EBS

Oracle EBS – What is a read-only user license ?

EBS

Oracle EBS – What is a read-only user license ?

An Oracle EBS Read-Only User License is:

  • Option between Full and Read-Only: A choice for organizations managing Oracle E-Business Suite applications between Application User and read-only user licenses​​.
  • Cost-Effective Access: Provides read-only access to applications at a lower cost and with fewer usage rights than full-use Application User licenses​​.
  • Avoids Licensing Mistakes: It is essential to identify read-only users to prevent all licenses from being counted as full-use, which can lead to higher costs​​.
  • Specific Use: Ideal for users who only need to run queries or reports without the need to modify data​

Oracle EBS – What Is a Read-Only User License?

Oracle EBS – What Is a Read-Only User License

When managing licenses for Oracle E-Business Suite (EBS) applications, organizations often choose between Application User licenses and Application Read-Only User licenses.

Both licenses provide access to the same suite of applications, but Application Read-Only User licenses are cheaper and have fewer usage rights.

Organizations must identify all read-only responsibilities and users to avoid costly licensing mistakes.

This article will discuss the importance of Application Read-Only User licenses and why organizations must differentiate between user types.

Oracle EBS Read-Only User Licenses

Failing to distinguish between different user types can lead to significant licensing issues for many organizations.

For example, if an organization does not identify read-only users and their responsibilities, all licenses may be counted as full-use Application User licenses.

This can result in higher costs during a license review or audit. Individuals with read-only and full-use licenses will be counted only once as total Application Users, helping avoid redundant licensing costs.

Identifying read-only users ensures accurate licensing and cost savings.

Types of Licenses for the Oracle E-Business Suite

The Oracle E-Business Suite offers two types of licenses:

Application User

Application User licenses provide full access to the suite of applications. Users can view, modify, and interact with data. These licenses suit users who need to perform transactions, updates, and other interactive tasks within the applications.

Application Read-Only User

Application Read-Only User licenses are more affordable and provide users with read-only access. Users can view data and run queries or reports but cannot modify any information. These licenses are ideal for users who need to generate reports or monitor data without making changes.

Advantages of Application Read-Only User Licenses

Organizations requiring read-only access to the applications can save significantly on licensing costs by acquiring Application Read-Only User licenses. These licenses help ensure that users who do not need full access are not unnecessarily allocated more expensive Application User licenses.

Implementing a Licensing Strategy

Properly identifying and categorizing users based on their access needs is crucial. Organizations should conduct regular reviews to determine which users require full access and which can function with read-only access. This distinction helps in:

  1. Cost Savings: Reducing licensing costs by allocating cheaper read-only licenses where possible.
  2. Compliance: Ensuring compliance with Oracle’s licensing policies to avoid penalties during audits.
  3. Efficiency: Streamlining user access according to their roles and responsibilities, enhancing operational efficiency.

Best Practices for Managing Oracle EBS Licenses

  1. User Assessment: Regularly assess user roles and responsibilities to determine the appropriate license type.
  2. License Monitoring: Use tools and processes to monitor license usage and ensure compliance with licensing agreements.
  3. Training and Awareness: Educate users about the differences between license types and the importance of using the correct license for their needs.
  4. Audit Preparedness: Maintain accurate records and documentation to be prepared for Oracle license audits.

Distinguishing between Application User and Application Read-Only User licenses is crucial for managing licensing costs effectively.

If an organization fails to differentiate between user types, all licenses might be counted as full-use Application Users during a license review or audit. This can lead to significant costs. Identifying all read-only responsibilities and users helps avoid costly licensing mistakes.

The Risks of Not Distinguishing Between Different Types of Users with Oracle EBS

The Risks of Not Distinguishing Between Different Types of Users with Oracle EBS

Failing to distinguish between user types can result in over-licensing or under-licensing during an audit.

Over-licensing leads to unnecessary expenses while under-licensing can cause legal liabilities. If read-only users and their responsibilities are not identified, organizations might purchase more licenses than needed, wasting resources and incurring additional costs.

How to Identify Read-Only Responsibilities and Corresponding Users for Oracle EBS

To identify read-only responsibilities and users, organizations should assess their licensing needs.

First, determine which users require full access and only read-only access for queries or reports. Once identified, label and track read-only responsibilities and users to ensure they are not mistakenly counted as full-use Application Users during a license review or audit.

Steps for Effective User Identification

  1. Conduct a User Audit: Regularly review user roles and responsibilities.
  2. Classify Users: Differentiate between users who need full access and those who need read-only access.
  3. Label and Track: Maintain a clear record of user roles and licenses.
  4. Monitor and Adjust: Continuously monitor user activities and adjust licenses as needed.

