Peoplesoft Licensing Guide – 4 different ways of licensing

Introduction to PeopleSoft Licensing

This article provides an in-depth understanding of PeopleSoft Licensing, a crucial aspect of utilizing PeopleSoft’s suite of business applications.

The key takeaways include:

• Four Licensing Metrics: PeopleSoft offers four different licensing metrics – Application User, Employee License, Expense Report License, and FTE Student License. Each has its unique definition and application.
• Prerequisites: Certain PeopleSoft modules require licensing of a different PeopleSoft product, known as Prerequisites. For instance, PeopleSoft eSettlements requires PeopleSoft Financials.
• PeopleSoft Tools: PeopleSoft provides a restricted use license for PeopleSoft PeopleTools, which includes various components like PeopleSoft PeopleTools Application Server, PeopleSoft PeopleTools Database Server, and more.

Understanding these aspects will help you manage and optimize your PeopleSoft licenses effectively.

Peoplesoft Licensing

First, you should review Peopelsoft modules and understand if the module is licensed to application users (individuals) or per employee. Many Peoplesoft products are licensed per employee, and then you need to license your whole employee population.

For the application user licenses, you must be mindful of prerequisites and the user minimums for Peoplesoft.

Four Peoplesoft Licensing Metrics

1. Application User

Application User: is defined as an individual authorized by you to use the applicable licensed application programs which are installed on a single server or multiple servers, regardless of whether the individual is actively using the programs at any given time

What does this mean? – This means that an “Application User” is a person allowed by the person or organization using the software to use the specific program or programs installed on one or more servers. It doesn’t matter if the person is actively using the program at a given time; they are still considered an authorized user.

2. Employee License

Employee: is defined as (i) all of your full-time, part-time, temporary employees, and (ii) all your agents, contractors, and consultants who have access to, use, or are tracked by the programs. The quantity of the licenses required is determined by the number of Employees and not the actual number of users.

In addition, if you elect to outsource any business function(s) to another company, the following must be counted for purposes of determining the number of Employees: all of the company’s full-time employees, part-time employees, temporary employees, agents, contractors, and consultants that (i) are providing the outsourcing services and (ii) have access to, use, or are tracked by the programs.

What does this mean? – This means that an “Employee” is defined as any individual who is employed by the person or organization using the software, including full-time, part-time, and temporary employees, as well as any agents, contractors, and consultants who have access to, use, or are tracked by the programs.

The number of licenses required for the software is determined by the number of Employees, not the actual number of users. Additionally, if the person or organization outsources any business functions to another company, the number of licenses required will also include all of the employees of that company who provide outsourcing services and have access to, use, or are tracked by the programs.

3. Expense Report License

Expense Report: is defined as the total number of expense reports by Expenses during a 12-month period. You may not exceed the licensed number of expense reports during any 12-month period.

What does this mean? – This means that an “Expense Report” is defined as the total number of expense reports submitted by employees or contractors of the organization during 12 months. The organization is only licensed to a certain number of expense reports during that period and cannot exceed that number.

4. FTE Student License

FTE Student: is defined as any full-time student enrolled in your institution, and any part-time student enrolled in your institution counts as 25% of an FTE Student. The definition of “full-time” and “part-time” is based on your policies for student classification. If the number of FTE Students is a fraction, that number will be rounded to the nearest whole number for license quantity requirements.

Monitored User: is defined as an individual who is monitored by an Analytics program which is installed on a single server or multiple servers, regardless of whether the individual is actively being monitored at any given time

Individual users who are licensed for an Analytics program by either Named User Plus or Application User may not be licensed by Monitored User.

Human Resources Compensation Analytics program, all of your employees must be licensed.

Oracle Governance, Risk, and Compliance applications: Advanced Controls for eBusiness Suite, Application Access Controls Governor, Application Access
Controls for E-Business Suite, Configuration Controls Governor, Configuration Controls for E-Business Suite, Transaction Controls Governor, and Preventive Controls Governor, the number of Monitored Users is equal to the total number of unique E-Business Suite users (individuals) being monitored by the program(s), as created/defined in the User Administration function of E-Business Suite. Users of iProcurement and/or Self-Service Human Resources are excluded.

