COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

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1 BY ORDER OF THE COMMANDER 45TH SPACE WING 45TH SPACE WING INSTRUCTION DECEMBER 2012 Communications and Information SOFTWARE MANAGEMENT COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at RELEASABILITY: There are no releasability restrictions on this publication. OPR: 45 SCS/SCOO Certified by: 45 SCS/CC (Lt Col April J. Cantwell) Pages: 9 This instruction implements Air Force Instruction (AFI) , Software Management; Air Force Technical Order (AFTO) 00-33A-1001, General Communications Activities Management Procedures and Practice Requirements; AFPD 33-3, Information Management and Air Force Policy Directive 33-1, Information Resources Management. It explains the management and accountability of computer software not included in the Standard Desktop Configuration (SDC). It mandates specific roles, responsibilities, and processes for software license accountability to meet requirements of Section 1(c) of Executive Order (EO) 13103, Computer Software Piracy. It incorporates enterprise license considerations and specific requirements for installing software on computer systems active on the Air Force Network (AFNet) and stand-alone Air Force computer systems throughout Patrick Air Force Base (PAFB). This publication applies to all PAFB personnel and applies to Air Force Reserve Command (AFRC) but does not apply to Air National Guard (ANG) personnel. Failure to observe prohibitions and mandatory provisions of this directive in paragraphs and by military personnel is a violation of Article 92, Uniform Code of Military Justice (UCMJ). Violations may result in administrative disciplinary action without regard to otherwise applicable criminal or civil sanctions for violations of related laws. Refer recommended changes to this publication to the Office of Primary Responsibility (OPR) using AF Form 847, Recommendation for Change of Publication; route AF Form 847 from the field through the appropriate functional chain of command. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) , Management of Records, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition

2 2 45SWI DECEMBER 2012 Schedule (RDS) located at The use of the name or trademark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by the Air Force or PAFB. This instruction outlines the roles and responsibilities of each person/group that participates in the PAFB software management program. Adherence to the instruction will ensure the program is administered efficiently and accurate accountability of software is achieved. This will prevent illegal/unauthorized software on the base network. Cooperation from all parties will result in a successful software management program. NOTE: Software contained in the Standard Desktop Configuration (SDC) is not subject to this instruction. Software is made available for use by end users according to the License Agreement. Any reproduction or redistribution of the software not in accordance with the License Agreement is expressly prohibited by law, and may result in severe civil and criminal penalties. Violators will be prosecuted to the maximum extent possible. Under U.S. law, infringement/piracy may result in civil damages of up to $150,000 and/or criminal penalties of up to 5 years imprisonment and/or a $250,000 fine. 1. Software Management Program Roles and Responsibilities Communications and Information Systems Officer (CSO) Appoint, in writing, a minimum of one primary and one alternate Base Software License Manager (BSLM) to manage the PAFB software management program and forward the approved appointment memorandum to the HQ AFSPC Software License Manager Annually review the BSLM appointment memorandum to ensure currency and update as necessary Coordinate action to ensure secure, climate-controlled, and easily accessible facilities are provided to the BSLM for receiving, storing and distributing software Chair the 45 SCS Configuration Control Board (CCB) to review and approve or disapprove all software purchase requests for AFNet and/or stand-alone system use Base Software License Manager Maintain a current list of all Unit Software License Managers (USLM) Provide software management training for USLMs and track current training dates Perform periodic compliance or Staff Assistance Visits (SAV) on host and tenant units. Inspect at least 50 percent of the unit accounts annually, and inspect each unit at least once every 2 years Conduct semiannual audits by performing system scans on computer systems across the base network to identify unauthorized software Assist USLMs with the removal of unauthorized software. If software is required, ensure correct approval process is initiated.

