PeopleSoft Licensing
- Licensing Metrics: Application User, Employee, Expense Report, FTE Student.
- Prerequisites: Some modules need additional PeopleSoft products.
- Restricted Use Licenses: PeopleSoft PeopleTools included but limited to use with PeopleSoft.
- Employee Count Basis: Licenses may depend on total employee count, including contractors.
- Compliance: Careful tracking is essential to avoid compliance issues.
PeopleSoft Licensing
PeopleSoft is a suite of business applications designed to handle everything from financials and human resources to supply chain management.
Licensing PeopleSoft properly is essential for organizations to manage costs and compliance and maximize the use of these powerful applications.
This article breaks down the fundamentals of PeopleSoft licensing, covering key metrics, prerequisites, and PeopleTools components.
Key Metrics for PeopleSoft Licensing
PeopleSoft licensing involves four main metrics that dictate how users or products are licensed. Understanding these metrics is vital for ensuring compliance and optimizing your PeopleSoft investment.
1. Application User License
An Application User is any individual authorized by your organization to use a particular PeopleSoft program, regardless of whether they are actively logged in or using the software at any given time.
- Definition: An Application User is authorized to access specific licensed applications installed on one or multiple servers.
- Considerations: Under this licensing metric, even users not actively using the program still count as authorized users.
- Use Case: Ideal for situations where certain individuals need consistent access to specific applications across multiple servers.
Example: A finance department with ten employees needs access to PeopleSoft Financials. All ten employees must be licensed as Application Users, regardless of how often they access the system.
2. Employee License
The Employee License metric is based on the total number of employees, contractors, and agents who have access to, use, or are tracked by the PeopleSoft programs.
- Definition: It includes all full-time, part-time, and temporary employees, as well as contractors and consultants that are either using or tracked by the system.
- Outsourcing Considerations: If your organization outsources any functions, all employees from the outsourcing provider interacting with PeopleSoft must also be counted.
- Licensing Implications: Unlike Application User licenses, this metric is based on the total number of employees, not the number of active users.
Example: If your organization has 500 employees, including contractors who need access to PeopleSoft HR, you must license 500 employees, regardless of how many use the system daily.
3. Expense Report License
The Expense Report License is based on the number of expense reports submitted within 12 months.
- Definition: This license tracks the total expense reports generated over a year.
- Limitation: You cannot exceed the expense reports defined by your license during any 12-month period.
- Use Case: This metric is useful for organizations that want to manage expenses related to expense processing, particularly those with fluctuating or seasonal activity.
Example: If your organization is licensed for 1,000 expense reports per year but exceeds that number, you would need to upgrade or purchase additional expense report licenses.
4. FTE Student License
The FTE Student License metric is designed for educational institutions using PeopleSoft applications for student management.
- Definition: It counts any full-time student as a single license and each part-time student as 25% of a full-time equivalent (FTE).
- Rounding Rules: If the calculated number of FTE students is fractional, it is rounded to the nearest whole number.
- Application: This metric is specifically for educational institutions that must manage students using PeopleSoft’s student management tools.
Example: If your university has 1,000 full-time and 800 part-time students, the number of FTEs would be 1,000 + (800 × 0.25) = 1,200, which would be rounded to determine the licensing requirement.
PeopleSoft Licensing Prerequisites
Certain PeopleSoft modules require the licensing of additional PeopleSoft products as a prerequisite. This is an important factor when calculating the total cost of ownership and planning the deployment of PeopleSoft products.
Key Prerequisite Modules
- PeopleSoft eSettlements: A license is required for PeopleSoft Financials.
- PeopleSoft eSupplier Connection: Requires PeopleSoft Purchasing and PeopleSoft eProcurement.
- PeopleSoft Pay/Bill Management: Requires multiple modules, including PeopleSoft HR, PeopleSoft Time and Labor, and PeopleSoft Payroll.
Note: Failure to account for prerequisite licenses can lead to compliance issues and unexpected costs, so it’s crucial to fully understand licensing dependencies before implementation.
