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Compliance company codes

Overview

In financial accounting company code represents a limited scope of accounts used for legal statements. In regard to license management it means that an organization can use multiple compliance company codes to manage compliance for them independently. Valid principle is: any data change made within a compliance company code will not affect other compliance company codes.

In Matrix42 Software Asset & Service Management,  compliance company codes are assigned to organizational units that are below the Global organizational unit. These organizational units represent different business units (for example, departments, subsidiaries, IT service providers, etc.). Each compliance company code is anchored to an organizational unit and also applies to all subordinate units. Assigning compliance company codes can lead to an independent process model or at least to a different matrix of responsibilities. Therefore, it is recommended to plan and document the introduction of additional compliance company codes thoroughly.

Setup of roles and respective access rights is completely independent from defined compliance company codes of a system. While this provides flexibility to run common process model and joint responsibilities, it also can be used to define independent areas of accountability – or a mixture of both.

The Global organizational unit always incorporates (by default) a compliance company code that cannot be removed.

If you wish to manage the license compliance for a particular organizational unit separately, you need to enable the company code for this unit. After you do so, all software products will be duplicated to be allocated to this company code. Contracts, acquired licenses, and license requirements of the organizational unit are then assigned to these software products which correspond to positions in the license balance.

Defining compliance company codes

If you define a compliance company code for the license balance, all software products are duplicated and the company code is entered as the owner. Then compliance for this company code is calculated. These processes can take several hours. They run in the background and can affect the system performance.

To define a company code:

  1. Start Matrix42 Software Asset & Service Management and go to the Master Data application.
  2. In the navigation area, go to Organizational Structure > Organizational Units and choose an organizational unit to define a company code for.
  3. Run the Set Compliance Company Code action. The wizard notifies you whether the company code is being enabled or disabled.

Implications

It is not possible to cascade compliance company codes. Children of each legal entity cannot have compliance company codes of their own. 

Please note that software products created for additional compliance company codes are derived from LIS templates and do not contain individual settings and values possibly set at the Global software product. In other words: when you create a new compliance company code for an organizational unit, the system will not clone Global software products, but will create blank new ones from LIS templates.

Adding an individual compliance company code not only creates dedicated software products to control and manage compliance in scope of the corresponding organizational unit and its children. Relations to the following records are also moved if their ownership is in scope of the new compliance company code: 

  • Purchased licenses
  • License agreements

All fingerprints that fall into the scope of the new compliance company code (based on installations on respective computers) will be duplicated and classified by LIS.

License models

License models are not limited to a certain compliance company code and this is by design.

License models provided by License Intelligence Service (LIS) remain globally relevant. As they cannot be changed by users, there is no possibility of impact across different compliance company codes caused by individual changes.

Software services

Providing software services in Matrix42 Service Catalog establishes a relation between a service and a corresponding software product. This link enables license management to correlate approved service bookings and the current software deployments (auto-confirmed license requirement records) and thus identify installations that possibly have not been authorized. Also approved service bookings are used to create license requirement records before software deployment will be made.

The visibility of services (audience) is defined at the service portfolio level by rather complex settings selecting organizational units, users or environments. That is why a connection between the scope of a service and the relevant compliance company code of a software product cannot be derived easily. Therefore, a software service is always associated to the Global software product. The license management background processing rectifies this inconsistency by choosing the relevant compliance company code dynamically based on the organizational allocation of the corresponding target.

Modifying permissions

If you define a compliance company code for license balance purposes, permissions of the affected users are not changed automatically. This is intentional and offers multiple scenarios to give people individual access. For example, if some users should have access only to the new company code, then you should manually modify the permissions.

 You can flexibly manage company codes according to your individual requirements:

  1. Create a role that has permissions for the corresponding company code.
  2. Connect required users with this role.

For more information on assigning permissions to roles, see User roles and permissions: Security Management in UUX.

 Deleting compliance company codes

If you delete a company code, all software products that are assigned to this company code are removed. The following related objects will be moved to the respective software product of the Global compliance company code for future review:

  • License agreements
  • Licenses
  • Requisition templates
  • Fingerprints
  • Tasks
  • Appointments

In order to help review the relevant objects, the system adds a prefix with an abbreviation of compliance company code’s organizational unit to the subject of the corresponding object. Specific information such as attachments, notes, and journal entries is deleted. Check and back up this data before you delete a company code.

To delete a company code:

  1. Start Matrix42 Software Asset & Service Management and go to the Master Data application.
  2. In the navigation area, go to Organizational Structure > Organizational Units and choose an organizational unit with the compliance company code.
  3. Run the Set Compliance Company Code action. The wizard notifies you whether the company code is being enabled or disabled.

All settings and options of the deleted company code (for example, confirmation mode, license models, baselines, etc.) that affect the compliance calculation are no longer required and therefore deleted. These processes can take several hours. They run in the background and can affect the system performance.