3 45SWI DECEMBER Report failures to comply with removal/approval of unauthorized software to the unit s commander/director for action Direct units to ensure all purchased software is delivered to the BSLM office. Upon receipt, the BSLM will download the software to the software repository located on the base network and update the respective unit s software inventory. Software to be installed on stand-alone systems will be checked out to the USLMs for installation and returned within 3 duty days. Hard copy manuals will be forwarded to the USLM for distribution to users Store all original physical media and evidence of license agreements in a secure, climate controlled, and easily accessible facility. Organizations granted an exception by the 45 SCS commander/director will store their own software and related documentation Assist USLMs with updating license agreements as necessary Coordinate with USLMs for utilization or redistribution of available software licenses to prevent waste Dispose of software IAW AFI , Software Management Participate in the 45 SCS CCB. Review all software purchase requests and recommend approval/disapproval through the CCB Unit Commander/Director Appoint, in writing, a primary and alternate USLM utilizing the sample in Attachment 2, and annually review the letter to ensure currency Review and endorse all official software inventories as provided by the BSLM and conducted by the USLM Ensure all software acquisitions are coordinated prior to purchase IAW paragraph Support and enforce compliance with all software management guidance Unit Software License Manager Complete initial and annual software management training provided by the BSLM Be familiar with AFI and this instruction Review and ensure compliance with all unit software license agreements Ensure all software acquisitions are coordinated prior to purchase IAW paragraph Ensure all original physical media and license agreements are provided to the BSLM and that the delivery location for all requisitioned software is the BSLM office. Organizations granted an exception by the 45 SCS commander/director will store their own software and related documentation Upon software delivery notification by the BSLM, coordinate software installation.

4 4 45SWI DECEMBER For AFNet systems, submit a software installation trouble ticket to the Enterprise Service Desk (ESD) providing the location and computer name(s) of the system(s) where the software will be installed For stand-alone systems, coordinate with the BSLM for retrieval of software to be installed. Stand-alone system software will be checked out to the USLMs and returned within 3 duty days Coordinate all software transfers/uninstalls with the BSLM office Complete official software inventories as directed by the BSLM and forward to the unit commander/director for endorsement. Submit endorsed official inventories to the BSLM Review inventory scans provided by BSLM Perform joint inventory of software before transferring responsibility to another appointed USLM Identify software that does not have required license agreements Request replacement licenses from publishers utilizing purchase documentation, as needed Coordinate the removal of unauthorized or suspected pirated software with BSLM Notify BSLM when software is no longer required by the unit. This includes software supported under a license agreement Support and enforce compliance with all software management guidance Client Systems Technician (CST) Coordinate with the BSLM to validate available license(s) prior to installation Install software from the approved sources only Notify the appropriate USLM when performing any actions that change the number of licensed software products installed on AFNet or stand-alone systems Functional System Administrator (FSA) Notify the BSLM (via the USLM) of the quantity of authorized licenses for functional systems If, during any audit, the number of licenses for the functional systems exceeds that which was reported to the BSLM, the FSA (via the USLM) will be notified to validate or remove the additional software User Assist USLM, as required, with software inventories on unit systems Will not install or remove any software without first coordinating with the USLM Will not make any illegal copies (piracy) of software. Failure to obey is a violation of Article 92 of the UCMJ.

5 45SWI DECEMBER Will not install freeware or shareware or personally owned software on government owned systems. Failure to obey is a violation of Article 92 of the UCMJ Will not install and use copies of government owned software on a home computer unless the software license explicitly allows users to do so Will report all unauthorized or illegal software on their system to their USLM Will submit all new software requirements to the USLM. 2. Software Request Submission and Approval Process In accordance with AFI , Air Force Certification and Accreditation (C&A) Program (AFCAP), chapter 3, the following is the established request and approval process for all software requests/submissions from all organizations and users on PAFB All software application requests will be via the Work Order Management System (WOMS) Software requests will be submitted using the Air Force Network Integration Center (AFNIC) Application Request Worksheet prepared by the requestor and forwarded to the requirements office (45 SCS/SCXP) by the unit USLM. The worksheet can be found on the WOMS website If the requested software will be used across the network boundary and requires any non-standard ports to be opened (any other than 80 and 443), a change management request must be submitted in writing to the Base Change Sponsor via e- mail to the Patrick Change Sponsor organizational box All software submissions must flow through the Configuration Control Board (CCB) as the single focal point to ensure a current and comprehensive baseline inventory of all software on the network The CCB determines requirement suitability. A suitable requirement includes a substantiated mission need, a validation the requesting unit has available funding, and core functionality is not already available in currently certified products or in the SDC The CCB will determine if the requested software is already on the Air Force Evaluated/Approved Products List (AF E/APL). If listed, the CCB can approve the request and the BSLM can add the software to the software/hardware baseline. The requestor will then be allowed to acquire and use the new software If not already on the AF E/APL, the CCB will defer the request and package (AFNIC Application Request Worksheet), through the BSLM, to the AFNIC for review and certification The BSLM forwards all deferred requests to AFNIC for processing and routinely monitors the status of each submission. NOTE: AFNIC may require the requestor to provide one copy of the software for testing purposes (all products will be returned to the requestor after completion of testing) The BSLM will update the CCB on the status of all pending deferrals at each meeting.

