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How to Manage an Oracle Licence Audit – The IT Manager’s Role

Oracle Licence Audit readiness with internal review of Oracle licence estate

In a formal Oracle licence audit customers that are not fully prepared for and have not yet internally reviewed their Oracle licence estate may discover that they owe Oracle huge fees and fines to correctly licence their existing Oracle licence position. Even if an Oracle end user has in-house IT Asset Managers, they are likely to be licensing generalists and the Oracle licensing issues can still create situations that makes the customer non-compliant without realizing the same — especially in regard to contractual policies that are not explicitly included in the Oracle licence agreement. The Software Asset Manager must not only stay on top of all Oracle licensing policies, but also constantly engage with the technical staff to stay informed about all possible areas of risk.

Oracle Licence Audit – The Facts

It has not gone unnoticed that the number of worldwide Oracle Licence Audits have increased significantly over the years. These licence audits, imposed by Oracle on its customers, can be motivated by both revenue suspicion – and the average Software Asset Manager is generally challenged to avoid the chances of excessive unbudgeted Oracle non-compliance licence costs. When Oracle LMS issues an Audit Letter to its customer, the latter would typically entrust an IT Manager or Software Asset Manager to deal with Oracle LMS in sharing the data needed to progress Oracle licence audit.

Review the Oracle Contracts and Licence Metric Definitions

It is not uncommon to note that the IT Manager or Software Asset Manager have often not been refreshed on Oracle Licence Training and therefore are not able to effectively review and interpret the Oracle Contracts, Policies and Licence Metric Definitions. As a result of this, they are unable to perform the required Oracle licence compliance and Oracle licence audit readiness activities to reduce non-compliance risk to the organisation. Eventually the Software Asset Manager may fail to act in time and create Oracle licence audit management plans which will expose their organisations to exorbitant, unbudgeted fees and likely repeat Oracle licence audits in the years to come.

Oracle Licence Audit Management – The Importance of Oracle Licence Training

An Oracle Licence Training can prove fruitful to ensure that the Software Asset Manager is still skilful enough to tighten the processes in order to manage the unique Oracle licence terms and policies and thereby avoid expensive, unbudgeted non-compliance hand-out. He must be trained enough to establish written procedures for handling an Oracle licence audit, and also include any Oracle-specific procedures that must be followed. The Software Asset Manager must also proactively prepare for Oracle Licence Audits by making sure that his organisation has all purchasing records and a comprehensive inventory of procured and installed software.

IT Manager’s role in Oracle Licence Audit Management

As a good practice, the IT Manager or Software Asset Manager who’s handling the Oracle Licence Audit should set up regular internal meetings with IT Procurement, Database and Applications Management team to discuss any changes in IT Infrastructure and also potential Oracle purchases to govern whether these will influence the tracking of Oracle licences. The technical personnel within the organisation must be well-trained to understand the common pitfalls of Oracle Licensing and should undertake adequate measures to eliminate general areas of common audit risk. The IT Manager or Software Asset Manager should also have enough knowledge and confidence to turn down audit results until the analysis from Oracle LMS is complete and is sure that the results accurately reflect the Oracle licence estate.