Annual Software Recharge

What is the Software Recharge and why are we doing it?

Several of our major vendors (Microsoft, Adobe, etc.) have changed the way they distribute and charge colleges for software. They are moving to an annual enterprise license, which means that we are now billed annually for the number of devices we have that use the software.

When will departments start to be charged annually for software?

Beginning September 1, Information Resources will change the software chargeback model to annually charge departments for Microsoft Office, Adobe Acrobat Pro and Adobe Creative Suite. Microsoft Office will be part of every computer’s image and Adobe Acrobat Pro and Cloud will be installed as requested by the individual.  Inventory sheets are usually sent to departments in early-to-mid September for review and final invoices will be sent to department in early October.  

As a result of the impact of COVID, the annual recharge process for 2020 has been delayed.  Inventory sheets will be sent out in early February 2021 with final invoices will be sent late February 2021.

How is the price per computer calculated?

Microsoft Office charge: To arrive at an equitable re-charge price, the cost for the software will be calculated on the total cost of Microsoft’s bill of the prior year divided by the total number of college-owned computers.

Adobe Acrobat Pro and Creative Suite will be based on what the contract charges per license.

Will departments incur additional charges for software upgrades?

Users can upgrade to the latest version of these software packages without additional costs via a request through the online hardware/software request system, https://webapp.cortland.edu/hardwaresoftware

Will departments have to pay for faculty software?

Information Resources will continue to pay for the software in classrooms, computer labs and faculty computers (as part of the Faculty DRP).  

What is Faculty DRP?

Faculty DRP or Desktop Replacement Program is the program which provides full-time faculty with one computer funded by the Campus Technology Services department approximately every 5 years. Any computers listed on an inventory as DRP Eligible will have their software covered by CTS as part of the faculty DRP program, the charge will display as $0.  This includes charges for Microsoft, Adobe Acrobat Pro and Creative Suite.

How will CTS know what to charge each department?

Campus Technology Services wants to ensure that the recharges/inventory is accurate for each department; therefore, inventory reports for each department will be sent in early-to-mid September to review, in advance of any recharge. The department secretary should make any changes/corrections to the inventory that is received and return it to Campus Technology Services.  A departmental invoice will be generated in October. 

As a result of the impact of COVID, the annual recharge process for 2020 has been delayed.  Inventory sheets will be sent out in early February 2021 with final invoices will be sent late February 2021.

Don’t we have a computerized inventory system to insure accuracy?

Yes, we use Dell KACE, a systems management and deployment product which presently has a very accurate list of the computers on campus. However, each department should review the inventory generated by KACE to ensure its accuracy.

Where can we direct questions regarding recharges and inventory?

Questions regarding the inventory can be directed to:

Lisa Mostert, Campus Technology Services
Lisa.mostert@cortland.edu

Or

Lisa Walker, Campus Technology Services
Lisa.Walker@cortland.edu

If there are any questions regarding the Software recharge model, please contact:

Lisa Kahle, Campus Technology Services
Lisa.Kahle@cortland.edu

Details

Article ID: 131215
Created
Thu 4/8/21 9:37 AM