Deltek Vantagepoint Help

Using the Help Search
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Managing Your Vantagepoint Licenses

Depending on whether a module is licensed based on a number of employees or on a number of named users, Vantagepoint calculates the number of licenses in use as you add or terminate employees or as you add new users or change the access granted to existing users. If the number of licenses in use exceeds the number of employees or users you are licensed for, some functionality is disabled until you resolve the license violation.

Vantagepoint Licensing Models

Deltek offers the following basic models for licensing Vantagepoint:
  • Employee-based licensing (also referred to as "enterprise licensing" or "series licensing"): Your company licenses Vantagepoint based on the number of employees that you want to set up and track in Vantagepoint.
  • User-based licensing (also referred to as "named user licensing"): Your company licenses Vantagepoint on a module-by-module basis, based on the number of users that will have access to key components in each module. (Your company may have a variation on this licensing model that has Full user licenses and Time & Expense user licenses, rather than module-specific licenses. In addition to the general information in this help topic, also see Full and Time & Expense User Indicators for additional guidance on managing these licenses.)
  • Mixed licensing: Your enterprise licenses some modules based on the number of employees that you want to set up and track in Vantagepoint, and licenses other modules based on the number of users that will have access to key components in each of those module. For example, you might license Accounting and other core modules for 500 employees, but license CRM and Resource Planning for 5 named users each.
In employee-based licensing or mixed licensing, the following are not counted as employees for licensing purposes:
  • Terminated employees
  • Vendor firms for which you create an employee record
In user-based licensing or mixed licensing, the following are not counted as licensed users:
  • The DELTEKCLOUDOPS user
  • Users assigned to a security role that is designated as a Setup role

License Enforcement

If the number of employees or the number of named users that you set up in Vantagepoint exceeds the number of employees or named users that you are licensed for, the following occur:
  • If the violated license is user-based, Navigation pane options that provide access to key components for the module or modules covered by the license are disabled for all users who would otherwise have that access.
  • If the violated license is employee-based, Navigation pane options that provide access to key components for all modules are disabled for all users who would otherwise have that access.
  • If you are a non-Administrator user who has access to key components that have been disabled because of a license violation, a message informs you of the license violation when you log in and recommends that you report the situation to a system administrator. You are able to log in, but key components that are subject to the license are disabled until the license violation is resolved.
  • If you are an Administrator user with access to both the Roles form and the Users form, a message informs you of the license violation when you log in and/or when you display either the Roles form or the Users form. The message provides information on how to resolve the license violation. If you receive the message when you log in, you are still able to access Vantagepoint, but key components that are subject to the license are disabled until the license violation is resolved.
  • If additions or changes that you make while working on the Roles form or the Users form cause a user license violation, a warning message displays after you save. (This does not apply to the ODBC module. You cannot save a user if doing so would exceed the five-user limit for that module.)

Resolving Employee-Based License Violations

If the number of non-terminated employees who are set up in the Employees hub exceeds the number allowed by your employee-based license, you must do one or both of the following to resolve the situation and restore full functionality:
  • Mark employees who are no longer employed by your enterprise as Terminated, to reduce the number of employees who are counted against the license limit.
  • Upgrade the license to allow more non-terminated employees.

Resolving User-Based License Violations

If the number of users with access to a module for which you have purchased named user licenses exceeds the number of those licenses, do the following to resolve the situation and restore full functionality:
  1. On either the Roles form or the Users form, click Other Actions > Review User Licenses.
  2. On the Review User Licenses dialog box, note the number of users in excess of the licensed number.
  3. Use the list in the Roles column of the grid to identify the security roles that provide access to the module.
  4. Review the list of key components for the module. Use the appropriate link in the Related Topics section at the end of this help topic to see a table of the module's key components. If a role has access to one or more of the key components, all users assigned that role are counted as named users of the module.
  5. To see the individual users assigned to the relevant security roles, display the Users form in List View, and sort or filter the grid contents by role.
  6. Based on the information that you gathered in previous steps, do one or more of the following to comply with the module licensing:
    • Move users to security roles that do not have access to the key components for the module.
    • Modify security roles so that they no longer provide access to the module.
    • Contact Deltek to purchase licenses for additional users.

Determining Module Users

Use the Related Topics links below to see the key components that determine, for licensing purposes, which users have access to a given module and thus represent a license in use for that module.