License Reporting

Various reports let you monitor application use, the number of logged-in users and sessions, the programs in use, and license violations. You can use the application usage and user count reports to be informed about potential license violations.

In addition to license reporting, you can use User Access by Application Inquiry (36.3.22) to display a list of applications, user access status (active or inactive), and access activation date.

Use Licensed Application Report (36.16.10.3) to display a list of software applications registered in the database.

You can select a range of applications to display. Selecting Show Only Active Licenses displays the current license code for an application. Clearing this field displays information on current and expired license codes for applications. Records display in descending order of the registration date. If there are multiple records for one application, the record with the latest registration date displays first.

The report includes the application description and version, license code and type, number of licensed users, registration and expiration date, user ID of the person who registered the application, audit date information, and any changes to license information.

Audit date information is recorded and displayed in Universal Time, Coordinated (UTC).

After you install and register an application, the software keeps statistics about your application use. The statistics include:

You can use Application Usage Profile Report (36.16.10.8) to display the recorded information for each licensed application.

You can generate the report in summary or detail format. Summary reports display only the module, access count, and percentage of application use. Detail reports display all recorded information about application usage.

Use Detailed License Violation Report (36.16.10.13) to display information about license violations, including:

• Violation date, time, and error message. The time and date are printed in UTC.

• Violation type (for example, application usage or license count exceeded). See Violation Types.

Detailed license violation reports let you select a range of registered applications, dates, user IDs, or violation types on which to report.

Use Summary License Violation Report (36.16.10.14) to display:

• Maximum number of licensed users logged on during a period or the high water mark

Summary license violation reports let you specify the application and the period you want the report to cover.

If you do not specify an application, all violations for all applications display. If you specify an application, but no dates, all violations for that application display.

If you run either report and there are no violations to report, the following message displays:

Use User Count Audit Process Report (36.16.10.16) to generate a set of files that can be used by QAD personnel when they perform a user count audit to evaluate compliance with license agreements.

Optionally, you can archive previously reported audit data to an external history file and delete it from your system, or delete without archiving. You can also have the program delete unneeded user records from the system while generating the audit records.

Enter the customer or end user number that QAD has assigned to your product installation.

The system uses this number as part of the identifier information in the generated files.

If you do not know your customer number, contact your QAD representative or QAD Support.

Specify the way you want the system to manage historical audit data after generating the audit files:

Archive: The system creates an additional dated subdirectory (archive_YYYY-MM-DD) under the specified Output Directory. That subdirectory includes an archive file using the naming convention <customer number>-UCA-<logical db name>-yyyymmdd-<time>.hst. The file contains audit data that is more than 400 days old.

After archiving the records, the system deletes them from the database. If required, you can restore records from an archive file to your system using Archive File Reload.

Note that the archive directory may include a second file. lvYYYMMDD.hst contains the audit records that were used by the original audit module. User Count Audit Process Report has replaced that legacy functionality.

Delete: The system deletes audit data that is more than 400 days old from the database. Note that no archive file is created. If you want to maintain historical data outside your system, you should set this field to Archive.

Enter Yes to delete User Master records for any user IDs that have never been used to log in to the system.

You can use this option to clean up unneeded user IDs that may otherwise be included in license counts.

Note: The system selects records based on the Active field in the Application List frame of User Maintenance. For each user where that field is No for application MFG/PRO and the user ID has never been used to log in, the system deletes the user record.

Enter the path to the directory where the system will create the files to be used for user count audits. If the directory does not exist, the system prompts you to attempt to create it from within the program.

When you execute the program, the system places the files in a subdirectory named in the format qad_YYYY-MM-DD.

If you select Archive in the Historical Audit Data field, the system also creates the archive_YYYY-MM-DD subdirectory.

User Monitor Inquiry (36.16.12) displays users currently logged in, along with the:

• Time since they started the current program or menu. The time is recorded and displayed in Universal Time, Coordinated (UTC).

This inquiry represents a single point in time, not a continuous system record or audit trail.

By monitoring user and program activity, the system administrator can identify users in violation of license agreements and minimize unnecessary overhead during peak system usage.

You can enter a combination of login time and users, applications, or menu selections to view details of a specific login scenario.

Enter the application name for which you want information to display. You can enter a range of applications by specifying the first application to display in this field and the last application to display in the To field.

Enter the menu selection for which you want details to display. Leave blank to begin with the first menu matching the other selection criteria.

Enter the time based on a 24-hour clock in HH:MM format. For example, enter 1:30 pm as 13:30.

Enter the ID of the user for whom you want details to display. Leave blank to begin with the first user ID matching the other selection criteria.

Enter the number that corresponds to the way you want to arrange information in the User Monitor Inquiry. You can sort by:

• Idle Time, which sorts the data by the length of time a user has remained on a menu. The user with the longest idle time displays first.

• Program time, which sorts the data by the length of time a user has remained in a program. The user with the longest program time displays first.