6 6 45SWI DECEMBER If AFNIC approves the request, the CCB will add the software to the software/hardware baseline and notify the BSLM All disapproved software requests will be accompanied with an explanation of the reason(s) the request was disapproved. ANTHONY J. COTTON, Brigadier General, USAF Commander

7 45SWI DECEMBER References ATTACHMENT 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION AFI , Software Management, 13 May 2004 AFI , Air Force Certification and Accreditation Program, 23 December 2008 AFMAN , Management of Records, 1 March 2008 AFPD 33-1, Information Resources Management, 27 June 2006 AFPD 33-3, Information Management, 8 September 2011 TO 00-33A-1001, General Communications Activities Management Procedures and Practice Requirements, 1 October 2011 Section 1(c) of Executive Order 13103, Computer Software Piracy, 30 September 1998 Adopted Forms AF Form 847, Recommendation for Change of Publication, 22 September 2009 AFTO Form 265, AF-GIG Operational Request for Change/Authorization, 30 March 2011 Abbreviations and Acronyms AF E/APL Air Force Evaluated/Approved Products List AF GIG Air Force Global Information Grid AFI Air Force Instruction AFMAN Air Force Manual AFNet Air Force (Enterprise) Network AFNIC Air Force Network Integration Center AFPD Air Force Publishing Directive AFRC Air Force Reserve Command AFRIMS Air Force Records Information Management System AFTO Air Force Technical Order ANG Air National Guard BSLM Base Software License Manager CCB Configuration Control Board COTS Commercial Off-the-Shelf CSO Communications and Information Systems Officer CST Client Systems Technician DoD Department of Defense

8 8 45SWI DECEMBER 2012 EO Executive Order ESD Enterprise Service Desk FSA Functional System Administrator HQ AFSPC Headquarters, Air Force Space Command IAW In Accordance With PAFB Patrick Air Force Base OPR Office of Primary Responsibility RDS Records Disposition Schedule SAV Staff Assistance Visit SCR System Change Request SDC Standard Desktop Configuration USLM Unit Software License Manager WOMS Work Order Management System Terms Approved Software Software listed on the Air Force Evaluated/Approved Products List. Authorized Software Approved software that is licensed. Enterprise License Allows the purchasing organization to use multiple copies of a specific commercial off-the-shelf software program, usually up to a specified number, across the organization for a set price. This is typically a more cost-effective acquisition strategy than purchase of individual copies. The DoD Enterprise Software Initiative should be considered for commonly used software. License Agreements Contract between the software publisher and the user that instructs and limits the software use. When purchasing software, the buyer only acquires a license to use it. The publisher retains the full rights to the software and has the sole right to its further distribution and reproduction. Licensed Software Software having a purchased usage license. Software A set of computer programs, procedures, and associated documentation concerned with the operation of a data processing system. Unauthorized Software Software that is either unlicensed or not approved. User The individual who operates the computer or uses application software.

9 45SWI DECEMBER ATTACHMENT 2 USLM APPOINTMENT LETTER EXAMPLE DEPARTMENT OF THE AIR FORCE 45TH SPACE WING (AFSPC) MEMORANDUM FOR 45 SCS/SCOO FROM: 45 XXX/CC SUBJECT: Appointment of Unit Software License Manager (USLM) 1. IAW 45SWI , Software Management, para , the following individuals are appointed as Unit Software License Managers: PRIMARY ALTERNATE Name: Rank/Grade: Office Symbol: Duty Phone: Date Trained: 2. This supersedes previous letters, same subject, and will be reviewed annually to ensure the Date Trained never exceeds one year. JOHN R. DOE, Lt Col, USAF Commander cc: Each Individual GUARDIANS OF THE HIGH FRONTIER

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