REDUCE, RECLAIM AND RECYCLE YOURSOFTWARE TO DELIVER DRAMATIC COST            REDUCTIONSAppClarity identifies unused softwa...
ContentsThe ticking time bomb ...............................................................................................
The ticking time bomb              “There’s a software license time bomb armed, ticking, and buried deep in the           ...
Reduce, reclaim, recycleSoftware Asset Management (SAM) has been the traditional tool by which many organizations have tri...
Given the amount of money that could potentially be saved, it seems clear that actively managing software assetsoffers sub...
Risk versus reward“ Following a few simple steps can radically reduce risk and simplify processes to pool license entitlem...
Depending on how the uninstall of licenses is managed, an automated reclaim of unused applications couldconceivably result...
A different approach      “Once the software license time bomb is stable, it’s time to defuse it permanently, guaranteeing...
References1 Defuse Software License Time Bombs With Software Asset Management, July 9, 2010. Available from:http://www.for...
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Reduce, reclaim and recycle your software to deliver dramatic cost reductions

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AppClarity identifies unused software and enables you to remove and reallocate it, radically cutting costs and reducing waste.

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Reduce, reclaim and recycle your software to deliver dramatic cost reductions

  1. 1. REDUCE, RECLAIM AND RECYCLE YOURSOFTWARE TO DELIVER DRAMATIC COST REDUCTIONSAppClarity identifies unused software and enables you to remove and reallocate it, radically cutting costs and reducing waste GEOFF COLLINS RICHARD CUDD MARTIN ANDERSON 1E APRIL 2011ABSTRACT: This whitepaper sets out why 1E believes that organizations could save millions of dollars by managingtheir software licenses more efficiently, reallocating them across the business to reduce waste and dramaticallycutting costs by removing licenses they don’t need altogether.All rights reserved. No part of this document shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic,mechanical, photocopying, recording, or otherwise, without permission from 1E. No patent liability is assumed with respect to the use of theinformation contained herein. Although every precaution has been taken in the preparation of this document, 1E and the author s assume noresponsibility for errors or omissions. Neither is liability assumed for damages resulting from the information contained herein. The 1E name is aregistered trademark of 1E in the UK, US and EC. The 1E logo is a registered trademark of 1E in the UK, EC and under the Madr id protocol.NightWatchman is a registered trademark in the US and EU.
  2. 2. ContentsThe ticking time bomb ............................................................................................................................................... 3Reduce, reclaim, recycle ............................................................................................................................................ 4Risk versus reward..................................................................................................................................................... 6A different approach ................................................................................................................................................. 8References ................................................................................................................................................................ 9© 1E 2011 2
  3. 3. The ticking time bomb “There’s a software license time bomb armed, ticking, and buried deep in the foundations of many a Global 200 firm’s elegant IT architecture.” Defuse Software License Time Bombs with Software Asset Management, Forrester, July 9 2010 1As large firms rely more and more heavily on software applications to manage even the most mundane parts of theirbusiness, they face a daily challenge. Defusing the ticking time bomb in their midst - one that could explode at anymoment when they are audited by a software vendor.With the number of audits from software vendors on the rise, many organizations have come to believe that buyingtheir way out of trouble is often the safest solution. 61% of Software Asset Managers, surveyed in recent researchconducted on behalf of 1E by Opinion Matters, said that compliance and reducing business risk are their maindrivers.2On the face of it, over licensing on software that is critical to your business may seem like a sensible option,especially when the alternative could be heavy fines, substantial back-charges and legal action - not to mentionpotentially damaging press coverage.By focusing entirely on compliance, more and more organizations in the US and UK are accepting that they will needto spend ever increasing sums paying for software. The problem comes when we consider that much of thatsoftware is destined to be configured and deployed to every users’ machine, but then remain there evermore,forgotten and unused. This is an enormous waste of money.Nearly two thirds of organizations polled by Opinion Matters suspected that they had unused software on their 2machines. Even more worryingly, over one third of those organizations admitted that they had no way to quantifythe problem.2 These figures are supported by research conducted on behalf of 1E by Vanson Bourne in 2010 thatsuggested that nearly three quarters of users believe they have unused software on their PCs.3So every year you buy more and more licenses and incur higher and higher maintenance costs just in case a vendorwants to conduct an audit, but now you’re buying them for software you’re not even using.So what about the cost of all that unused software? 88% of the license managers in those organizations surveyed byOpinion Matters estimated that it was more than $100 per PC, with one quarter estimating that it could be as high as$999 per PC.2© 1E 2011 3
