CCADB License Usage Guidelines

[Kathleen Wilson]

All,

I will appreciate feedback on the following draft for a web page to be added to https://www.ccadb.org/cas/.

Thanks,

Kathleen

Link on "For CAs" page: "Usage Guidelines"

Web page URL: www.ccadb.org/cas/usage-guidelines

This page is intended for CA Owners who have requested and obtained access to the CCADB. We look forward to your help in keeping your CA’s data up-to-date in the CCADB, and ask that you follow these usage guidelines.

Usage Guidelines

Each CA Owner should:

• Consume less than 5 daily-unique-logins per month on average (i.e., one day per week).

  • There will be certain months in which you need to log in more frequently to update data regarding your CA, which is why we focus on average usage.

• Designate one individual who usually logs into the CCADB on the CA’s behalf.

  • An individual who has an account that can log in to the CCADB is called a Primary Point of Contact (POC) in the CCADB.

• Designate one or more backup individuals who can log in to the CCADB on the CA’s behalf when the primary individual is unavailable, with a maximum of 5 Primary POCs for each CA Owner.

Authentication to the CCADB’s production environment via the CCADB API consumes a license and counts towards the daily-unique-login numbers. Testing with the API should be done in the CCADB Sandbox environment so that it does not consume daily-unique-login numbers.

If your CA needs to consume more than 5 daily-unique-logins per month on average, then please notify sup...@ccadb.org to explain why.

We welcome you to add your ideas to CCADB Public about the information that you would like the CCADB to provide without requiring a login and how you would like to obtain that information.

Daily-Unique-Login

• A Primary POC logs into the CCADB via a Salesforce Community License. 

• Salesforce counts one login each day a POC logs into the CCADB, which is referred to as daily-unique-login. 

• The CCADB Steering Committee member organizations are currently paying for a monthly allotment of daily-unique-logins for CAs.

• Salesforce follows a yearly entitlement policy to determine the number of used daily-unique-logins (i.e., our monthly allotment x 12), which resets annually on August 5.

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[Kathleen Wilson]

Here's a summary of the many emails that CA representatives have sent me regarding the topic of what information they need from the CCADB.

• Weekly (or customizable-frequency) emails containing information about

  • Task list reports

  • Status of open Cases (‘Add/Update Root Request’, ‘Add/Update Contacts’, ‘Root Inclusion Request’)

  • Pending items requiring attention. 

• Monthly email or public reports about the expiry date of the public documents (CP, CPS, self assessments, audits, etc.)

Thanks,

Kathleen

[dr. Szőke Sándor]

Hi Kathleen.

 

this information is clear and useful for me, thank you for it.

 

I would have a question regarding the calculation method of the Daily-Unique-Login numbers.

 

The CAs using CCADB, are located around the world, and lives in different time zones. If a POC logs into CCADB twice in a working day according to his local time, it may happen in two calendar days in another time zone.

Does CCADB calculate the time difference between logins, or does it simply use the calendar day in a specific time zone? In case of the second calculation mode, which time-zone is the basis of the calculation?

 

Kind Regards,

 

Sándor

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[dr. Szőke Sándor]

Hi Kathleen,

 

is it possible to get information in this report about the already used or still available login numbers?

 

Kind Regards,

 

Sándor

 

 

From: pub...@ccadb.org <pub...@ccadb.org> On Behalf Of Kathleen Wilson

Sent: Thursday, July 27, 2023 11:56 PM
To: CCADB Public <pub...@ccadb.org>

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[Kathleen Wilson]

Dear CAs,

Thank you all for being conscientious with your CCADB daily-unique-logins since I made the request on July 14. Thanks to your efforts, we came within our current annual allotment.

Also, thank you to all of you who have responded to provide your input either here in this discussion thread or via direct email to me. We will take all of your input into account, and we will also take actual usage into account as we plan for future Salesforce license options.

For now, we will proceed with posting the usage guidelines on the CCADB website, and adding a link to it in the email that CCADB sends for new accounts and password resets.  A large percentage of the usage had been by individuals who do not need to login as frequently as they had been.  They had (very understandably) added checking the CCADB for their task reports and updates to root inclusion cases as part of their daily work routine, not realizing that it impacted our allotment for CA daily-unique-logins.

It appears that our daily-unique-login numbers will be within our allotment if we add weekly (or customizable-frequency) emails containing information about task list reports, status of open cases, and pending items requiring attention. As well as adding public reports about the expiry date of public documents (CP, CPS, audits, self-assessments, etc.).

>> The CAs using CCADB, are located around the world, and lives in different time zones. If a POC logs into CCADB twice in a working day according to his local time, it may happen in two calendar days in another time zone.
>> Does CCADB calculate the time difference between logins, or does it simply use the calendar day in a specific time zone? In case of the second calculation mode, which time-zone is the basis of the calculation?

My understanding is that Salesforce computes this based on a 24 hour window, so time zone should not be a factor.

>> is it possible to get information in this report about the already used or still available login numbers?

We (the CCADB Steering Committee) now have a report for checking daily-unique-logins that we will be monitoring, but I don't think the data needs to be shared publicly at this time.

Here is information about the Salesforce Customer Community Plus licenses, which is what we use for CA logins.
https://www.salesforce.com/products/experience-cloud/pricing/self-service/
Per the web page: Customer Community Plus licenses are  $6/login or $15/member USD/month (billed annually)

The next time Salesforce contacts us about increasing our Customer Community Plus licenses, we should either convert some of our per-login licenses to member licenses, or buy member licenses in addition to our per-login licenses. So if your CA needs to consume more than 4 daily-unique-logins per month on average, then please notify sup...@ccadb.org to explain why. We will collect this information, and use it the next time we need to negotiate about Customer Community Plus licenses with Salesforce.

Best Regards,
Kathleen
 

[Kathleen Wilson]

All,

The Usage Guidelines page has been added to the CCADB (ccadb.org -> For CAs -> Usage Guidelines).

And the "Welcome" and "Password-reset" email templates for the CCADB have been updated to provide a link to the usage guidelines page.

We (CCADB SC) will prioritize the work to push information to CAs via email and reports, and will continue to monitor daily-unique-login usage.

Thanks,

Kathleen