G E O R G E M A S O N U N I V E R S I T Y

KE Y TAKE AW AYS

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Adobe• Mason has made a significant financial commitment to provide Adobe Creative

Cloud to faculty and classified staff for the next three years• Students can access Adobe in classrooms and public computing labs• Providing individual access to students (including TAs, GAs, and wages) and non-

student wages under the campus ETLA is currently cost prohibitive• Departments can purchase pro-rated Adobe subscriptions for wages under Mason’s

VIP agreement through SHI International

Microsoft• Microsoft has radically changed their licensing model which has had a

significant cost impact to Mason• Mason has executed significant investments in Microsoft technologies• A number of Microsoft initiatives are in the project pipeline in the

coming months

Two-Factor Authentication (2FA)• 2FA provides an additional layer of security to protect Mason account

credentials and the integrity of applications in the Mason community• 2FA expansion is being undertaken in a number of strategic projects

G E O R G E M A S O N U N I V E R S I T Y

AD OBE CRE ATI VE CL OU D

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Adobe Creative Cloud for Enterprise brings together everything needed to empowerstudents, faculty, and staff to create and manage content across mobile, desktop, andthe web – in a secure way. A Creative Cloud subscription provides Mason access tothe full range of creative desktop apps for digital imaging, design, web, and video.

G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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Cumulative Licensing Program (CLP)• Institutions or districts that want to extend discount levels across multiple

departments, schools or campuses• License Type: Perpetual• Agreement Term: 2 years• Products: Acrobat DC (desktop only) and other desktop products• How to buy: Adobe Authorized Education Reseller (SHI International)

Transactional Licensing Program (TLP) • Organizations that want administrative simplicity and a quick and easy one-time

transaction• License Type: Perpetual• Agreement Term: None• Products: Acrobat DC (desktop only) and other desktop products• How to buy: Adobe Authorized Education Reseller (SHI International)

Notes: See https://its.gmu.edu/service/adobe-creative-cloud/ for more details

G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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Value Incentive Plan (VIP)Subscription licensing with term-length optionsLicense Type: SubscriptionAgreement Term: 1 year (monthly prorated)Products: Adobe Creative Cloud for education (Named-user, Device, and K-12 site and district licenses) and Adobe Acrobat Pro DC with services How to buy: Adobe Authorized Education Reseller (SHI International)

Enterprise Term License Agreement (ETLA)A 3-year agreement with cloud and desktop offerings designed for large organizations, including education institutionsLicense Type: TermAgreement Term: 3 yearsProducts: Creative Cloud for enterprise, Adobe Document Cloud, Adobe Captivate and Adobe PresenterHow to buy: Adobe Account Executive

Notes: See https://its.gmu.edu/service/adobe-creative-cloud/ for more details

G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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G E O R G E M A S O N U N I V E R S I T Y

AD OBE BU YI NG PROGRAMS E X PL AI NE D

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G E O R G E M A S O N U N I V E R S I T Y

MAS ON AD OBE E TL A H I S TORY

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Original Hybrid ETLA Agreement Signed May 23, 2014Agreement Term: 3 years (expired 22-May-2017)Products Purchased: Creative Cloud and Acrobat Professional (unlimited quantity on Mason-owned equipment) for Faculty & Staff (student license option not selected)Cost to Mason: How to buy: Purchased through Patriot Tech and distributed by Technology Support ServicesCost to Departments: $390 per Creative Cloud license & $90 per Acrobat license

Sales HistoryYear 1: Year 2: Year 3: Total Sales: Operating Loss to Patriot Tech: ($77,398)

G E O R G E M A S O N U N I V E R S I T Y

MAS ON AD OBE E TL A H I S TORY

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Hybrid ETLA Agreement Signed May 16, 2017Agreement Term: 3 years (expired 15-May-2020)Products Purchased: Creative Cloud (1,000 Licenses) and Acrobat Professional (unlimited quantity deployed within Mason) for Faculty & Staff (student license option not selected)Cost to Mason: How to acquire: Submit request to ITS Support; Distributed by Technology Support Services until all licenses were claimed.Proposed Cost to Departments: $360 per Creative Cloud license prorated discount of $10 per month

Mason Recharge Committee rejected request for software chargeback.