For the purpose of the following PeopleSoft Enterprise Governance, Risk, and Compliance applications: Advanced Controls for PeopleSoft Enterprise, Application Access Controls Governor, Application Access Controls for PeopleSoft Enterprise, Configuration Controls Governor, and Configuration Controls for PeopleSoft Enterprise, the number of Monitored Users is equal to the total number of unique PeopleSoft Enterprise (or any other custom applications/programs) users (individuals) that the program monitors

Peoplesoft Licensing Prerequisite

For some Peoplesoft modules, in order to use it you also need to license a different Peoplesoft product; we call that Prerequisite.

• PeopleSoft eSettlements
  • Requires: PeopleSoft Financials
• PeopleSoft eSupplier Connection
  • Requires: PeopleSoft Purchasing, PeopleSoft eProcurement
• PeopleSoft Financials
  • Note: Some features use COBOL
  • Entitled Products and Restricted Use Licenses: PeopleSoft General Ledger, PeopleSoft Receivables, PeopleSoft Payables, PeopleSoft Billing, PeopleSoft eBill Payment, PeopleSoft Asset Management, PeopleSoft Cash Management
• PeopleSoft Grants
  • Prerequisite Products: Not applicable
  • Requires: PeopleSoft Financials, PeopleSoft Project Costing, PeopleSoft Contracts
• PeopleSoft In-Memory Financial Allocations Analyzer
  • Requires: PeopleSoft Financials
• PeopleSoft In-Memory Financial Position Analyzer
  • Requires: PeopleSoft Financials
• PeopleSoft InMemory Project Discovery
  • Requires: PeopleSoft Project Costing, Oracle Endeca Information Discovery, Oracle Exalytics X4-4 or T5-8
• PeopleSoft Inventory
  • Prerequisite Products: Not applicable
• PeopleSoft IT Asset Management
  • Requires: PeopleSoft Financials
• PeopleSoft Maintenance Management
  • Requires: PeopleSoft Financials, PeopleSoft Project Costing, PeopleSoft Purchasing
• PeopleSoft Mobile Inventory Management
  • Requires: PeopleSoft Inventory, Oracle TopLink, and Application Development Framework (part of Oracle Fusion Middleware) – single processor license
• PeopleSoft Order Management
  • Requires: PeopleSoft Inventory
• PeopleSoft Pay/Bill Management
  • Requires: PeopleSoft Human Resources, PeopleSoft Time and Labor, PeopleSoft Project Costing, PeopleSoft Financials, PeopleSoft Contracts, PeopleSoft Payroll
• PeopleSoft Program Management
  • Requires: PeopleSoft Project Costing
• PeopleSoft Proposal Management
  • Requires: PeopleSoft Project Costing, PeopleSoft Contracts, PeopleSoft Program Management
• PeopleSoft Real Estate Management
  • Requires: PeopleSoft Financials, PeopleSoft Transaction Billing Processor
• PeopleSoft Self-Service Work Requests
  • Requires: PeopleSoft Financials, PeopleSoft Project Costing, PeopleSoft Purchasing
• PeopleSoft Supplier Contract Management
  • Requires: PeopleSoft Purchasing
• PeopleSoft Transaction Billing Processor
  • Requires: PeopleSoft Financials
• PeopleSoft Treasury
  • Requires: PeopleSoft Financials or PeopleSoft Cash Management
  • Entitled Products and Restricted Use Licenses: Deal Management, Risk Management

PeopleSoft Tools – Oracle technology

When licensing any PeopleSoft application, a restricted use license for PeopleSoft PeopleTools is automatically granted, as described in the licensing information for the respective PeopleSoft application.

