Features and Benefits
ELMS is a Web-based software distribution and management application hosted by e-academy. As a turnkey system, ELMS enables you to authenticate eligible students and faculty online and automate the ordering and distribution of MSDN AA software to students and faculty. Because ELMS is a self-serve web-based application, students and faculty can order and download software from your ELMS 24/7 and from any computer which is connected to the Internet. Each MSDN AA member department is provided with a unique URL to their own ELMS system upon request. Please see Section 2.0, "Availability of ELMS" for instructions on how to get your ELMS.
1.1 User Management
In ELMS, you can easily manage which students and faculty at any given time are eligible to obtain software licensed under the MSDN AA Program. Accounts are created in ELMS using the student/faculty member's e-mail address or another unique identifier (e.g. student ID#). Upon import of a list of valid e-mail addresses/unique identifiers into ELMS, ELMS creates an account for each student/faculty, which gives them access to ELMS.
If e-mail addresses are used to create accounts, an e-mail is generated to each student/faculty with the URL to ELMS and a username/password. Program Administrators can deactivate accounts from one semester to the next by importing an updated list of eligible faculty and student e-mail addresses to ELMS.
If another unique identifier is used to create accounts (e.g. student ID), then following the import of this list, students must go to ELMS and click the Register button to create their account. The student is instructed to enter their unique identifier. If a match is found, they can then create a password and gain access to ELMS.
Ongoing user management is made easier with the ability to group users, for example, by class lists. Groups can be configured with automatic expiry dates, for example, end-of-semester.
1.2 MSDN AA Software Catalog
ELMS includes a catalog of all of the software products licensed under the MSDN AA Program. This catalog includes the product name, a description and product boxshot (graphic). e-academy keeps the catalog of software up-to-date with the monthly updates from Microsoft. When you are sent your URL to your ELMS, you will need to configure each product in the catalog with one or more of the delivery options you want to make available to your members.
1.3 Delivery Types
Program Administrators configure on a product-by-product basis one or more of the following delivery types:
- Campus Hosted Download: local download server hosted on campus
- Hosted ELMS: server hosted by e-academy
- CD Check-Out: library reserve model for loaning CDs
- CD Media Sales : ability for users to purchase CDs on-line
(Available in NA and EMEA)*
- Secure Network Install: installation from campus network share points
- Customized software distribution: allows program administrators to customize their own distribution method. (i.e. students can burn software on CD in a lab setting.)
*NA - North America *EMEA - Europe, Middle East and Africa
1.4 Software Organization and Browsing
The software catalog is fully searchable in ELMS by students and faculty through the Software Storefront. You can also feature the most popular products in the Storefront using the "Featured Products" module under "Product Management" in ELMS Administration.
1.5 Product Activation Keys
ELMS automatically distributes the appropriate product activation (installation) key to students when they order an MSDN AA product. e-academy manages the inventory of all activation keys so you no longer have to order stickers from Microsoft or hand out activation keys manually.
The key is contained in the confirmation e-mail to the student/faculty each time they order a product through ELMS. The key is also stored in the private MY SOFTWARE section for each student/faculty.
1.6 Support
e-academy provides support to Program Administrators with the setup and operation of ELMS. Program Administrators are responsible for support to their students. ELMS includes an Automated Support Agent for students who encounter difficulties. If the Automated Support Agent is not able to resolve the issue then support is passed on to the Program Administrator. You can customize the contact information provided in the Support section of ELMS with your specific contact details (e-mail address, phone, Web site, etc.).
1.7 Reporting & Communication
ELMS includes all the reports required by Microsoft for license compliance. You can view reports on the number of transactions through the system in a given time period on a product-by-product basis as well as reports on the number of lab installations if you use "Lab Installs" feature in ELMS to record lab installs.
ELMS can also be used as a great communication tool. Say, for example, a new software application is released by Microsoft mid-way through the year. Once you've made this product available in your ELMS Software Center, you can then use several ELMS features to communicate the message to your users.
Firstly there is the "Annoucements for Users” feature this section will allow you to compose an announcement/s for your users and then have it displayed on the software storefront. You can optionally use the “Distribution list” feature to send out an email blast to your users, it is entirely up to you.
1.8 MSDN AA Licensing Terms
ELMS is designed to handle the licensing terms you agreed to upon becoming an MSDN AA member. In ELMS, students must agree to Microsoft's Student Use Guidelines before they are able to download, check out, or purchase CD media. ELMS also tracks orders placed by every student and restricts the number of times a student can order each product. Based on the terms of the MSDN AA license agreement, students are restricted to one order per product. They can also request additional installs from their Program Administrator if required.
Scott Barker of University of Washington, Information School describes the benefits of using ELMS for MSDN AA:
"By using ELMS for MSDN AA, I basically solved all of my distribution problems. I upload lists of students periodically, the students are automatically sent their userid and password, the system tracks which software they download and automatically distributes all the license keys. The system also reports to Microsoft how many of each product was downloaded, so I have no other work to do."
1.9 Security & Privacy
e-academy Inc., is fully committed to the online privacy of all of its MSDN Academic Alliance customers worldwide. We adhere to the strictest global privacy policies including the European Union Data Protection Policy.
Only minimal user data is collected in the process of authentication and software delivery and NO personal information is shared with anyone, including Microsoft, without explicit permission from the user. Our privacy policy is displayed on your ELMS system and also is reproduced in the appendix of this document for your convenience.
1.10 System Administration
The System Manager (typically the Program Administrator) has access to the complete suite of administrative functions in ELMS. He/she can perform the initial ELMS setup, manage user accounts, set up products, run reports, and send notifications to students/faculty. The System Manager is also responsible for assigning privileges to co-workers' accounts in ELMS. If you are the Program Administrator in your department for the MSDN AA Program, your account will be setup as the System Manager of ELMS. If required, you can assign System Manager privileges to one or more of your colleagues if the management of your MSDN AA Program is a shared responsibility.
In addition, you can create CD Checkout Administrator accounts for staff who are only responsible for checking in and out CDs. ELMS will restrict all other access to ELMS Administration for these types of accounts.