Connecting Information and People

Adobe Enterprise Licensing Agreement

Adobe Enterprise Term Licensing Agreement
At the end of November, the Department of Administration entered into an enterprise agreement with Adobe® to allow State agencies unlimited access to Adobe's suite of desktop products. Adobe's Enterprise Term License Agreement (ETLA) is a three year term license agreement designed specifically for governments and large enterprises. 

The ETLA forgoes a traditional software licensing model in favor of a model allowing unlimited installations with no annual license true-up. Under the ETLA, users are entitled to the most current versions of products, including maintenance and support. While the enterprise agreement will allow unlimited installations, State Information Technology Services Division (SITSD) is encouraging all agencies to deploy licenses on an as-needed basis only.

The Adobe Enterprise Dashboard is an online portal where agencies can upload users and deploy licenses. Each agency will have their own tenant space within the Enterprise Dashboard and each respective space will be separated from the view of other agencies. 
Each agency's deployments are kept private.

The ETLA represents a major transition in deployment of and access to Adobe products. A Security Risk Assessment was required before onboarding of agencies to the Enterprise Dashboard could begin. The Risk Assessment was recently completed. IT reviewed security threats and vulnerabilities to determine levels of risk and recommended mitigation on system architecture and operational components. This assessment involved looking at access and identification types, deployment options, license migration, onboarding paths, and impact to end users, as well as potential vulnerabilities of users accessing and interacting with this system.

Additionally, federated access to Adobe products under the ETLA has been established to improve security controls and leverage Active Directory single sign-on to manage authentication of end users. When a user account is removed from Active Directory, they no longer have access to the Enterprise Dashboard.

Important Instructions for Agencies
Information Technology Administrators in any agency who wish to gain access to Adobe products under the ETLA must submit a service ticket to SITSD requesting access to the Adobe Enterprise Dashboard. In the request, a user must include what level of access they are requesting, what their role is in administering Adobe products in their agency and an email indicating approval from their supervisor for the access. Level of access within the Enterprise Dashboard is defined by two administrative roles: Product Administrators and Deployment Administrators.

Agency IT administrators will be allowed to request access as Product Administrators or Deployment Administrators; if necessary a single administrator can fill both roles. Product Administrators will have the ability to combine different Adobe products into groups or collections of products to suit the needs of individual end users and assign users their product rights. Deployment Administrators will have the ability to package Adobe products and product collections into deployment packages and to control patching of Adobe products.

Please be aware that for Creative Cloud licenses under the ETLA, cloud storage will not be available. Agencies currently using Adobe's cloud storage feature under their existing Creative Cloud subscriptions must plan to migrate out their data so it is not lost when transitioning to the new enterprise license. MT Drive is an added benefit of the State of Montana File Transfer Service and a functional on-premises private cloud based storage solution. It offers 20 GB of free storage and may be a viable solution for transitioning existing Adobe data.

SITSD recognizes that many agencies are anxious to start deploying licenses and may have urgent needs for Adobe products. If an agency has an immediate need for licenses or subscriptions that are expiring soon, please contact SITSD as soon as possible to determine the best way to meet those needs. SITSD recommends that agencies do not purchase additional Adobe licensing at this time as such license purchases are not covered under the ETLA cost which is pre-set.

Regarding ETLA costs to agencies, the Enterprise IT Financial Workgroup and the Governor's Office of Budget and Program Planning have come to a consensus to bill based on Active Directory. Costs will vary based on an agencies active directory percentage, if an agency has a 10 percent Active Directory share, that agency would be responsible for 10 percent of the ETLA cost.

Here is a detailed product list of the Adobe products which are available under this agreement:

Acrobat® Professional DC
Dreamweaver®
Flash Professional®
Illustrator®
InDesign®
Photoshop®
Premier Pro
Design Standard®*
Design & Web Premium®**
Creative Cloud® Enterprise***
Lightroom®
Robohelp® Office
Captivate®
Presenter®
Contribute®
eLearning Suite

For more information regarding the Adobe ETLA please contact SITSD's Adobe Contract Manager, Bradley Runnion at brunnion@mt.gov
 
Next Steps
Please submit a service request to the Service Desk at servicedesk.mt.gov to identify the Product Administrator and Deployment Administrator in your agency and SITSD will get you on track to manage your users and deployments.
 

*Includes Photoshop, Illustrator, InDesign, Bridge, Extension Manager and Acrobat Pro XI
** Includes Photoshop, Illustrator, InDesign, Bridge, Extension Manager, Acrobat Pro XI, Dreamweaver, Flash Professional and Fireworks.
*** Includes Photoshop, Illustrator, InDesign, Bridge, Extension Manager, Acrobat Pro XI, Dreamweaver, Flash Professional, Fireworks, Premiere Pro, After Effects, Audition, Speedgrade, Prelude, Encore and Media Encoder.

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