PeopleSoft Modules and License Metrics
PeopleSoft modules use different licensing metrics depending on their functionality.
This guide explains the licensing model for major PeopleSoft suites and modules so you can allocate and manage licenses correctly. It breaks down which modules use user-based licensing versus employee-based metrics, and how to track usage to stay compliant.
For more information on how PeopleSoft licensing works, read our ultimate guide to Oracle PeopleSoft Licensing.
Step 1 – Overview of PeopleSoft Licensing by Functional Suite
Each PeopleSoft suite applies a different licensing approach, aligned with how its modules are used.
Checklist: Major PeopleSoft Suites
- ✔ Human Capital Management (HCM)
- ✔ Financials
- ✔ Supply Chain Management (SCM)
- ✔ Project Management and Grants
- ✔ Customer Relationship Management (CRM)
- ✔ Campus Solutions
Table: Suite Level Licensing Summary
| Suite | Typical Metric | Notes |
|---|---|---|
| HCM | Employee-based | Counts total workforce, not just users |
| Financials | User-based | Named user licenses for staff roles |
| SCM | User-based | Roles (buyers, planners) drive counts |
| CRM | User-based | Customer service and sales personnel |
| Campus | Student FTE-based | Higher education metrics (enrollment) |
| Payroll | Employee-based | Counts individuals paid (employees) |
PeopleSoft licensing varies widely across functional suites, so it’s important to identify the correct metric for each area.
Step 2 – Human Capital Management (HCM) Licensing Metrics
PeopleSoft HCM modules rely heavily on employee-based metrics. This means licenses are tied to the number of employees in the organization, not just system users.
Checklist: HCM Modules
- ✔ Core HR
- ✔ Benefits Administration
- ✔ Payroll
- ✔ Time and Labor
- ✔ Absence Management
- ✔ Workforce Administration
Table: HCM Licensing Metrics
| Module | Metric | Who Is Counted |
|---|---|---|
| Core HR | Employee-based | All employees in the organization |
| Payroll | Paid employee | Employees (and contractors) on payroll |
| Benefits | Eligible employee | Employees eligible for benefits |
| Time and Labor | Worker count | All workers who record time |
| Absence | Employee count | Entire workforce (for leave tracking) |
In HCM, license counts often exceed the actual number of system users because each employee record counted toward the license requirements.
Step 3 – Financials Licensing Metrics
PeopleSoft Financials modules typically use user-based licensing. Only specific finance personnel (e.g., accountants, clerks, managers) need access, and each of those users requires a license.
Checklist: Financials Modules
- ✔ General Ledger (GL)
- ✔ Accounts Payable (AP)
- ✔ Accounts Receivable (AR)
- ✔ Asset Management
- ✔ Treasury
- ✔ Billing
Table: Financials Licensing Metrics
| Module | Metric | Notes (Who Needs a License) |
|---|---|---|
| General Ledger | Named user | Finance team members (accountants) |
| Accounts Payable | Named user | AP clerks and managers |
| Accounts Receivable | Named user | AR clerks and credit controllers |
| Asset Management | Named user | Asset accountants/inventory staff |
| Treasury | Named user | Treasury specialists (usually few users) |
Each Financials module usually requires distinct user entitlements for each functional role. In practice, you license the specific Finance team members who use that module.
Read our quick overview of how licensing works, PeopleSoft Licensing Basics.
Step 4 – Supply Chain Management Licensing Metrics
PeopleSoft Supply Chain (SCM) licensing is also user-based, but roles vary widely across operations. You’ll license the employees who actively use each SCM module.
Checklist: SCM Modules
- ✔ Purchasing
- ✔ Inventory Management
- ✔ Order Management
- ✔ Manufacturing
- ✔ Supplier Management
- ✔ Procurement Contracts
Table: SCM Licensing Metrics
| Module | Metric | Notes (Who Needs a License) |
|---|---|---|
| Purchasing | Named user | Buyers and procurement staff |
| Inventory | Named user | Warehouse and inventory control users |
| Order Management | Named user | Sales order entry and fulfillment staff |
| Manufacturing | Named user | Production supervisors and planners |
| Supplier Management | Named user | Vendor management and procurement team |
SCM licenses should mirror each operational role’s access needs. Make sure each user with access to these supply chain functions has an appropriate license.
Step 5 – CRM Module Licensing Metrics
PeopleSoft Customer Relationship Management (CRM) modules generally use user-based licensing as well. Only customer service, sales, or support reps who use the system require licenses.
Checklist: CRM Modules
- ✔ Help Desk
- ✔ Support (Customer Support)
- ✔ Sales
- ✔ Marketing
- ✔ Field Service
Table: CRM Licensing Metrics
| Module | Metric | Notes (Who Needs a License) |
|---|---|---|
| Help Desk | Named user | IT/HR support agents or helpdesk staff |
| Support | Named user | Customer service representatives |
| Sales | Named user | Sales team and account managers |
| Marketing | Named user | Marketing users (often licensed separately) |
| Field Service | Named user | Field technicians and mobile agents |
Be mindful: certain CRM modules, such as Marketing or Field Service, may require special consideration due to unique access patterns (e.g., external contractors or mobile users). Ensure each active CRM user is accounted for in licensing.
Step 6 – Campus Solutions Metrics
PeopleSoft Campus Solutions (for higher education) uses academic population metrics instead of standard user counts. Licensing is often based on the number of students, measured in Full-Time Equivalent (FTE) students.