Best Practices for Managing Licenses in Oracle E-Business Suite

To manage licenses in Oracle E-Business Suite effectively, organizations should follow these best practices:

Conduct Regular License Assessments Regularly assess your licensing needs to ensure that your organization is neither over-licensed nor under-licensed.

Distinguish Between Different User Types Identify and distinguish between Application User and Application Read-Only User licenses. This helps allocate the correct type of license to each user.

Label Read-Only Responsibilities Clearly label read-only responsibilities and corresponding users to avoid costly mistakes. This ensures that read-only users are not mistakenly counted as full-use users.

Document Licensing Policies and Procedures Ensure all licensing policies and procedures are well-documented and communicated to all relevant parties. This promotes understanding and compliance.

Review Licensing Agreements Regularly review your agreements and contracts to ensure compliance with vendor requirements. This will help you stay updated with any changes in licensing terms.

Use Application Read-Only User Licenses Wisely Application Read-Only User licenses are a cost-effective alternative for users needing read-only access. Proper use of these licenses can lead to significant cost savings.

FAQs

What is an Oracle EBS Read-Only User License? An Oracle EBS Read-Only User License provides read-only access to Oracle E-Business Suite applications, allowing users to view data and run reports without modifying information.

How do Application User and Application Read-Only User licenses differ? Application User licenses offer full access to view, modify, and interact with data. Application, Read-Only User licenses are cheaper and restrict users from viewing data and running queries or reports.

Why should organizations distinguish between different user types? Distinguishing between user types helps avoid costly licensing mistakes. Misidentifying users can lead to unnecessary expenses if all licenses are counted as full-use during audits.

What are the cost benefits of using Application Read-Only User licenses? Application Read-Only User licenses are less expensive and suitable for users who only need to view data and generate reports, reducing licensing costs.

How can failing to identify read-only users impact an organization? Failing to identify read-only users can result in all licenses being counted as full-use, leading to higher costs during license reviews or audits.

What are the risks of over-licensing and under-licensing? Over-licensing results in unnecessary expenses, while under-licensing can lead to legal liabilities and non-compliance issues.

How can organizations identify read-only responsibilities? Organizations should conduct assessments to determine which users require full access and which need only read-only access. Proper labeling and tracking are essential.

What are the steps for effective user identification? Conduct regular user audits, classify users based on access needs, label, and track roles and licenses, and monitor and adjust user activities and licenses as necessary.

How often should organizations review their licensing agreements? Organizations should regularly review their licensing agreements to ensure compliance with vendor requirements and stay updated with any changes.

Why is it important to document licensing policies and procedures? Documenting policies and procedures ensures that all relevant parties understand and comply with licensing requirements, reducing the risk of mistakes.

What should organizations do to prepare for Oracle license audits? Maintain accurate records and documentation, regularly assess user roles and responsibilities, and ensure compliance with licensing agreements to be audit-ready.

How do Application Read-Only User licenses help with compliance? Using the correct license type helps ensure compliance with Oracle’s licensing policies, avoiding penalties during audits.

What are the best practices for managing Oracle EBS licenses? Regularly assess licensing needs, distinguish between user types, document policies, review agreements, and use read-only licenses wisely to manage costs and compliance.

How can organizations avoid redundant licensing costs? Identify and properly label read-only users and responsibilities, ensuring they are not counted as full-use users.

Why is it crucial to regularly assess user roles and responsibilities? Regular assessments help determine each user’s license type, ensuring efficient license allocation and cost management.

Expert Oracle Licensing Support at Your Fingertips

  • Former Oracle License Auditors: Benefit from the insights of experienced professionals.
  • Comprehensive Services:
    • Accurate licensing reports.
    • Specialized advice on Oracle licensing topics.
  • Global Reach, Remote Delivery: Serving over 200 clients in 41 countries, all services are delivered remotely.
  • Schedule a Consultation: Discuss how we can support your organization with our tailored Oracle licensing solutions.

Ready to optimize your Oracle licensing strategy?

Contact us today.

Author

  • Fredrik Filipsson

    Fredrik Filipsson brings two decades of Oracle license management experience, including a nine-year tenure at Oracle and 11 years in Oracle license consulting. His expertise extends across leading IT corporations like IBM, enriching his profile with a broad spectrum of software and cloud projects. Filipsson's proficiency encompasses IBM, SAP, Microsoft, and Salesforce platforms, alongside significant involvement in Microsoft Copilot and AI initiatives, improving organizational efficiency.

    View all posts