Technology Access Adobe Licensing Process

Tags adobe

Overview

When a user is granted access to email via the Technology Access (TA) routines, an associated Adobe license is activated (applies to employees and registered students).  There are two Adobe Product groups to manage Named User License access:  SVSU Employee – All Adobe Apps and Spark Premium. All eligible users with a valid Named User License are provided online storage via the Spark Premium license (2GB).

Sharing is restricted to SVSU domain users. Users cannot create public links and can only collaborate on shared folders and documents with people from trusted, claimed, and whitelisted domains (currently only SVSU).

Adobe licensing is handled as follows:

  1. Employees (regular, temp, pool, adjunct) are granted access to Adobe - All Apps and Spark Premium, via Named User License.  The Named User License provides access to Adobe products, to download and use on up to two systems (one work computer and one personal home computer).  The Named User License allows use of Adobe software and services, on devices deployed with a Shared Device license (such as computer labs).
  2. Registered students are granted access to Adobe Spark Premium only. This allows for download/use on personal home devices, and access to storage via Shared Device Licensed computers on campus.
  3. Special Technology Access coded users, non-registered students, alumni, and retirees are not granted access to Adobe or Spark licenses.
  4. When an employee and/or student’s status changes, their Named User License may become deactivated.
    1. When employees leave/terminate employment with SVSU, and their Employee indicator changes to ‘N’, their access to Adobe All Apps and Spark Premium becomes deactivated.
    2. When Registered student’s indicator changes from R to any other status, their access to Spark Premium is deactivated.

Process

To track and maintain the status of Adobe licenses, the following processes are in place:

  • The daily add routine activates licenses for any newly activated employee or registered student accounts as indicated by the daily TA download. 
  • To guard against accidental deactivation of licenses, the daily TA download will never be used to deactivate licenses, only activate them.
  • To deactivate licenses, a separate TA routine, defined below, provides a list of users to the Adobe administrator for processing. 

Tasks Necessary for Implementation

2018-06-21 This is a programming request that Nanette will be working on in the coming months (3-4 from today).  The routine shouldn't find any accounts for 3.5 years from the date of our first Adobe migration.

  1. Create a new indicator in the TA file, “Adobe”, Y/N value.
  2. Initially set the Adobe indicator for all users in TA to N.
  3. Modify the TA daily add routine to set the Adobe indicator to Y when email is activated or reactivated, otherwise N.
  4. Modify XTAC/XITC screens to display the Adobe indicator (not maintainable).  If email is activated via XTAC the Adobe indicator should be set to Y. 
  • XTAC should never set the Adobe indicator to N unless it is creating a new TA record and email is not activated.
  1. One-time, update the TA Adobe indicator to Y for all users who currently have an active Adobe license. 
    1. A file of users with active Adobe licenses will be provided to the Web Technologies team by the Sys Admins. 
    2. The file will contain usernames. 
    3. This file can be generated in about 10 minutes, but Sys Admins need to be notified in advance to start generating the file in the morning after it is confirmed that the TA daily download processed successfully. 
    4. The Web Technologies team will perform a crossmatch of the usernames in the file to the TA DB to generate a corresponding file of Colleague IDs and provide this file to the EA team. 
    5. The EA team will use this file to update the TA Adobe indicators accordingly.

NOTE – Steps 1-5 should be performed/moved to live, the same day prior to the running of any TA routines that day.

  1. Modify the TA daily download to include the Adobe indicator in the file.
  2. Create a new TA Adobe deactivation routine with 2 options: 1) Generate Report/Savedlist/Download file, 2) Update Adobe Indicator from the savedlist.
  • Option 1 creates a) a report for review, b) a savedlist to be used with option 2 and c) a download file for the Sys Admins to process to perform the actual license deactivation.  The download file will include a list of usernames.  The Tech Access criteria for a user to be included for option 1 are: a) Adobe indicator of Y, b) email type of DEA and c) email type change date that is prior to the current date less 1278 days (3.5 years).
  • Option 2 processes the savedlist generated by option 1 and sets the Adobe indicator to N for those users in that list.
  • As a safeguard, Option 1 will produce a report of the users included in the savedlist and display the Colleague ID, Username, Last Name, First Name, Middle Initial, Adobe indicator, Email Type, Email Type Change Date, and a calculated number of days beyond 1278 days from the current date that the email type change date indicates. Anyone on the report should have a calculated value of at least 1. Negative values should be displayed. The report should be reviewed by EA prior to running option 2 and prior to sending the corresponding download file to networking.  The report title should include the date which the email type change date must precede for a user to be included.  Ex. Title – “Email Accounts Deactivated prior to 12/15/2010 with Active Adobe Indicator”.
  1. Automate the running of the deactivation routine, file transfer and license deactivation process as much as feasible.
  2. Update the TA documentation.

Details

Article ID: 117757
Created
Tue 10/6/20 4:38 PM
Modified
Thu 2/4/21 12:08 AM