Checklist: Campus Modules
- ✔ Student Records
- ✔ Financial Aid
- ✔ Admissions
- ✔ Student Financials
- ✔ Academic Advising
Table: Campus Solutions Metrics
| Module | Metric | What Is Counted |
|---|---|---|
| Student Records | Student FTE | Active enrolled students |
| Admissions | Student FTE or Applicants | Prospective or admitted students (per contract) |
| Financial Aid | Student FTE | Students receiving aid (overall student count) |
| Student Financials | Student FTE | Students with financial accounts |
| Academic Advising | Student FTE | Students using advising services |
Keep in mind that student population metrics can change significantly each academic term or year. Schools should regularly update their FTE counts to ensure licensing stays accurate as enrollment fluctuates.
Step 7 – When a Single User License Covers Multiple Modules
Some PeopleSoft user licenses can permit access across multiple modules, depending on how your entitlements are defined. In certain cases, a single license type can cover an entire suite of modules for one user.
Checklist: Multi-Module Access Considerations
- ✔ Verify if an entitlement covers a suite or specific modules
- ✔ Confirm if an “Application User” license spans multiple functional areas
- ✔ Check for bundle or package licensing deals in your contract
- ✔ Ensure no user role has access beyond their license scope
- ✔ Review integration accounts to see if they require licensing
Table: Multi-Module Licensing Behavior
| License Type | Multi-Module Access? | Notes |
|---|---|---|
| Application User | Sometimes | Often limited to a suite (check contract) |
| Named User (module-specific) | Rarely | Usually tied to one module or suite |
| Employee-based | Yes | Covers all modules in that functional area (e.g. all HCM) |
| Campus (FTE) | Yes | Covers all Campus modules for the student population |
Cross-module access is only allowed when license terms explicitly permit it. For example, if you negotiated a bundle (such as a custom suite license), a single user license might allow that person to use multiple modules. Always double-check contract specifics so that a user accessing multiple areas isn’t inadvertently unlicensed.
Step 8 – How to Allocate PeopleSoft License Costs Across Modules
Organizations often allocate PeopleSoft license costs across departments or functional areas. This ensures each team (HR, Finance, etc.) bears the cost of the modules they use.
Checklist: Cost Allocation Steps
- ✔ Identify which departments use which modules
- ✔ Map each module’s licensing metric to the department’s usage (users or employees)
- ✔ Allocate costs based on user counts or employee counts for that department
- ✔ Include shared modules or integration usage in the allocation
- ✔ Revisit and adjust allocations annually as usage changes
Table: Allocation Framework
| Department | Modules Used | Metric | Allocation Basis |
|---|---|---|---|
| HR | HCM suite (HR, Payroll) | Employee | Workforce size in HR scope |
| Finance | Financials (GL, AP, AR) | Named user | Number of finance system users |
| Supply Chain | SCM (Purchasing, Inventory) | Named user | Number of operations users |
| Student Services | Campus (Records, Fin Aid) | Student FTE | Enrollment or student count |
Ultimately, license cost allocation depends on each module’s licensing metric. By tying costs to the actual drivers (like headcount or user count in each area), you can fairly distribute expenses and quickly see which teams influence license requirements.
Step 9 – Tracking License Usage Across PeopleSoft Modules
Effective usage tracking is essential to prevent non-compliance with your PeopleSoft licenses. Since PeopleSoft won’t automatically limit you, it’s up to you to monitor how many users or records you have versus what you purchased.
Checklist: Tracking Actions
- ✔ Conduct quarterly reviews of active user accounts in each module
- ✔ Annually verify employee counts against HCM license entitlements
- ✔ Update student FTE counts each academic year for Campus Solutions
- ✔ Monitor module access logs to see if new modules or features are being used
- ✔ Audit integration or service accounts to ensure they are licensed if required
- ✔ Remove or reassign any dormant user accounts to free up licenses
Table: Tracking Risk Areas
| Area | Risk Level | Reason |
|---|---|---|
| “Module creep” (using additional modules not licensed) | High | Features can be enabled unnoticed, leading to unlicensed usage |
| Role drift (users gaining access to new modules) | High | User roles may expand beyond purchased licenses |
| Integration accounts (technical users) | Medium | System or API accounts might count as users in audits |
| Employee growth (organization size increases) | High | More employees or students automatically raise license needs |
Diligent tracking helps prevent any accidental expansion of your license obligations. By catching changes in usage early (like user counts creeping up or new modules being accessed), you can true-up licenses or restrict access before a compliance issue arises.
5 Expert Takeaways
- PeopleSoft licensing is module-driven and each module has a specific metric (user, employee, or other) tied to it.
- HCM modules use employee-based metrics that rise with your workforce size, covering all employees in the system.
- Financials, SCM, and CRM modules rely on user-based licensing, meaning you need a license for each named person using those systems.
- Cross-module or enterprise licenses can allow one user entitlement to cover multiple modules, but only if your contract explicitly provides for it.
- Tracking usage across all PeopleSoft modules is essential to avoid compliance gaps – regularly reconcile your active users and records with your licensed quantities.
By understanding PeopleSoft’s licensing model and metrics for each module, you can manage and allocate your licenses confidently. A structured approach to mapping modules to metrics keeps your PeopleSoft licensing predictable, cost-effective, and compliant.
