Agreement Overview

The Moody College operates under an Adobe VIP license through Campus Computers and Journey Ed.  Our VIP number is C5617DB196F9D0A2C84A

The college began a VIP License Agreement with Adobe after the campus-wide enterprise initiative failed between Adobe and all of UT Campus.  For context, some high-ed campuses like ACC are able to call themselves Adobe Creative Campuses because they have entered a partnership with Adobe where the entirety of a campus is involved for a reduced cost.    UT could reach consensus across the board for this.    Instead, each college or unit are left to negotiate their best pricing.   In the case of Moody, we consolidate the purchase across all Moody units to get the best tier pricing (Tier 4) that we can.    Moody's anniversary date each year for renewal is June 1st.  It was moved from April from the Enterprise license so that mid-semester interruptions did not take place in labs in the event of renewal problems. 

General Purchasing Procedure

A bulk purchase is made each May for the renewal date of June 1st.  More on that below.  Past that renewal date, additional licenses can be purchased at a different price point which is prorated depending on when it is purchased in the year.  The general procedure is thus:

• A request comes to the Moody Help Desk for either the Creative Cloud Suite or Acrobat.  If the request is for a new person that is replacing someone who already had Adobe for that position, the license can be transferred by the Adobe Admin simply removing the old user from the Adobe console, and adding the new user under the appropriate product sku.  Many requests are managed this way because many positions in the college are already equipped with Adobe.  
• If there's no existing license to transfer to the new request, an email is sent to Michael Hill at Campus Computers and cc Department Sales requesting a prorated VIP license quote for either Creative Suite or Acrobat for Moody.   Michael knows our VIP account and is the one who helped manage its initial setup and renewal every year.   It helps to put the name and department of the licensee in the body of the email as in "...this is for Person Lastname in the Department of XYZ".   Listing the name of user is not for Campus Computers' sake; it is for whomever is sending the email and managing Adobe so you have an email chain of whom you've taken care of.
• Michael (or Department Sales) send you a Campus Computer store quote, the quote number for which, you plug into a UT Market via the Campus Computer portal and the Campus Computer quote option.  You finish out the UT Market cart by labeling the cart and the cart notes with the end user's name like "Adobe for Person Lastname" and assigning to the purchaser for that department.   

• The departmental purchaser finalizes and approves the purchase on their end and a PO is generated in the UT Market system.   
• Once a PO is assigned, Campus Computers notifies Adobe or payment and our VIP license count is increased by one or however many were purchased.
• The Adobe Admin can now add the end user to the Adobe console by their UT or KUT email address  and Adobe will kick off an email welcoming them to Adobe and requesting them to set a password.  The person's UT or KUT email is their AdobeID.

NOTE:  It is possible and allowed to add Adobe users to the console before the purchase is finalized.  This is not advised however.   Purchasing problems occur, people change their minds, some are not approved, etc...  Walking back purchases and removing access is never fun.    Also, you can get ahead of yourself and multiple purchase requests sometimes come at the same time.  You need to be able to easily figure out who's purchase as gone through and who's has not.  Because of that, it helps to stick to a methodical process AND also keeping Adobe administration to one or two people at most.   If there are too many cooks in the kitchen, you can quickly lose track of who's on first.   That's right, I mixed my metaphors. 

Adobe Product Breakdown

Acrobat Pro is the only product we purchase by itself.  All other Adobe apps fall under the Creative Cloud Suite.  You get one, you get all. 

Adobe products for named users can be bought at four different price skus but they show up as three products in the console.    They are:

Adobe Acrobat is purchased at one price at the beginning of a renewal period and at a prorated price for additions during the year.   They all show in the console under Acrobat Pro. 

The two Creative Cloud All Apps products are the same except for price and name.  Creative Cloud All Apps Student License is the name given the promo price for the initial buy-in at the start of the VIP license and at renewal.   Creative Cloud All Apps is the product for additions during the year.  There is no difference between the two as far as products offered and "Student License" is NOT an indicator that is only allowed for students.  It is merely the name Adobe gives that price sku with Journey Ed.

Besides these named user license options, we also purchase Shared Device Licenses for the labs.  in 2023 we have 218 total licenses.  Besides the labs it covers a 13 seats in KUT and TSM but the bulk are for Moody non-research computer labs. 

Adobe Annual Renewal

Annual renewal is a shepherding process for getting departments to renew for their users.   Starting late April the Adobe admin contacts department admins and purchasers to get their approval on Adobe users for their department.   When that list is approved, the numbers are sent to Michael Hill/Campus Computers requesting a PO for each department.   Those POs are processed through UT Market and sent back to departments for actual purchase and POs.   The process must be shepherded and all purchases with POs by the end of May to complete renewal and avoid disruption of service.  

"Creative Cloud All Apps" that have been purchased within the last year can be bundled in groups of 25 to bring into the All Apps Student License and added to those totals for that better original promo pricing.  In that process, 25 name user licenses are selected with deference given to academic departments first.   Those 25 are added to the Moody Tech Team purchase because all 25 must be paid for on the same PO.  Windy Hardeway and Moody Accounting then IDT departments for their small part of that number so that Moody Tech is reimbursed. 

Spreadsheets that help organize and track that process are shared in Box with the Help Desk.  They could be converted to an online Excel version as read-only shared with admins to help simplify the renewal process each year.  It could be updated too to help keep departments informed of their users.  However, working for Adobe and managing their users is something for which Adobe doesn't pay us unfortunately.   It is possible to specify admins for specific groups I believe so this task could be distributed.  That could get ugly.