Do you need help with an Oracle audit? If you’re under threat of an audit, or you have an audit in flight, then take a few minutes to read these 6 tips that could save you not only time but also potentially a great deal of money. We’ve dealt with so many Oracle customers that have been through an Oracle audit that we have compiled a few key tips on surviving an audit. Ask yourself the following questions and then run through the answers, and take the actions suggested.
Have you received a formal letter from Oracle Licence Management Services? You may need to check the original correspondence you received from Oracle if in doubt just give us a quick call and we can advise.
A true audit is when the contractual right to audit clause in your Oracle contract is invoked. This clause is in your Oracle Licence and Services Agreements (OLSA) and the newer Oracle Master Agreements (OMA). This gives Oracle the right, upon (generally) 45 days notice, to request access to your systems where its products are installed.
Otherwise you may have been asked by Oracle sales if the can review your licences or to help you optimise them. In this case you are not contractually obliged to co-operate with Oracle, but the salesperson may then pass you onto LMS as requiring an audit if you don’t co-operate. However, this does give you some breathing space and an opportunity to get independent help to make sure you are licensed correctly.
Read When is an audit not and audit for more information.
If not, then contact them straight away, earlier engagement is best and puts you in control of the time and resources needed. Make sure you plan enough time to get your independent experts to check everything you are sending through.
Think about a list of resources you need, such as DBAs and systems managers to run scripts, procurement to provide licence and contract data and end users to give details of what is definitely needed to be in use.
Think about your list of excuses if you need to stall for more time, perhaps lack of resources, upgrades etc.
Plan to carry out some housekeeping if you are using any of the applications, this allows you to end-date users who have left the company or no longer need to use the application. Oracle will only review active users, so you may as well reduce the numbers before you run the scripts. This will save time, effort and arguments later.
Read Oracle is from Mars Customers are from Venus for more information.
Are you in control of how they are set up or are they managed by a third party company or hosting provider?
Do you know how Oracle views the various versions of VMWare for example and how many licences, you need? This may involve licensing significantly more servers than you are running Oracle on. Make sure your independent experts have checked the architecture before you expose the details to Oracle. You will be expected to provide screenshots or CLI information.
Read Using Virtualisation without fully understanding the implications for more information
This is your declaration to Oracle so if you are unsure, don’t complete the details. The main information required is server names, instance names, database edition, server type, number of processors and cores and the number of users if you know. Oracle will use this to compare with the scripts.
If you’d like a sample Oracle Server Worksheet (OSW) or help in preparing one please contact us. We can look over what you have done it’s so important it’s completed accurately, or we can complete it for you.
This process can take a long time particularly for complex estates and sending back incomplete script output, will also slow down the whole process and causes endless re-work. Make sure your independent expert has checked the output before it goes to Oracle.
Oracle can miss items from their licence itinerary, particularly if you have other countries, subsidiaries, company names or third party applications running ASFU or Application Specific licences. These can all make a big difference, so don’t accept the findings unless you are sure.
Read 6 Ultimate tactics to get a great deal with Oracle for more information.
If you need help or need to discuss any of these points in detail and how it may be relevant to you, please contact us.
Please share any experiences or tips you also have below.