Best Practices for IT Asset Management Using Novell ZENworks

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This session will highlight best practices around IT asset management and how Novell ZENworks can support these practices—and in turn, reduce costs. We'll also discuss hardware lifecycle management, including identifying new devices, identifying devices for reuse, retiring devices, and lease and maintenance tracking. Finally, we'll discuss asset management best practices for software license management and standardization.

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Best Practices for IT Asset Management Using Novell ZENworks

  1. 1. Best Practices for IT Asset Management Using Novell ZENworks ® ® Christina Chamberlain Technical Sales Specialist | Endpoint Management Novell Inc./cchamberlain@novell.com Bruce McDowell Technical Services Consultant McDowell Consulting LLC/ bruce@consultbruce.com
  2. 2. Presenting Today... • Christina Chamberlain – Technical Sales Specialist for Novell ® – Consultant and Training Lead at Tally Systems • Bruce McDowell – Member of founding team for Tally Systems – Technical Sales Specialist and Product Manager for Novell ® – Consultant on asset and license management 2 © Novell, Inc. All rights reserved.
  3. 3. Agenda • Hardware Lifecycle Management • Software Asset Management 3 © Novell, Inc. All rights reserved.
  4. 4. Introduction This session will highlight best practices around IT asset management and how Novell ZENworks can support ® ® these practices—and in turn, reduce costs. We'll also discuss hardware lifecycle management, including identifying new devices, identifying devices for reuse, retiring devices, and lease and maintenance tracking. Finally, we'll discuss asset management best practices for software license management and standardization. 4 © Novell, Inc. All rights reserved.
  5. 5. Hardware Lifecycle Management
  6. 6. Lifecycle Management 6 © Novell, Inc. All rights reserved. IDC, Determining the Return on Investment from Deploying Consolidated IT Resource Management
  7. 7. Challenges • New machines, not deployed • Changes over lifecycle – Location – Primary User – Configuration – Software • Maintenance/Lease tracking • End of life • Project Planning/Budgeting 7 © Novell, Inc. All rights reserved.
  8. 8. Add Devices • Requirements – Hostname, serial number • Time of purchase – Procurement records • Time of receipt – Vendor list – Barcode – Other method – essentially need a flat file 8 © Novell, Inc. All rights reserved.
  9. 9. 1. Create Folder 9 © Novell, Inc. All rights reserved.
  10. 10. 2. Create Registration Key 10 © Novell, Inc. All rights reserved.
  11. 11. 3. Add Devices • Requires Registration Key • Import format for CSV file: WS_1.0, hostname, serialnumber 11 © Novell, Inc. All rights reserved.
  12. 12. 3. Add Devices Individual Multiple 12 © Novell, Inc. All rights reserved.
  13. 13. 4. Reconciliation • Install Adaptive Agent – reconciles to device record – Hostname only (manual entry) – Hostname + serial number (manual or import) 13 © Novell, Inc. All rights reserved.
  14. 14. Track Changes Demographics • Have users enter information – Collection Data Form • Have techs update data • Import data via LDAP 14 © Novell, Inc. All rights reserved.
  15. 15. Track Changes Device Status • Available • In Service • Retired – what happened to the device? Recycled, donated, sold.... 15 © Novell, Inc. All rights reserved.
  16. 16. Track Changes Configuration • System related changes: – Memory – Total Disk Space – Free Disk Space – BIOS 16 © Novell, Inc. All rights reserved.
  17. 17. Track Changes Software • Anti-virus/anti-malware def files • New applications • Deleted applications • Software Standards – flag 'undesirable' software 17 © Novell, Inc. All rights reserved.
  18. 18. Maintenance/Lease Contracts • Where are my devices? • Set alerts to allow time for: – Ordering replacements – Configuring and deploying replacements – Returning devices before expiration of contract 18 © Novell, Inc. All rights reserved.
  19. 19. End of Life • Leverage status field • Retire or delete? – Retire – can still report on, but data not included in standard reports or licensing – Delete – gone 19 © Novell, Inc. All rights reserved.
  20. 20. Planning/Budgeting • System readiness reports – OS Migration – Application Upgrade • Usage reports – Identify underutilized applications – Identify power users of specific applications • Trend reports – Track progress – Future projections 20 © Novell, Inc. All rights reserved.
  21. 21. Software Asset Management Where to Begin
  22. 22. Challenges of License Tracking • Where to begin? • Inventory = good Hundreds of apps = bad • CAL, CPU, OEM, Per-install – oh my. • I have to do this every time? 22 © Novell, Inc. All rights reserved.
  23. 23. Gathering The Data • Consumption – ZAM Inventory – Devices you can't scan? Manual inventory • Usage – Linked to licenses automatically • Proof of Ownership – Purchase Records, license certificates, etc 23 © Novell, Inc. All rights reserved.
