Guidelines for Departmental Software: Audit and Home-Use

Departmental Audit Guidelines

The following Departmental Audit guidelines will help ensure that software is properly licensed at the University:

  1. Use software license audit tools to prepare a list of the software installed on each University-owned machine in your department/area. Exclude such executable files as installer files, temporary files, and executable files associated with components of a particular program. You are looking for the primary executable file that is used to run each program (this means the executable file that is run when you select a program from a menu or double-click its icon). Use the contents of a Windows computer's "Start" menu or and Apple computer’s “Launch Pad” as a guide.
  2. Collect and tally the audit reports for all software application programs used on all University-owned computers in your area to determine the total number of licenses that you should have for each application.
  3. Using your area's purchase records, including purchase records from Software Distribution Services and outside vendors, determine the number of licenses for each program that you have. If a copy of a software program has been installed on a computer for a long time, you may have to look back into records from prior fiscal year(s) to find this information. Keep in mind that the licenses for software that came pre-installed on a computer will be listed on the invoice for that computer.
  4. Place an order for any software that is in use, but for which you do not have a license available. Check the Software page of the Information Technology Web site for information about programs available through University discounts. Any software not listed must be purchased from an outside vendor.
  5. If your area participates in the Microsoft Campus Software program, you do not need to count copies of software installed on individual machines. All machines owned by your area are covered when the annual fees have been paid.
  6. Make sure that all faculty and staff in your area have provided proof of license for any personal software installed on University-owned machines. If they use the software in the office as well as at home, the license agreement must permit work and home use. Proof of license consists of a license certificate or original installation media.
  7. Faculty computers must still be audited, as faculty can install their own software locally, in addition to using software from the University's software distribution service. Any software installed from this service is licensed; proof of license is maintained with CSSD’s software distribution services. Proof of license must be maintained for locally-installed software.
  8. Shareware is not freeware. Licenses must be purchased for any shareware products that are used beyond the author's free evaluation period or the software must be deleted.
  9. Software for download from the Software Download Service at My Pitt is licensed for distribution to University students, faculty, and staff. Proof of license does not need to be maintained by the department/unit. Please contact the Help Desk for questions about downloadable software.
  10. CSSD can assist you with questions about license agreements and other matters pertaining to legal use and duplication of software. Contact us at (412) 624-HELP [4357] or contact the Internal Audit department at (412) 624-4246.
  11. Enlist the assistance of your departmental computer support person in ensuring that your software is legal. If it is not legal and you do not have funds available to purchase a license, you must delete the software.

Departmental Home-Use Rights

Some departmental software titles, as noted on their respective product pages, include home-use rights. These software packages allow for installation on personally-owned computers in addition to University-owned computers. Only computers owned by the licensed user may have software installed in this fashion; home use licenses are not transferable.

Tags: Policy Procedure Department Software Guideline Home-Use