Software Usage Declaration & Compliance
1. Non Compliance - Error
1.1Accessing through MyHCL :-
1.1. 1 Non compliance - Warning
1.2Accessing through TARMAC :-
2. User Declaration & Machine Details
3. Non-Compliance Details & Seeking Exception
4. LOB/BU Head Approval for No machine allocated
5. Machine Software Inventory Report
Appendix A – How do I find my machine host name?
Appendix B – License management system
1. Non Compliance - Error
1.1Accessing through MyHCL :-
This screen will be displayed when your access to myhcl.com has been blocked which could be because of any of the following reasons
a)If you have not made a declaration or your declaration is outdated (more than 90 days old)
b)Any of your machines is not compliant and has unauthorized software
c)Soft Scan has not run for more than 10 days.
1.1. 1 Non compliance - Warning
This screen will be displayed when your access to myhcl.com would be blocked after some time because you have some unauthorized software on the machine for which you have some grace period to take corrective action. You may choose to take corrective actions right away or do it later.
PS: Please skip next page in case you want to reach the desired page directly and not through TARMAC homepage.
1.2Accessing through TARMAC :-
Type URL: - . Enter your credentials to login.
a)Go to “Tools Consultancy “menu.
b)Click on Machine Declaration link in this menu.
2. User Declaration & Machine Details
This screen will be displayed when user “Adds” his/her Machine details for the firsttime.
- User should check the "Check Box" for terms and condition for software usage policy and select work location and network as applicable. In case the work location is “HCL India” and Network is “HCL Network”, you also need to define the machines that you own.”.User’s Pre-defined Machineswill be displayed automatically.For no machine declaration/client managed software compliance cases please refer to the section below
“Is Compliant” status will be displayed “Unknown” till the time user submits the declaration
Post clicking of Submit button, the relevant status of Compliance (Yes/No) will appear as shown in the screen below:
a)Last scan date column should be shown in green. This would be in redcolor if scan data is obsolete. Normally, this would have been as a service on your machine. If for some reason, it has not happened, you can take help of local ITS (Remedy ticket) to get it set up. For immediate action, you can download the exe from link provided and run the scan.
b)Is Compliant column should be “Green” or “Amber”. “Amber” indicates that you have some unauthorized software on the machine for which you have some grace period to take corrective action while “Red” again indicates presence of unauthorized software for which you need to take corrective action immediately failing which your access to myhcl.com will continue to be blocked. You can view the details by clicking on the associated link.
No Machine allocated
In case, currently you have not been allocated any machine, please check this option and select the appropriate reason from drop down box .This request will be referred to DU Head for the approval.
Client managed software compliance Declaration
In case you belong to a client network where client is responsible for software compliance (i.e. either you are working at a client location or a working in HCL premises in a network completely managed by the client itself) , please check this option and select your client name from drop down list if your client name is not displayed on the screen, please ask your ODC SPOC to submit the necessary documents to Rajeswar Tewari () so that it could be added to the master list of client managed networks.
Important information regarding client managed software compliance
Either it should be a client location where they need to give the client name and address and in case it is within HCL then there are other considerations to classify it under client network
It is not just a question of using client network. If this network is in HCL premises, it can come under the scope of any software vendor audit. So a few questions
a) Are all the software used on these machines provide by customer? If answer is no, then the machines need to get covered and declared under HCL policy
b) Is customer ensuring that only authorized software are deployed on these machines and owns responsibility and indemnifies HCL in case of any irregularity detected during a software vendor audit? If the answer is no, then again the machines need to get covered and declared under HCL policy
If answers to both above are ‘yes’ then please request your BU head/SPOC to send a note to Rajeswar Tewari () on this. We will need to also get a formal document from customer on this for which Rajeswar Tewari () will share the template subsequently but to start with Rajeswar Tewari () will need a note from the BU head/SPOC on this.
3. Non-Compliance Details & Seeking Exception
This screen is displayed when user clicks to view non-compliance details for any of the machines displayed in the previous screen.
The user has the following options to take either of these corrective actions for all the software’s displayed.
a)Uninstall the software from the machine and run the Soft Scan utility so that the changes are reported back to the central database. You can raise a Remedy ticket on local ITS if you need any help on the uninstall.
b)Raise a request in TARMAC for issuance (refer appendix B for issuing license). The software will be issued subject to availability
c)In case the software has been procured by the project or provided by customer, proof for the same needs to submitted to Mihir Ray() so that licenses can be updated in TARMAC for subsequently issuance in future.
d)In any exceptional instance where user is not able to take corrective action and will need some time, the user can request an exception which will need to be approved by TARMAC Admin/ITS SPOC. The exception will be valid only for a maximum of 3days.
Exception should be requested only for the categories as mentioned below:
- "Unable to uninstall, Requested for ITS help” Remedy will be generated on behalf of user if user select this option. Remedy incident number will be displayed in “Approval” field. User should go back to machine declaration screen and click on “Re-validate” button and Run Re-validate to refresh the status.
- "Add-on component for existing license"Referred to license administrator for master update, If user selects this option user can login to myhcl only if request status is Pending/approved. User should go back to machine declaration screen and click on “Re-validate” button and Run Re-validate to refresh the status .If the add on component request is denied by TARMAC admin, myhcl will be blocked again.
Having taken necessary corrective actions, the user can then go back to the previous screen and click on “Re-validate” button to refresh the status which will be displayed on the screen.
4. LOB/BU Head Approval forNo machine allocated
This screen is for LOB/BU head to approve the request for no machine allocated.
After LOB/BU head receives the request for no machine allocated.
a)LOB/BU head should login to TARMAC and click on no machine approval by BU head link under tools consultancy tab.
b)User should approve/deny the request with proper remarks and click the submit button.
5. Machine Software Inventory Report
User can view the details for all unauthorized software through the report shown below (Machine Software Inventory Report)
Appendix A – How do I find my machine host name?
Appendix B – License management system
License management system starts with the request for license i.e. type the tool name in the tool name wise tab and after that click on search/request tool. When you click on search you will be directed to a page showing the inventory of that tool whether the tool is in HCL inventory or it is client provided or it is project procured.
This screen will be shown when you request for the tool by clicking on search/request tool. In this page the tool inventory has been classified as :-
- HCL inventory
If the tool is in HCL inventory then the request will first go to the TARMAC admin team for review, then for the BU head approval and again to the TARMAC admin team for verification.
- Project inventory
If the tool is in project inventory then the request will directly go to the BU head for approval.
- Client provided
If the tool is in client provided then the request will directly go to the BU head for approval.
Declaring client supplied license in TARMAC:
If Client has provided you licenses, please fill attached form and mail to
License request form
After clicking on request from whichever inventory applicable you will be directed to the license request form where you will have to fill up the following details:-
a)Package version of the tool
b)Date of issuance and date of expiry(remember that the expiry date selected for the tool should be less than that of the project end date)
c)Project details for which you want to issue the license.
d)Your facility location and SAP id
e)Justification for the issuance of the license.
After submitting the license request form you can view the status of the request by clicking onmy license request status in my request under Tools administration tab.
Note: if the tool is an open source then it will get auto approved once you submit the license request form but if it is commercial then it will follow the same path as explained above.