  4. 4. Reduce, reclaim, recycleSoftware Asset Management (SAM) has been the traditional tool by which many organizations have tried to defusethe license time bomb, by identifying any gap between the licenses they have and the licenses they are paying for.But traditional SAM is passive - it only identifies the gap in preparation for a vendor audit. What it doesn’t tell you isthe amount of licenses you actually need. Traditional SAM tells you how much extra you might need to pay, but itdoesn’t tell you how much you are wasting and where you could save money.Actively identifying and reporting on unused software, on the other hand, can automate the correlation ofinstallation, ownership and critically need. It provides a central resource for on-going compliance while responding toand reducing liability in the short, medium and long term. It gives you better control of your software estate byidentifying what you have installed, what you own and what is actually used. It then helps to reduce waste byremoving unused licenses from users PCs, either permanently or to be redeployed across the enterprise.SAM will only ever identify software that is being used, and whether or not that software is licensed.By identifying unused software, direct removal of waste or redeployment become possible. This is shown below: Licensed Unlicensed Used Value Liability Unused License waste License waste (redeploy) (remove)Organizations employing this strategy can maximize software utilization and efficiency, removing the risk of non-compliance while reducing overall IT costs by as much as 30%, with a typical return on investment within the firstyear by cutting software license waste.4Sounds great doesn’t it? In many organizations, actively identifying unused software can represent one of the fewremaining ways that substantial IT savings can be realized. But just 9% of the organizations taking part in the OpinionMatters survey said that they uninstalled and redeployed software on a regular basis, with 14% saying they had doneso in the past, but only for one or two applications.2© 1E 2011 4
  5. 5. Given the amount of money that could potentially be saved, it seems clear that actively managing software assetsoffers substantial savings. So what’s stopping everyone else?The biggest obstacle is usually fear. 19% of respondents said that they had considered removing unused software,but that they were concerned about negative user reaction. A further 18% said they thought removing unused 2software was too risky for their business and 11% said they didn’t think they had the right tools in place. That’snearly half of respondents saying that they had looked at and considered removing unused software but that theywere unwilling to take the next step. If each of those organizations has just 1,000 users, that fear could be costingthem nearly $1 million per year.2© 1E 2011 5
  6. 6. Risk versus reward“ Following a few simple steps can radically reduce risk and simplify processes to pool license entitlements among authorized users, ensuring compliance at all times with contractual obligations and a more effective return on software investments.” Defuse Software License Time Bombs With Software Asset Management, Forrester, July 9 20101If the biggest obstacle to tackling software waste boils down to fear, let’s look at those concerns in a little moredetail.1. Negative user reactionNo organization wants to be seen as draconian by its users and employees. Many users think of their company-issuedPC or laptop as ‘theirs’, so license managers, IT Directors and CIO’s worry that any move to remove softwareapplications from a user’s PC will be seen as unnecessarily intrusive.But research would suggest that many users are well aware of the problem of unused software on their desktops.Over one third of users questioned last year as part of the 1E Help Desk Efficiency Report said that they believed theyhad five or more applications installed on their machine that they never used.3What if you could demonstrate to every user how much unused software there is on their machine and then showthem how much that unused software is costing their organization every year?In a climate of economic uncertainty, showing your users that you take cost control and efficiency seriously byidentifying and removing unused and expensive applications can actually help to improve relationships with youremployees. Remember that many of them are more worried about their jobs and pensions than they are about thesoftware on their desktop.There are several other ways to allay user concerns. For example, you could provide them with an opt-outmechanism, automating the reclaim of licenses across the enterprise while giving every user a choice as to whichapplications they get to keep and which get removed.You could also offer them the ability to find, select and download applications they need on demand using anenterprise app store. So if, in a few weeks or months’ time, a user finds that they need access to an application thathas been removed, they can reinstall it themselves. Users are less likely to be concerned about the removal ofsoftware from their machine if they can get those applications back in a matter of minutes.2. Too much riskOne of the most common risk-related concerns is in managing applications that are only used once or twice eachyear, for example to run an end of year performance report.© 1E 2011 6
