# 4. License Reports & Audit

User Type: **Training Institute**
Source: *Mi Digital Academy - Education CRM Features Document*

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## 4. License Reports & Audit

### 4.1 License Usage Report
**What it does:** Provides the Training Institute with a license usage report: the licenses used over time, the peak usage, the idle licenses, and the utilization rate. The Institute sets the period, views the report, and exports it. This helps the Institute right-size its license purchases.

**Sub-features:**
- License usage report
- Licenses used over time
- Peak usage shown
- Idle licenses shown
- Utilization rate shown
- Set the report period
- View or export the report
- Report available on web and mobile
- Report event logging (viewed, exported)
- Audit logging of the license usage report

**Training Institute User Journey:**
1. Training Institute opens the license usage report.
2. The license usage report is shown.
3. The licenses used over time are shown.
4. The peak usage is shown.
5. The idle licenses are shown.
6. Training Institute sets the report period.
7. Training Institute opens Profile → "Activity" and confirms the report events are recorded.

**Rules & Edge Cases:**
- The utilization rate is used over total.
- The report period is selectable.
- Report events (viewed, exported) are logged with the account and the timestamp.
- The license usage report is audit-logged with the account and the timestamp.

### 4.2 License Audit Trail
**What it does:** Shows the Training Institute the license audit trail: every license event (purchase, assignment, reassignment, release, renewal, expiry) with the actor, the license, and the timestamp. The Institute can filter by event type and export the trail. This provides a complete record of license lifecycle events.

**Sub-features:**
- License audit trail
- Every license event recorded
- Actor, license, and timestamp per event
- Filter by event type
- Export the trail
- Trail paginated
- Trail available on web and mobile
- Trail event logging (viewed, exported)
- Audit logging of the license audit trail

**Training Institute User Journey:**
1. Training Institute opens the license audit trail.
2. The license audit trail is shown.
3. Every license event is recorded.
4. The actor, license, and timestamp are shown per event.
5. Training Institute filters by event type.
6. Training Institute exports the trail.
7. Training Institute opens Profile → "Activity" and confirms the trail events are recorded.

**Rules & Edge Cases:**
- The trail is immutable and append-only.
- The trail is filterable by event type.
- Trail events (viewed, exported) are logged with the account and the timestamp.
- The license audit trail is audit-logged with the account and the timestamp.

### 4.3 License Cost Report
**What it does:** Provides the Training Institute with a license cost report: the spend by period, by tier, and by term, with the cost per active student. The Institute sets the period, views the report, and exports it. This gives the Institute a clear view of its licensing costs.

**Sub-features:**
- License cost report
- Spend by period
- Spend by tier and term
- Cost per active student
- Set the report period
- View or export the report
- Report available on web and mobile
- Report event logging (viewed, exported)
- Audit logging of the license cost report

**Training Institute User Journey:**
1. Training Institute opens the license cost report.
2. The license cost report is shown.
3. The spend by period is shown.
4. The spend by tier and term is shown.
5. The cost per active student is shown.
6. Training Institute sets the report period.
7. Training Institute opens Profile → "Activity" and confirms the report events are recorded.

**Rules & Edge Cases:**
- The cost per active student is total spend over active students.
- The report period is selectable.
- Report events (viewed, exported) are logged with the account and the timestamp.
- The license cost report is audit-logged with the account and the timestamp.