Software Asset Management: Software Asset Management: Playing ...
Software Asset Management:
Playing to Win
June 19th, 2007
“De-mystifying” Software Asset Management (SAM)
The Software Asset Management Lifecycle
Software License Complexity
The Software Asset Management Lifecycle
The Software Asset
ro Pr should be structured
based on the stages of
SAM the Software Asset
y Management Lifecycle
De Use ain
SAM Policy: Key Decision Points
1) Centralizing Software Requests and Documentation
• Proof of purchase documentation (e.g., purchase orders, license certificates and license entitlement)
• Initiate order management process only via approved request process
• Validate accuracy and completeness of software records.
2) Redeployment of Software Assets
• Review availability of redeployable software assets prior to procurement of new assets
• All software that is deployed and identified as not in use or no longer required must be evaluated for
3) Centralizing Asset Management Organizational Responsibility
• Assign Operational Custodian with responsibility for ensuring
- Software is deployed, installed, used and maintained according to the applicable license terms of the contract.
- Software media (physical and virtual) is managed in accordance with the license terms.
- An evaluation is done to determine when a software asset’s lifecycle has ended.
SAM People: Roles and Lifecycle Management
– Management Sponsor
– Director with legal responsibility (for SW)
– Configuration Manager
– IT Asset Manager
– SW Asset Manager
– SAM Process Owner
– Asset Analysts
– Auditors (internal and external)
– Procurement Management
– Legal Advice/Council
– Change Manager People
– SAM Consultant/Automation Analyst
– Service Desk Manager
– Security Manager
SAM People: Key Software Asset Management Roles
SAM Role Definition
The owner (usually the Business Line Manager) is responsible for attestation of the asset,
management of cost control, expenditure planning, and capital planning.
The asset user is responsible for ensuring the asset is used within the guidelines defined in
Asset User operating polices. The user is also responsible for physical security of mobile assets and
reporting any problems or performance deviations.
The financial steward is responsible for financial reporting and transaction capture related to the
Financial Steward assets for which they are the designated steward. The objective is to ensure that the financial
records of an asset are aligned with the operational/physical status of the asset.
The operational custodian is responsible for ensuring that the functional requirements of the
asset user are met on an ongoing basis and that the asset is kept in working order. This role is
also charged with performance management to ensure that the assets fulfill the functions for
which they were intended. In addition, the custodian is responsible for ensuring that the asset’s
operational costs are kept in line with expectations.
The LOB Lead is the representative from Technology Infrastructure (for infrastructure ELA’s) or
Technology Development (for application ELA’s) who is knowledgeable about the software and
licensing agreement. This individual should be promoting the software as the enterprise
solution and should be responsible for use rights assignments and counts.
The Vendor Manager is responsible for understanding the terms and conditions of the license
Vendor Manager agreement. This individual should be accountable for the accuracy of the License and
Contract-related data entered into the SAM tool.
SAM Process: ITIL - The SAM Procurement Process
1. Request 2. Internal 6. Install
Check availability of
3. Initiate 4. Place 7. Process 8. Process Proof
External Order External Order Invoice of License
Source – ITIL: Best Practices in Software Asset Management
SAM Technology: Answering “The Three Questions”
Implementing a SAM Program – clearly define scope
A final note…
“If SAM Processes are to prove successful within an
organization, it is important that roles and
responsibilities are clearly defined and agreed and that
the scope of ownership of each of the processes is also
defined and agreed.”
ITIL – Best Practice for Software Asset Management
SAM and the ITIL Framework
Planning to Implement Service Management h
u The Business Service ICT c
i Support Infrastructure h
Service Management n
e Delivery l
Applications Management y