Date: Thu, 08 Jul 1999 08:44:21 -0400
From: Gloria Stiltner 

To: "A  - Division Chief and Staff",
        "B  - Branch Chiefs and Offices",
        "DC - All District Chiefs",
        "SA - All System Administrators"
CC: "Terry A Reinitz, Computer Specialist, Reston, VA" ,
        rcs@qvarsx.er.usgs.gov,
        "Thomas C Wood, Chief, ASU, Reston, VA" ,
        "Joyce A Solomon, Computer Specialist, Reston, VA" 
Subject: Allocation of Microsoft Office Licenses

In Reply Refer To:
Mail Stop 445                                    July 8, 1999
          
                         MEMORANDUM


To:      All WRD District Chiefs and Office Chiefs
         All WRD System Administrators

From:    Chief, Distributed Information System Program Office
         Gloria Stiltner

Subject: Allocation of Microsoft Office Licenses

  
              REPLY REQUESTED BY JULY 21, 1999

The purpose of this memorandum is to announce the allocation of
Microsoft (MS) Office licenses for each Water Resources Division (WRD)
office and the policy for the use of Microsoft Office licenses,
including home use.  In addition, WRD offices are asked to determine if
additional Microsoft Office licenses are needed and to transmit those
needs to the Distributed Information System Program Office (DIS).  A
response form is provided at the end of this message.  

The MS Office 2000 software CDs are expected to be distributed by the
DIS Program Office to all WRD offices by the end of July.  

WRD has purchased and paid for MS Office 97/98/2000 licenses for WRD
employees.  The purchase costs for MS Office 97/98/2000 licenses will
not be cost recovered from WRD districts/offices.  Beginning with the
introduction of MS Office 97, home use rights were removed from the
End User License Agreement for Office 97, Office Pro 97, and all
individual applications within the Office suite.  To clarify the MS
licensing policy here are some business rules:

1. WRD is the legal owner of 4100 licenses of MS Office.  Licenses are
being allocated to each office through the permanent Full Time
Employee (estimated) table.

The total number of licenses allocated through the table is 3737.  The
numbers are rounded up to the nearest whole number from the official
Operations Permanent Full-Time Employee Report.  There are currently
363 unallocated licenses (4100 - 3737).  These extra licenses can be
requested for use by other than permanent full-time employees in the
office, including onsite contractors, students, and those working from
home.

2. MS Office software is for use on Government computers at duty
stations and also for the laptops of people who are licensed at their
desktop. This is considered one license.

3. Use of MS Office on a desktop system for USGS work at a Government
employee's residence is considered an "additional" instance of a
license and requires that another license be obtained for that user.
The desktop system at the employee's residence may be owned by either
the employee or the Government.

4. The employee working from home shall install the MS Office software
promptly and return the CD-ROM to the System Administrator (SA), as
this shall remain property of the U.S. Government.

If there are full-time WRD employees who have no need for any
component of MS Office software at work, instead of installing MS
Office on their workstation, these licenses could be transferred to
and used by the District/Office to increase the number of licenses
available for home users, as well as contractors and students.   

With the help of the System Administrators (SA), DIS will track how many
copies of MS Office are being used by each location business unit. 
Though the tracking of Office licenses as indicated by this memorandum
may seem tedious and excessive, it is really just what every site needs
to be doing in a planned and organized way.  

Each District Chief/Office Manager must review the permanent full-time
table listed above and determine how many additional MS Office
licenses, if any, are required for use in their office and how many
are required for home use.  Please complete the form below and return
it to Joyce Solomon (jsolomon) NO LATER THAN Wednesday, July 21, 1999.
Once all the responses have been tallied, an allocation method for the
additional licenses will be developed and announced.  If more than
4100 total licenses are required, additional licenses will have to be
purchased at the expense of the individual offices.

Questions should be addressed to Terry Reinitz (treinitz) or Tom Wood
(tcwood).

---------------------------------------------------------------------
       REQUEST FOR ADDITIONAL MS OFFICE SOFTWARE LICENSES
                           JULY  1999
 

1.  WRD District or Office:

2.  Contact Name:

3.  Number of additional MS Office 2000 licenses needed for use in the
    office:

4.  Number of MS Office 2000 licenses requested for use for
    Government work at home:

5.  Total additional MS Office 2000 licenses requested (#3 + #4):