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Software Asset Management: Software Asset Management: Playing ...

  1. 1. Software Asset Management: Playing to Win Michele MacLeod June 19th, 2007
  2. 2. “De-mystifying” Software Asset Management (SAM) The Software Asset Management Lifecycle SAM Policy SAM People SAM Process SAM Technology Implementing SAM Software License Complexity 2
  3. 3. The Software Asset Management Lifecycle People The Software Asset Management Program l ro Pr should be structured nt oc Co ur Process based on the stages of Policy e SAM the Software Asset lo y Management Lifecycle p Re De Use ain tir nt e ai M Technology 3
  4. 4. 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 redeployment. 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. People Process Policy SAM Technology 4
  5. 5. SAM People: Roles and Lifecycle Management SAM Roles: – Management Sponsor – Director with legal responsibility (for SW) – Configuration Manager – IT Asset Manager – SW Asset Manager – SAM Process Owner – Asset Analysts Complimentary Roles: – Auditors (internal and external) – Procurement Management – Legal Advice/Council – Change Manager People – SAM Consultant/Automation Analyst – Service Desk Manager Process Policy SAM – Security Manager Technology 5
  6. 6. SAM People: Key Software Asset Management Roles SAM Role Definition The owner (usually the Business Line Manager) is responsible for attestation of the asset, Asset Owner 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 Operational also charged with performance management to ensure that the assets fulfill the functions for Custodian 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 Technology Lead 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. 6
  7. 7. SAM Process: ITIL - The SAM Procurement Process 1. Request 2. Internal 6. Install Order Software Check availability of existing licenses! 5. Process Incoming Media 3. Initiate 4. Place 7. Process 8. Process Proof External Order External Order Invoice of License People Process Policy SAM Source – ITIL: Best Practices in Software Asset Management Technology 7
  8. 8. SAM Technology: Answering “The Three Questions” People Policy Process SAM 8
  9. 9. Implementing a SAM Program – clearly define scope 9
  10. 10. Understanding Software Licensing Complexity 10
  11. 11. 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 11
  12. 12. Appendices
  13. 13. SAM and the ITIL Framework T T Planning to Implement Service Management h h e e T B e u The Business Service ICT c s Perspective i Support Infrastructure h Service Management n n o e Delivery l s Security Management o s g Applications Management y Software Asset Management 13