PeopleSoft Tools: Oracle Technology Integration
PeopleSoft PeopleTools is the underlying technology platform that enables PeopleSoft applications to function. When licensing any PeopleSoft application, customers receive a restricted-use license for PeopleTools. Understanding the scope of this restricted-use license helps in avoiding compliance pitfalls.
Restricted-Use License Components
- PeopleSoft PeopleTools Application Server: Includes a restricted-use license of Oracle Tuxedo, which is solely for use with PeopleSoft applications.
- Java SE Usage: Oracle Java SE is bundled with PeopleTools for running PeopleSoft applications. Using Java SE for non-PeopleSoft purposes would require additional licensing from Oracle.
- WebLogic Server: Oracle WebLogic Server is provided with PeopleTools to support PeopleSoft applications, but it is licensed only for use within the context of PeopleSoft. Deploying WebLogic for other purposes is not covered under the restricted-use license.
Example: If your organization uses WebLogic with PeopleSoft PeopleTools to run additional third-party applications, you would need a separate full-use license.
PeopleTools 8.54: Entitlements and Restrictions
The PeopleTools 8.54 version has specific prerequisites and entitled products. Understanding these entitlements ensures that PeopleSoft is used within the licensing terms and helps you plan your environment appropriately.
Key Elements of PeopleTools 8.54
- Cube Builder Integration: Oracle Hyperion Essbase is shipped separately but integrates with PeopleTools. Any use of Hyperion outside of PeopleSoft would need separate licensing.
- Oracle Business Intelligence Publisher (BI Publisher): Bundled with PeopleTools for reporting within PeopleSoft applications, allowing for custom report creation as long as it involves data from licensed PeopleSoft products.
- Search Engine: Oracle Secure Enterprise Search is included for PeopleSoft applications, but using this search engine beyond PeopleSoft requires additional licenses.
PeopleSoft Licensing: Frequently Asked Questions
What are the different ways to license PeopleSoft software? PeopleSoft can be licensed based on metrics like Application User, Employee, Expense Report, and FTE Student. Each licensing model has different usage scenarios and compliance requirements.
What is a Named User license? A Named User license is assigned to a specific individual, allowing them to access the PeopleSoft application. Only that specific user is authorized under this type of license.
What is a Concurrent User license? Concurrent User licensing allows a certain number of users to access the system simultaneously. Multiple individuals can use a single license as long as the number of simultaneous users does not exceed the limit.
What is included with PeopleTools for reporting purposes? PeopleTools includes Oracle BI Publisher for generating online and scheduled reports within PeopleSoft. Additional licensing is required to use BI Publisher outside of the PeopleSoft context.
What search engine functionality is included with PeopleTools? Oracle Secure Enterprise Search is bundled with PeopleTools, providing free text search capabilities specifically for PeopleSoft applications.
What web server is supplied with PeopleSoft PeopleTools? Oracle WebLogic Server is provided with PeopleTools for use exclusively with PeopleSoft applications. A separate license is required for any other usage.
Can I use Oracle WebLogic Server for non-PeopleSoft applications? No, the WebLogic Server provided with PeopleTools is restricted to PeopleSoft applications. A separate license is needed for other uses.
Do you need assistance with managing your Oracle licenses? Navigating PeopleSoft licensing can be complex, especially considering prerequisites, restricted-use licenses, and compliance requirements. Oracle License Management Services can help optimize costs, reduce risks, and ensure full compliance.
Final Thoughts
Effectively managing PeopleSoft licensing is crucial for maximizing the suite’s applications’ potential while avoiding unexpected costs and compliance issues.
Understanding the licensing metrics, prerequisites, and restricted-use components can help organizations better plan their PeopleSoft strategy, maximize software use, and ensure adherence to Oracle’s complex licensing rules.
Whether you currently use PeopleSoft or consider it for future deployment, ensure that your licensing aligns with your business needs and growth plans.
Engaging with Oracle licensing specialists or third-party consultants can also help navigate the complexities and secure the best value for your organization.