G E O R G E M A S O N U N I V E R S I T Y

MAS ON AD OBE E TL A S TRATE GI C CONS I D E RATI ONS

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1. Centrally Fund and Distribute WidelyAll faculty, staff, and students would have the full Adobe suite available to them in labs and through their Mason IDAdministrative burden would be light as software distribution channel is in placeAnnual cost for total coverage: ~$Example Schools

Clemson University - https://ccit.clemson.edu/support/current-students/software-and-applications/adobe/

Ohio State University - https://ocio.osu.edu/software/adobe-ela

2. Cost Recovery Model and Incremental PurchasingCover a portion of faculty, staff, and studentsAnnual cost remains constant with annual true-ups for growthWith Patriot Tech’s move to Barnes & Noble, ITS does not have a means in place to provision and chargeback for student softwareAnnual cost for coverage (August 2019 price negotiations):

G E O R G E M A S O N U N I V E R S I T Y

MAS ON E TL A H I S TORY

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Current ETLA Agreement Signed March 24, 2020Agreement Term: 3 years (expires 31-May-2023)Products Purchased: Creative Cloud (All Apps) for all Mason Faculty & Staff (student license option not selected due to cost)Cost to Mason: How to acquire: Submit request to ITS Support Center

Key Terms• Mason may: (a) permit each Faculty and Staff Member to activate a copy of the

On-premise Software associated with the Product and Service on up to twoComputers which may be accessed by such Faculty or Staff Member using aunique log-in identifier (Mason ID/named user); and (b) install a copy of the On-premise Software on any Enterprise-owned Computer located in public computerlabs and classrooms for use by Students, Faculty Members and Staff Memberswithout the need for a unique log-in identifier (shared device).

• Software may not be provisioned in a virtual environment.• Any individual whose primary association with Mason is in a student role may

not be provisioned on-premise software using a unique log-in identifier.• No named user access for student wages, GAs, TAs, etc.

• Wage (hourly) employees are currently not covered under our ETLA. Thisparticular delineation of employee classification creates additional work effort byMason to confirm their employee status.

G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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Mason Microsoft Licensing History October 2017 – Microsoft introduces new academic licensing changes for higher education Enrollment for Education Solutions (EES) members.

Microsoft requires an institution-wide commitment across all users due to removal of the full-time equivalent (FTE) formula for campus coverage.Results in a significant increase of license quantities needed and annual cost inflation at renewal.The introduction of a “knowledge worker” classification confuses many universities.

G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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Mason Microsoft Licensing History January 2018 – Mason executed a one-time, twelve month extension of the existing structure.

Time needed to right-size the transition and prepare for the new licensing structure.

Microsoft abandons knowledge worker definition for Education Qualified User (EQU)

An EQU is an employee or contractor (except Students) who accesses or uses an Education Platform Product for the benefit of the Institution.

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MI CROS OF T ACAD E MI C L I CE NS I NG

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Microsoft Licensing History • January 2019 – Mason converts to new EES structure at A3 level

G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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Mason Microsoft Licensing History • March 2020 – Mason upgrades from A3 to A5 level.

G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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Microsoft Key Terms and Current ProjectsStudent Use Benefits (SUB) – SUBs enable licensing of student requirements withthe license commitments made to all faculty and staff in an EES. For every educationplatform product an institution purchases, either 15 or 40 students get access tocertain online services at no additional cost. If an institution licenses the Microsoft365 A3 or A5 bundles across all knowledge workers, the ratio will be 1 to 40.

Office 365 Tenant Unification - MasonLive Student email was originallyimplemented on Microsoft's Live @edu platform and Office 365, the employee emailsystem, was implemented PRIOR to MasonLive's migration to the same platform.This mandated that the two email systems, though operating on the same underlyingtechnology have lived for 7+ years as two individual systems. In the interim,Microsoft has enriched the Office 365 suite with productivity and collaboration toolsso that it is much more than just an email system and these tools are designed toprovide the best experience when all users are in the same tenant. Current plannedprojects will bring all active students into the current employee tenant to enhance thecollaboration experience between faculty and students.

G E O R G E M A S O N U N I V E R S I T Y

MI CROS OF T ACAD E MI C L I CE NS I NG

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Microsoft Key Terms and Current ProjectsLeveraging Microsoft Infrastructure – ITS will review Microsoft A5 licenses,services and usage and develop a roadmap/priority for standardizing and expandingthe use across the university.

Implement Duo Two Factor Authentication (2FA) linked to the employee Office365 (O365) environment as a response to the continued Phishing Attacks on Mason'semail system. This consist of the design and implementation of the Office 365solution based on pre-requisite work related to understanding, agreeing to, anddocumenting an identity profile concept that includes who the user is, where they areattempting to access the system from, and what type of device they are using, as thereare multiple methods available to access email, including Web client, multipledesktop clients - Microsoft and 3rd party, and mobile clients.

MS Teams Soft Phone Pilot - ITS is piloting a ‘soft phone’ enabled through MSTeams, which allows users to receive and place calls from their university phone (703-993-XXXX) using the MS Teams application on a computer or cell phone. The MSTeams Soft Phone has all of the features provided by the traditional universitytelephone, such as local and domestic long-distance calling, voicemail, caller ID and 5digit dialing. Additionally, the MS Teams soft phone provides integrated voicemailtranscription.