Oracle E-business Suite license management – app user

Oracle E-business Suite – App User License Management

The E-Business Suite is a set of applications that enable businesses to manage various aspects of their operations. However, the use of these programs is subject to licensing requirements that organizations must adhere to.

One of these requirements is the Application User license, which mandates organizations to determine all the individuals authorized to use the E-Business Suite, regardless of whether they are actively using the software.

Despite this contractual term, many organizations do not realize that they should actively perform user management to keep track of the changing population. This article aims to shed light on the importance of user management and the consequences of non-compliance with licensing requirements.

Understanding the Oracle E-business Suite Application User License

The Application User license is a licensing requirement for organizations that use the E-Business Suite of programs.

This license requires organizations to determine all individuals authorized to use the software, regardless of whether they are actively using it at any given time. The licensing requirement applies to all software instances, including test, development, or acceptance environments.

The licensing requirement is based on the premise that any individual authorized to use the software is licensed, even in a test environment.

The Importance of User Management with Oracle E-business Suite

User management manages user accounts, permissions, and organization resource access. In E-Business Suite programs, user management is essential to ensure compliance with licensing requirements and to keep track of the changing population.

Identifying New Oracle E-business Suite Users

Organizations should identify new users who may need to access the software and regularly perform data cleanup of all E-Business Suite users. This includes individuals who have changed roles or left the organization.

These people may not actually use the software anymore, but they could still be authorized and must still be licensed.

Oracle E-business Suite Regular Data Cleanup

A regular data cleanup should occur at an organization’s production instance and include all instances, for example, any test, development, or acceptance environment. This is because Oracle requires you to license every individual who is authorized to make use of the software installed on single or multiple servers.

End-Dating Individuals who no Longer Need to Use Oracle E-business Suite Software

Individuals who no longer need to use the software should be end-dated, for example, persons who have changed roles or left the organization. End-dating individuals who no longer need to use the software can help organizations save costs associated with licensing fees.

Keeping Track of Oracle E-business Suite Functionality Under Test Conditions

Organizations should also keep track of any functionality under test, plus any individuals granted access to that test.

For instance, during an E-Business Suite Financials pilot, you may want to verify if the module Purchasing could provide added value. A select number of people will be assigned within the system to test the module.

If your organization decides to start using the Purchasing functionality, the licenses are typically purchased. However, what if the organization decides not to use the Purchasing module? Did you end-date the responsibilities of all test users? If not, tested applications and test users will be counted in an audit.

Consequences of Non-Compliance with Oracle E-business Suite Licensing Requirements

Non-compliance with licensing requirements can have serious consequences for organizations. Failure to properly manage user accounts and licenses can result in fines and penalties.

Additionally, organizations may be required to purchase additional licenses to cover any unauthorized use of the software, which can be a significant expense.

User management is critical in ensuring compliance with licensing requirements and in keeping track of the changing population.

Organizations should identify new users who may need to access the software and regularly perform data cleanup of all E-Business Suite users. Individuals who no longer need to use the software should be end-dated, and organizations should keep track of any functionality under test.

Staying on top of user management and ensuring compliance with licensing requirements is essential.

Remember, the Application User license requires an organization to determine all individuals authorized to use the E-Business Suite programs, regardless of whether the person is actively using the software at any given time.