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SmartForms Licensing and Access Guide

Important Update

The licensing model described in this document is currently transitioning to an AppStream-based solution. This may affect some of the information provided below. Please consult with your system administrator for the most current licensing requirements.

License Costs and Types​

Initial Installation​

  • Cost per workstation: $2,800
  • Applies to workstations included in initial deployment

Additional Workstations​

  • Cost per workstation: $5,100
  • Applies to any workstations added after initial installation

Access Requirements​

Network Requirements​

  • All workstations must be connected to the SMC network
  • No web access available
  • Requires physical or virtual workstation connection

Licensing Model​

  • Machine-based licensing
  • Each physical/virtual workstation requires its own license
  • No concurrent licensing option available
  • Different from Universe system's user-based model

Workstation Sharing Guidelines​

Permitted Usage​

  • Split-shift arrangements within departments
  • Shared departmental access
  • Limited multi-user scenarios

Restricted Usage​

  • "Kiosk-style" deployments discouraged
  • Frequent multi-user access on single workstation
  • High-volume shared access situations

Monitoring​

  • Multidev reviews shared workstation usage
  • No strict one-to-one user restriction
  • Usage patterns are monitored for compliance

Current Deployment Statistics​

Workstation Distribution​

  • Total users requiring access: 93
  • Dedicated workstations: 70
  • Shared access workstations: 7 (serving 23 users)

License Allocation​

  • Original contract: 35 licenses
  • Additional quote: 35 licenses
  • Recommended addition: 10 licenses ($28,500)
  • Total planned capacity: 80 licenses
    • 70 dedicated workstations
    • 7 shared access workstations
    • 3 reserve licenses

Access and Training Considerations​

Training Priority Levels​

  1. Initial Installation/Trainer Training

    • First priority for installation and access
    • Will train others in their departments
    • Particularly important in distribution areas

  2. General Staff Training

    • Scheduled for later training phases
    • Access provided after initial training completion

Excluded Users​

Some roles do not require direct system access:

  • Loss Prevention staff
  • Central Credit department
  • Customer Accounts team

Department-Specific Considerations​

Limited Access Departments​

Payroll and Human Resources

  • Limited access requirements
  • Primary functions:
    • Employee onboarding
    • Status updates
  • Moving toward automated processes

Heavy Usage Departments​

Accounting/Finance

  • Primary users for:
    • Commission management
    • SPIFF processing
    • Financial operations

Management Review Process​

Senior Managers (David, Joe, Reddy, and Inez) should review:

  1. Access Requirements

    • Department-specific needs
    • User access levels
    • Workstation allocation

  2. Workstation Distribution

    • Balance of dedicated vs shared access
    • Department-specific requirements
    • Usage patterns

  3. Training Plans

    • Initial trainer identification
    • Department training schedules
    • Access timing coordination

Last Updated: May 19, 2023