Indirect Access in Oracle Primavera P6
- Definition: Users access Primavera data indirectly via third-party systems.
- ERP Integration: SAP or other ERP users accessing Primavera data.
- Licensing Required: All indirect users must be licensed.
- APIs and Web Services: Interaction via or web services also counts as indirect access.
- Compliance Risk: Mismanaging indirect access can lead to non-compliance.
Indirect Access in Oracle Primavera P6
Oracle Primavera P6 is one of the world’s most widely used project management tools. It is valued for its powerful capabilities in managing complex projects and portfolios. However, managing its licensing requirements becomes a significant challenge when integrated with third-party systems such as ERP solutions or other enterprise software.
This is particularly true in scenarios involving indirect access. Understanding indirect access and how it impacts your Primavera P6 licensing is crucial for ensuring compliance and avoiding unexpected costs.
This article will focus on indirect access and multiplex environments in Oracle Primavera P6. It will examine common scenarios, licensing pitfalls, and best practices for maintaining compliance.
What is Indirect Access in Oracle Primavera P6?
Indirect access refers to instances where users interact with Primavera P6 data without directly logging into the system. Instead, they access Primavera information through integrations with third-party systems such as ERPs, CRMs, or custom applications, creating what is commonly known as an “indirect access point.”
For example, if your organization integrates Primavera P6 with an SAP system to share project timelines, cost data, or resource allocations, the SAP users who gain insights from Primavera data could be considered to have indirect access.
Although they do not log into Primavera directly, they still interact with Primavera-derived information, which subjects them to licensing requirements.
Common Indirect Access Scenarios
There are several common ways that indirect access occurs in an Oracle Primavera P6 environment:
- ERP Integration: When Primavera P6 is integrated with ERP systems like SAP or Oracle E-Business Suite, users in these systems can view and manipulate data derived from Primavera. This is a classic case of indirect access.
- APIs and Web Services: Many organizations use APIs and web services to facilitate data flow between Primavera and other systems. For example, an automated system that pulls project schedules from Primavera to populate a company-wide dashboard is indirectly accessing Primavera data.
- Database Links: Database links are another common form of integration. In this type of integration, data from Primavera’s backend is directly queried by other applications, leading to indirect access by users.
- Custom Integrations: Organizations often create custom integration solutions to sync Primavera P6 with other tools, such as CRMs or business intelligence tools, to enhance visibility into project metrics. Users of these tools who benefit from Primavera data without logging in are also part of indirect access.
Licensing Challenges with Indirect Access
Oracle’s licensing policies are clear: Any developer or user accessing Primavera data through an indirect access point must be appropriately licensed. Failure to meet these licensing requirements can result in substantial financial penalties, especially during an Oracle license audit.
Oracle’s Licensing Policy on Indirect Access
According to Oracle’s licensing guidelines, users who access Primavera P6 data through “Access Points” (such as APIs, web services, or database links) indirectly access the system. This means they must have valid Primavera licenses, even if they do not have a direct login.
Oracle states that:
“Developers and/or users who are not already licensed for the Primavera P6 Enterprise Project Portfolio Management program and who access applications through Access Points must be licensed for the Primavera P6 Enterprise Project Portfolio Management Web Services program.“
Any indirect access through custom apps, integrations, or automation tools must be carefully monitored to ensure all users are properly licensed.
Read about Oracle Primavera license models and types.
Multiplex Environments and Their Impact
Multiplexing refers to scenarios where multiple users interact indirectly with Primavera P6 through an intermediate layer that simplifies data flow. Multiplexing environments are prone to licensing issues because they can mask the number of users interacting with Primavera data.
- Gateway Systems: A gateway system, such as an API management tool or a data warehouse, is often used to aggregate data from Primavera. Users then access this data through the gateway rather than through Primavera itself.
- Licensing Implications: Every user who gains data or interacts with project metrics from Primavera must be licensed in a multiplexing environment. Multiplexing does not reduce the required licenses; failing to account for these users can lead to non-compliance.
Example: Suppose a company uses an API management tool to gather Primavera P6 project data and make it available for 200 employees across different departments via a dashboard. Even if only 5 API endpoints are in use, each 200 employees needs a license, as they are all indirectly accessing Primavera data.
Indirect Access Licensing Pitfalls
Indirect access introduces several challenges and common pitfalls that can lead to non-compliance:
- Lack of Awareness: Many organizations aren’t aware that indirect access through third-party applications or integrations requires a Primavera license. This oversight is one of the most common causes of licensing violations.
- No Formal Tracking Mechanism: Indirect access can be difficult to track. Organizations that do not have a formal tracking mechanism for their integrations may struggle to maintain a complete picture of who is accessing Primavera data, directly or indirectly.
- Over-Reliance on Multiplexing: Some IT administrators mistakenly assume that multiplexing minimizes licensing requirements, believing that the intermediate system’s users do not require Primavera licenses. This is incorrect; the entire user base benefiting from Primavera data must be licensed.
- Integration Expansion: As organizations expand their integrations, they often add more third-party tools to the ecosystem, creating new access points. Each new tool that interfaces with Primavera creates potential indirect access users who must be licensed.
Best Practices for Managing Indirect Access
Managing indirect access requires a proactive approach to understanding and limiting licensing risks.