  7. 7. Depending on how the uninstall of licenses is managed, an automated reclaim of unused applications couldconceivably result in this software being removed from a user’s machine, thus leaving them unable to do their job. Ata cost of say $400 per year per application, the savings generated by the removal of those applications would seemmore than trivial if, when that user next tries to run that report they find the application has been uninstalledwithout their knowledge.With user centric software reclaim strategy these concerns can be managed either by allowing your users to decidewhat gets reclaimed and what doesn’t (as discussed in 1 above), or by simply ring fencing named applications so theyare never ever removed from the machine.3. The wrong toolsMany organizations worry that using traditional Systems Management or Software Asset Management tools is notonly time consuming but frequently devoid of any identifiable ROI.In most cases, traditional tools focus on compliance and license liability - they tell you how much you have installedversus how much you have licensed - so you can ensure you are compliant in the face of a vendor audit. They almostnever tell you where those licenses are, how they could be better deployed or how much money you could save byremoving them altogether.Unfortunately, even if traditional tools could identify unused software, many of those unused applications won’t bepackaged in your Systems Management platform to allow automated uninstall. The process to recover unusedlicenses can become as cumbersome and time-consuming as the process of finding them in the first place.Even here, there is a straightforward answer - using an active, user centric software reclaim policy. One that iscapable of identifying what software you have and where and how it is being used before helping you to then reclaimand redeploy your applications.In short, one that is capable of making a real difference to your business.© 1E 2011 7
  8. 8. A different approach “Once the software license time bomb is stable, it’s time to defuse it permanently, guaranteeing compliance and license costs containment by automating the process flows for allocating and releasing license entitlements from a dynamic license pool to ensure the firm is always contractually compliant but avoid purchasing licenses in excess of its requirements.” Defuse Software License Time Bombs with Software Asset Management, Forrester, July 9 20101AppClarity from 1E will make that difference.Uniquely focused on software waste, AppClarity delivers compliance without complexity by filtering out irrelevantdata to show just licensable software and organizing it by financial impact or vendor so you can quickly focus onreducing your software spend.By making sense of what software you have, why you have it, and where and how it is being used, AppClarity allowsyou to make informed strategic and operational decisions. For example, setting policies to silently reclaim andreallocate licenses from one user to another if an application has not been used for a set period.AppClarity enables your organization to make immediate reductions in software costs by analyzing all yourapplications and providing you with actionable results, reducing your spend within one month. By identifying thesoftware you actually use, then automatically removing what you don’t need, AppClarity financially quantifies allunused software, across all applications and across all machines.AppClarity is also user centric. It can be set to offer every user a per application opt-out option, either assuming thata reclaim will be okay as long as the user does not object or waiting for a prompt from the user as to what to do next.It also highlights the cost of every software license to the user, because users are often more willing to return alicense to software they no longer use when they realize it might be costing the organization $400 each year.Deploying AppClarity alongside other 1E products like Shopping™ delivers a solution that further enhances licensecontrol by offering the opportunity to rent applications on a short term basis to users. Using rental ensures thatshort term needs do not become long term liabilities. It also allows users to find, select and download applicationsthey need on demand. If, for example, a user has not used an application in several months and it has beenreclaimed by AppClarity, when they need it again they can find it, download it and begin using it again within minutesthrough Shopping.At first glance, reclaiming and reusing software licenses seems complex and daunting. But with the right tools andprocesses in place, it can yield massive savings without any of the perceived the risks.© 1E 2011 8
  9. 9. References1 Defuse Software License Time Bombs With Software Asset Management, July 9, 2010. Available from:http://www.forrester.com/rb/Research/defuse_software_license_time_bombs_with_software/q/id/57085/t/22 Software Efficiency Report 2011. Opinion Matters survey on behalf of 1E, 20113 Help Desk Efficiency Report 2010. Vanson Bourne on behalf of 1E, 20104 Saving money through software asset management? Computer Weekly, 13 December 2010© 1E 2011 9

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