Description
    Display name Automatically generated name based on asset tag and model.
    Asset tag Specify the serial number and the bar code for tracking the asset.
    Publisher part number Select publisher part number from the lookup list of predefined software that may have already been purchased.

    If the software model already exists, the Software model field is automatically populated.

    If the software model does not exist, it will automatically create it for you directly from this form.

    Software model If the software model for the asset has not already been populated, select the software model to match the entitlement.

    Once the discovery map is selected, software model, product type, publisher, and license metric are automatically populated.

    If the software model discovery map is not on the lookup list, you can choose one from a list of discovery maps which will automatically replace the software model, product type, and license metric.

    Note: A warning message is shown if the publisher part number is not associated with the publisher and product for the software model. You can either change the software model, or save the entitlement as is.
    Database option Specify the Oracle Database option or management pack. Each purchased Oracle Database option requires a separate software entitlement.
    Note: This field is shown only when configuring entitlements that meet the following conditions:
    • The Product field on the software model form is DB Server.
    • The Metric group field is set to Oracle, which requires special licensing.
    Product type Specify the product type.
    • Full
    • Upgrade

      When upgrade is selected, the Upgraded Entitlements related list is shown, which is used to specify the entitlements you are upgrading from.

    This field becomes read-only after the form has been submitted.

    Metric group Select the metric group for the software. Each metric group has a set of license metrics that are specific to the publisher.
    • Common
    • Microsoft (add-on)
    • Oracle (add-on)

    Microsoft and Oracle publisher packs are available as add-ons that provide the capability to manage software licensed under Microsoft and Oracle licensing models.

    You can view Microsoft and Oracle compliance and optimization results on the Software Asset Management dashboard.

    License metric Select the license metric for the license group that the software license is counted against when reconciliation is run.

    Point to the reference field icon to view the license calculation.

    • Common:

      Per Core, Per Device, Per Named Device, Per Named User, Per Processor (CPU count), and Per User

    • Microsoft (add-on):

      Device CAL, Per Core (Physical Core), Per Core (Virtual OSE), Per Core (with CAL), Per Device, Per Processor, Per User, Server (Per Instance), Server (Per Server), and User CAL

    • Oracle (add-on):
      Named User Plus and Per Processor
      Note: For Oracle Per Processor metric type, Hyper-Threading must be enabled if you are using a virtual machine (VM) running Amazon Web Services (AWS)

    For more information, see Software license metrics.

    Agreement type Select the agreement type.
    • Generic
    • Enterprise Level Agreement: Only shown when the License Metric Group field is Common or Microsoft
    • Unlimited Level Agreement: Only shown when the License Metric Group field is Oracle.
    Note: If the agreement type is Enterprise Level Agreement or Unlimited Level Agreement, the Status is Compliant even if there are unlicensed installations.
    Purchased rights Specify the number of rights that you are purchasing.

    The number of purchased rights for the new entitlement gets set in the Active rights field.

    Active rights Read-only. Specifies the number of entitlements to be granted for this license.
    Note: If an enterprise contract is attached to the license, the Active rights field is not shown.
    Allocations available Read-only. Specifies the number of user or device allocations that have not been created for an entitlement.

    Allocations available = (number of active rights) - (sum of all allocation quantities)

    General
    Serial number Unique number assigned for identification of the asset.
    Owned by User or department with financial ownership of the asset. Can be different than the manager.
    State Current state of the asset. Values include On order, In stock, In transit, In use, Consumed, In maintenance, Retired, and Missing.

    If the state is Retired, the Active rights field is set to 0.

    Substate More details about the software license stage. The available substate settings depend on the State selected.

    For example, if you select the Retired state, the substate options available are Disposed, Sold, Donated, and Vendor credit.

    Company Company to which this asset belongs.
    Location Where the license is used. For example, a specific site, country, or region.
    Department Department of the person Assigned to this software license.
    Financial
    Cost Cost of the software.
    Note: Required for total cost and savings calculations on the Software Asset Management dashboard.

    For additional field descriptions, see create assets in Asset Management.

    The Contracts related list contains contract details.

    The User or Device Allocations related list contains entitlement allocations.
    Note: This related list is only shown when the License Metric field is Per User or Per Device

    The Activities related list contains work notes for the asset.

  2. To perform additional configuration, in the Software Entitlements list, select the new software entitlement record.
    1. To set upgrade and downgrade entitlements, in the Downgrades/Upgrades related list, create a new record to specify which software models to which you have upgrade or downgrade rights (see table for field descriptions).
      This allows you to set entitlement to previous or future versions of software (for example, the purchase of Office Professional Plus 2016 rights entitles you to Office Professional Plus 2013 as well).
      Table 2. Downgrades/Upgrades form
      Field Description
      Software entitlement Software entitlement with which the upgrade/downgrade is associated.
      Software model Software model of the entitlement.
      Order Order of the upgrade/downgrade.
      Start date Start date of the upgrade/downgrade.
      End date End date of the upgrade/downgrade.
    2. To set up cost-tracking details, configure Expense Lines.
    3. To manage license keys, in the License Keys related list, create a new record to specify the licenses keys allocated to entitlements (see table for field descriptions).
      Table 3. License Key form
      Field Description
      Is allocated When checked, the license key has been allocated.
      License key License key value. Must be unique per entitlement.
      Software entitlement Software entitlement associated with the license key.
    4. If the product type is an upgrade, to specify the entitlements from which you are upgrading, in the Upgraded Entitlements related list, create a new record (see table for field descriptions).
      You can upgrade previously owned rights for a particular version of software to a newer version (for example, Office Professional Plus 2013 to Office Professional Plus 2016).
      You can add multiple upgrade entitlements in the Upgraded Entitlements related list.
      Note: The rights from entitlements that you are upgrading from get deactivated when you upgrade because they are moved to the new entitlement.
      Table 4. Upgraded Entitlements form
      Field Description
      From Entitlement The entitlement from which rights are upgraded.
      Number of rights Number of rights to upgrade.