Here are some best practices to consider:
1. Inventory of All Integrations
Maintain an updated inventory of all systems and applications integrating with Primavera P6. List all the integration methods, such as APIs, web services, or database links. This will help us understand all possible indirect access points.
2. Formalize Access Points
Ensure that every point of access to Primavera data, whether direct or indirect, is documented. Establishing formal Access Point Agreements internally can help track compliance and ensure all access points are properly licensed.
3. Licensing Reviews
Conduct regular licensing reviews to confirm that indirect users are accounted for. Identify all systems and third-party applications that interface with Primavera and ensure that users accessing these integrations have the proper licenses.
- Monthly or Quarterly Reviews: Perform licensing reviews monthly or quarterly to monitor who is accessing Primavera data indirectly. Any new integration should automatically trigger a review.
4. Use Oracle LMS Tools
Consider using Oracle License Management Services (LMS) tools to conduct self-audits. Oracle LMS provides audit scripts that can help you identify potential indirect users. Preemptively using these tools can provide visibility into indirect access issues before Oracle initiates an official audit.
5. Create Integration Policies
Establish integration policies that specify how and under what conditions applications can integrate with Primavera P6. Ensure that integration developers know the licensing implications for all users who indirectly gain access to Primavera data.
6. Limit Unnecessary Integrations
Where possible, limit unnecessary integrations with Primavera P6. The fewer systems interacting with Primavera, the easier tracking and maintaining compliance is.
Example: Instead of multiple departmental dashboards pulling data from Primavera, create a single centralized dashboard managed by a licensed user group. This limits the number of indirect access points, reducing the overall licensing burden.
Calculating Indirect User Licenses
To determine the correct number of licenses required for indirect access, you need to understand the following aspects of your Primavera integration:
- Number of Users in Integrated Systems: Identify the users in each integrated system that interact with Primavera data.
- Access Type: Determine if these users merely view data or if they perform operations that affect the data in Primavera.
- Compliance Requirements: Check if users are accessing restricted-use components like Oracle Analytics Publisher through integration, as this can trigger a need for a full-use license.
Example Calculation:
If you have 50 SAP users who access Primavera-generated reports, and 10 use those reports to make project-related decisions, all 50 users need Primavera licenses. Even if the access is read-only, licensing requirements apply.
Impact of Indirect Access Non-Compliance
Failing to properly license indirect users can have severe consequences:
- License Fees and Penalties: Oracle audits could lead to additional licensing fees, backdated penalties, and fines. Organizations may have to purchase additional licenses at higher costs if non-compliance is found.
- Disruption to Operations: If Oracle identifies non-compliance, it may require the organization to halt certain integrated activities until licenses are properly procured, potentially disrupting ongoing projects.
- Legal Risk: Continued non-compliance may expose the organization to legal action from Oracle, leading to lengthy disputes and reputational damage.
Indirect Access in Oracle Primavera P6 FAQ
What is indirect access in Oracle Primavera P6?
Indirect access occurs when users interact with Primavera P6 data without directly logging into the system. This is often done through third-party systems such as ERPs, APIs, or custom integrations.
Which scenarios are considered indirect access in Primavera P6?
Scenarios like ERP integrations, database links, custom APIs, or web services that connect with Primavera P6 all qualify as indirect access and require proper licensing.
Do users of integrated ERP systems need Primavera licenses?
Yes, users of third-party systems like SAP that access Primavera P6 data must be licensed even if they do not directly login to Primavera.
How does Oracle define indirect access points?
Oracle defines indirect access points as any means through which Primavera data is accessed, such as APIs, web services, or database connections used by non-licensed users.
What is multiplexing in Primavera P6?
Multiplexing refers to using an intermediate layer, like an API gateway, to aggregate Primavera P6 data and distribute it to multiple users, all needing to be licensed.
How can organizations manage indirect access compliance?
Organizations should maintain a detailed inventory of all integrated systems, track the number of users, and conduct regular audits to ensure all indirect users are licensed.
What are the licensing risks associated with indirect access?
Non-compliance risks include financial penalties from Oracle audits, the purchase of additional licenses at premium rates, and potential service disruptions.
How is indirect access different from direct access?
Direct access involves users logging in directly to Primavera P6, whereas indirect access occurs when users gain data through integrated systems without direct login credentials.
Do APIs used to access Primavera data need to be licensed?
Yes, any users interacting with Primavera data through APIs must be properly licensed, even if they access data indirectly.
What role do database links play in indirect access?
Database links are often used to share data between Primavera and other systems. Any users benefiting from this shared data are considered indirect users who need licenses.
Can multiplexing reduce Primavera licensing costs?
No, multiplexing does not reduce the number of required Primavera licenses. All users interacting with Primavera data through a multiplex system must be licensed.
How can Primavera administrators monitor indirect access?
Administrators should document all integration points, maintain records of users in integrated systems, and use Oracle LMS tools to conduct self-audits to monitor indirect access.
Are restricted-use licenses applicable for indirect access?
Restricted-use licenses are only applicable under specific conditions. A full-use license may be required if a user accesses restricted components outside of these conditions.
How often should licensing reviews for indirect access be conducted?
Conducting licensing reviews monthly or quarterly is recommended to ensure all indirect users of Primavera P6 are properly licensed.
What happens if indirect users are not licensed properly?
Failure to license indirect users can lead to Oracle audits, resulting in penalties, additional license purchases, and even legal repercussions for non-compliance.
Read more about our Oracle License Management Services.