  24. 24. Getting You The Details Extensive Knowledge-base and Patented Discovery ZENworks Software License View ® Asset ● Ignores suite components Management ● Version rollup A U T O M A T I O N ● Excludes applications that have no license implications Software Application View ZENworks® Asset ● Converts file data to application view Inventory ● Reports software suite and components ● Reports product and language editions, service packs and releases Software File View Common Unique executable file header (VRB) data Industry ● Inconsistent and inaccurate Methodology ● Overcounts installed products ● Requires normalization and structuring ● Does not identify suites or product editions 24 © Novell, Inc. All rights reserved.
  25. 25. Software Usage Monitoring Monitor applications regardless of how they are launched! • Monitor who is using the application • Monitor from where the application is run • Monitor how long the application is running • Monitor how long the application is active 25 © Novell, Inc. All rights reserved.
  26. 26. What Does This License Agreement Mean?
  27. 27. What Does The Purchase Mean? • Is it for... – New licenses – An upgrade – Maintenance – License plus maintenance – Media? • What are the upgrade and downgrade rights? • Is it a term or perpetual license? 27 © Novell, Inc. All rights reserved.
  28. 28. What Type of License Model is it? • Inventory • External Resources – Per installation – Qualified desktop – OEM – CPU – Per machine – User – Per named user (10.3) – Named user – Server – Client Access License (CAL) – Site – Enterprise – User-defined models 28 © Novell, Inc. All rights reserved.
  29. 29. How Complex? • Simple – One version – Multiple versions covered • Medium – Includes upgrade purchases – Includes downgrade rights – Suites you need to define • Really complex – Mix and match of all of the above – Multiple license models 29 © Novell, Inc. All rights reserved.
  30. 30. I've Got My Data, Now What?
  31. 31. Define Your Licenses Entitlement Entitlement Entitlement Licensed Product Compliance Reports Entitlement Usage 31 © Novell, Inc. All rights reserved.
  32. 32. 3 Clicks to ROI • Select manufacturer 32 © Novell, Inc. All rights reserved.
  33. 33. 3 Clicks to ROI • Select products 33 © Novell, Inc. All rights reserved.
  34. 34. 3 Clicks to ROI • Confirm 34 © Novell, Inc. All rights reserved.
  35. 35. Done! • Licensed Products View 35 © Novell, Inc. All rights reserved.
  36. 36. View Results • Software Compliance Report 36 © Novell, Inc. All rights reserved.
  37. 37. Proof of Ownership • Add imported purchases (catalog products) • Add manual license count (purchase summary records) • Add documents • Associate licenses to contracts 37 © Novell, Inc. All rights reserved.
  38. 38. Refine Licensed Product Definition • Merge licenses • Upgrade Rights • Downgrade Rights • Adjustments to consumption 38 © Novell, Inc. All rights reserved.
  39. 39. Reaping The Rewards
  40. 40. Business View – Application Usage • Situation – License requirements determined from usage data Selected Microsoft Products Over/ % Licenses Product Version Licenses Installations (under) # Used Used SA Ext. SA Desktop Applications: Project Standard 2003 220 160 60 142 65% $389 $55,238 FrontPage 2003 150 177 -27 121 81% $94 $11,374 Development Tools: Visual Basic. NET 2003 55 34 21 29 53% $86 $2,494 Visual Studio .NET Pro 2003 40 60 -20 39 98% $451 $17,589 Visio Professional 2002 145 113 32 55 38% $321 $17,655 Renewal calculated Licenses Installations Usage $104,350 based on: $169K $145K (14%) Result Result ✔ Achieve license compliance ✔ Achieve license compliance ✔ Achieve true software asset cost ✔ Achieve true software asset cost 40 © Novell, Inc. All rights reserved. Price Tag $104K (38% savings) Price Tag $104K (38% savings)
  41. 41. Save Money by Identifying... • Do you have more licenses than you need? – Remove unused products – Reduce maintenance costs • Are you under-licensed, but not all installations are being used? – Re-allocate licenses instead of buying new ones. – Avoid non-compliance fees and fines. 41 © Novell, Inc. All rights reserved.
  42. 42. Be on The Look Out For... • Products that are no longer in use – Have you been paying maintenance and supporting applications that are no longer required? • Under-utilized, high cost products – Can you replace a licensed application with a free viewer? – Are all components of a suite being used? – Can you implement open-standard products for some of your users? • Multiple products and versions that serve the same function – Can you standardize on one or two products and versions, rather than supporting a large variety? 42 © Novell, Inc. All rights reserved.
  43. 43. Unpublished Work of Novell, Inc. All Rights Reserved. This work is an unpublished work and contains confidential, proprietary, and trade secret information of Novell, Inc. Access to this work is restricted to Novell employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of Novell, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability. General Disclaimer This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. Novell, Inc. makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. The development, release, and timing of features or functionality described for Novell products remains at the sole discretion of Novell. Further, Novell, Inc. reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All Novell marks referenced in this presentation are trademarks or registered trademarks of Novell, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.

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