If opting to purchase a separate license for PeopleSoft PeopleTools as a standalone product (in addition to the restricted use license included with PeopleSoft applications), the available editions are:

• PeopleTools – Enterprise Development: This edition can only be used to develop applications for internal data processing operations. Customers cannot market or distribute these applications. Refer to the Licensing Information User Manual for PeopleSoft PeopleTools for a complete list of entitled products and restricted-use licenses provided with this product edition.
• PeopleTools – Enterprise Development Starter Kit: This edition can only be used by five named users to develop applications containing no more than 20 components (as defined in the program documentation) for internal data processing operations. Customers cannot market or distribute these applications. Refer to the Licensing Information User Manual for PeopleSoft PeopleTools for a complete list of entitled products and restricted-use licenses provided with this product edition.

PeopleTools 8.54 Prerequisites, Entitled Products, and Restricted Use Licenses:

• PeopleSoft PeopleTools Application Server: The Oracle Tuxedo license included with PeopleTools is a restricted use license that may only be used to run PeopleSoft applications. Using this Tuxedo license outside of PeopleSoft applications is not permitted.
• PeopleSoft PeopleTools Application Server, Batch Server, and Tools Clients: Oracle’s Java Platform Standard Edition (Java SE) is included with PeopleTools and is intended only for use in conjunction with running PeopleSoft applications. Using Java SE in any other way or using a different version of Java SE than provided with PeopleTools is subject to terms set forth at http://www.oracle.com/technetwork/java/javase/terms/license.
• PeopleSoft PeopleTools Cube Builder: Oracle Hyperion Essbase is shipped separately from PeopleTools (separate licensing components for integration and end-user product).
• PeopleSoft PeopleTools Database Server: PeopleTools supports and provides integration with Oracle Transparent Database Encryption (TDE) technology. TDE is a separate product.
• Reporting: Oracle Business Intelligence Publisher (Oracle BI Publisher) is bundled with PeopleTools at no additional cost. It is used for online and scheduled reporting functionality in PeopleSoft applications. You may create custom reports or modify delivered reports using data from your licensed PeopleSoft application(s). To use Oracle BI Publisher for other purposes, a separate full-use license must be obtained from Oracle.
• Search Engine:
  • HP Autonomy’s Verity Developer Kit product (Verity VDK) is included with PeopleTools at no additional cost. It is used for free text search functionality in PeopleSoft applications. A separate license from HP Autonomy is required to use Verity VDK for other purposes.
  • Oracle Secure Enterprise Search is provided solely for use with licensed PeopleSoft applications.
• Security:
  • PGP® secure messaging algorithms are available when you license the PGP encryption library from Symantec Corporation, compile the sample glue code, and load the library into the PET database. A specific license grant from Symantec Corporation is required to use the PGP® encryption functionality. Visit http://www.symantec.com/products-solutions/families/?fid=encryption to inquire about purchasing the required license.
• Web Server: Oracle WebLogic Server Enterprise Edition is supplied with Oracle PeopleSoft PeopleTools and some Oracle PeopleSoft applications for use in PeopleSoft products. PeopleSoft customers are granted a restricted use license of Oracle WebLogic Server Enterprise Edition to run PeopleTools or the applicable applications at no additional cost. Note that this license does not grant rights to use Oracle WebLogic Server for the development or execution of applications not delivered as part of PeopleSoft applications.

Peoplesoft Licensing – Frequently Asked Questions

Peoplesoft Licensing Assessment

Peoplesoft Licensing Assessment Service:

• This service comprehensively reviews your organization’s current PeopleSoft licensing, including analyzing your usage, installation, and configuration.
• The assessment includes an examination of your license agreements, purchase orders, and other documentation to ensure compliance with Oracle’s licensing policies.
• The service provides recommendations for compliance and optimization and includes a summary of the findings.
• The service will also identify any areas of potential savings and guide managing and optimizing your PeopleSoft licenses.
• The service is designed to help you understand and manage your PeopleSoft licenses and to optimize your software investments.
• Oracle licensing experts deliver the service with the knowledge and experience to provide accurate and actionable information.

Contact us today to discuss how Redress Compliance can help you get Peoplesoft licensing correct!