1. CEU LIBRARY SOFTWARE ASSET MANAGEMENT (SAM) JULIUS D. CORTEZ COORDINATOR, WEBSITE & SYSTEM SERVICES LIBRARY DEPARTMENT OCTOBER 21, 2008 SERIALS MANAGER

2. WHAT IS SAM? SAM is one facet of a broader business discipline known as IT asset management (ITAM), which includes overseeing both software and hardware that comprise an organization’s computers and network. (Wikipedia) To some, SAM may just be the new name for license compliance. (Centennial Software)

3. WHAT IS SAM? In the Business aspects, SAM is develop as a strategic imperative that enables many organizations to achieve maximum value from their IT investments. It involves integrating people, processes and technology in such a way as to allow software licenses and usage to be systematically tracked, evaluated and managed.

4. SAM AND ISO In 2006, the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC) began working with the SAM industry to develop a standard of best practices for software asset management programs. Standard ISO/IEC 19770-1:2006, Information technology – software asset management – Part 1, was published by the ISO and IEC in May of 2006.

5. SAM AND ISO Part 1 of the standard details SAM processes including control environment, planning and implementation, inventory, verification and compliance, operations management and life cycle. Part 2 of the standard is still in progress, and seeks to define a model that will help improve software identification processes.

6. SAM GOALS Reduce software and support costs by negotiating volume contract agreements and eliminating or reallocating underutilized software licenses. Enforce compliance with corporate security policies and desktop standards. Improve worker productivity by deploying the right kinds of technology more quickly and reliably.

7. SAM GOALS Limit overhead associated with managing and supporting software by streamlining and/or automating IT processes (such as inventory tracking, software deployment, issue tracking, and patch (computing) management). Establish ongoing policies and procedures surrounding the acquisition, documentation, deployment, usage and retirement of software in an effort to recognize long-term benefits of SAM.

8. SAM BENEFITS REDUCED TOTAL COST OF OWNERSHIP (TCO) RELATED TO I.T. ASSESTS MANAGE TECHNOLOGY CHANGE MINIMIZE SECURITY RISKS LIMIT COMPLIANCE RISK

9. “THE KEY TO A SUCCESSFUL SAM PROGRAM IS THE LEGWORK PERFORMED BEFORE SELECTING A TOOL”

10. SAM LEGWORKS… EVALUATING EXISTING I.T. ENVIRONMENT GAINING EXECUTIVE SPONSORSHIP SETTING PROGRAM GOALS COMMITTING THE APPROPRIATE HUMAN RESOURCES DESIGNING STRONG PROCESSES THAT SUPPORT THE ORGANIZATION’S BUSINESS OBJECTIVES.

11. SAM GROUND WORK ASSESS NEEDS AND OBTAIN EXECUTIVE APPROVAL DETERMINE ORGANIZATIONAL REQUIREMENTS ESTABLISH BASELINE DEVELOP METRICS AND TIMEFRAME DEVELOP PROCESSES ALLOCATE RESOURCES SELECT AND DEPLOY TOOL

12. IMPLEMENTING SAM CONDUCT INVENTORY ESTABLISH PARAMETERS RUN INVENTORY REVIEW SOFTWARE USAGE ESTABLISH PARAMETERS IMPLEMENT SOFTWARE USAGE METERING MATCH SOFTWARE INVENTORY AND USAGE WITH LICENSES OWNED LOCATE PURCHASING RECORDS CENTRALIZE PURCHASING INFORMATION PERFORM RECONCILIATION EVALUATE DATA AND DETERMINE APPROPRIATE COURSE OF ACTION

13. IMPLEMENTING SAM REVIEW, DOCUMENT AND COMMUNICATE POLICIES AND PROCEDURES SOFTWARE PROCUREMENT SOFTWARE USE LICENSE TRACKING ESTABLISH ONGOING SAM PROCESSES

14. CEU LIBRARY MENDIOLA LICENSED SOFTWARE INVENTORY SUMMARY REPORT AS OF OCT. 2008 DOCUMENTS LOCATED AT THE LIBRARY DEPARTMENT * License Documentation Safekeeping : Store it in a safe place (offsite if possible). Onsite, use of a fire-proof, waterproof, lockable cabinet or safe is recommended.

15. CEU LIBRARY MENDIOLA LICENSED SOFTWARE INVENTORY SUMMARY REPORT AS OF OCT. 2008 DOCUMENTS LOCATED AT THE LIBRARY DEPARTMENT * License Documentation Safekeeping : Store it in a safe place (offsite if possible). Onsite, use of a fire-proof, waterproof, lockable cabinet or safe is recommended.

16. CEU LIBRARY MENDIOLA LICENSED SOFTWARE INVENTORY SUMMARY REPORT AS OF OCT. 2008 DOCUMENTS LOCATED AT THE ICT DEPARTMENT * License Documentation Safekeeping : Store it in a safe place (offsite if possible). Onsite, use of a fire-proof, waterproof, lockable cabinet or safe is recommended.

19. SOFTWARE ACQUISITION POLICIES CAN BE ACHIVED BY: Clearly delegate and document responsibility and accountability for acquiring new software and keeping records. Buy software only from reputable resellers. Always keep proper license documentation in a centralized, safe location. This includes original CDs, Certificates of Authenticity, End User License Agreements, original User's Manuals and sales receipts. Track and update your software inventory on a regular basis to help ensure proper licensing. *Please refer to the terms of license agreement before transferring any software.

20. CEU LIBRARY SOFTWARE ACQUISITION POLICIES CENTRALIZED ACQUISITION SYSTEM CEU PURCHASING DEPARTMENT CEU ICT DEPARTMENT CEU PROPERTY DEPARTMENT 2 Budget Approved? Library Dept. software procurement thru Budget Purchasing Department ICT Department YES NO Look for a Vendor and Buy YES OK? 1 1 2 Vendor deliver to the Lib Dept. NO END ICT Dept. will provide Property dept. checks & inventory it.

21. CEU LIBRARY SOFTWARE USE POLICIES BROWSING DOWNLOADING INSTALLING USING SOFTWARE TITLES

22. BROWSING Firewall, Internet Explorer Content Editor to block unwanted and unnecessary website. For student refer to the CEU library Website http://www.library.ceu.edu.ph/access.htm For Library Staff You are not allowed to browse any web site that will cause to eat up the bandwidth of the Internet. Examples are You-tube, online games and video streaming. Your are not allowed to browse the Internet during service hours Staff assigned to research assistance and online reference librarian are allowed to browse the internet. CEU LIBRARY SOFTWARE USE POLICIES

23. DOWNLOADING For students All online periodicals, windows vista, faculty and six(6) Cybrary 2 Internet workstations are allowed for downloading files and checking emails. Students are allowed to transfer files from their USB, floppy disk or CD’s using the File Server as long as it was scanned and cleaned for viruses. For Library Staff Downloading of games, screen saver or any free software from the internet is strictly prohibited. Downloading of files from Internet or other media devices is allowed as long as consulted by the I.T. Staff. CEU LIBRARY SOFTWARE USE POLICIES

24. INSTALLING Pirated software is strictly prohibited Only I.T. staff is authorized to install, operate and administer all the server operating system. For students Installing software or anything needed for their research is allowed as long as consulted by the I.T. staff. Installing unwanted software's like games, instant messaging and other stuff in the Internet workstation is not allowed. For Library Staff Installing unwanted software's like games, instant messaging and other stuff in any workstations is not allowed unless needed for the service like photo editor, scanner and YM. CEU LIBRARY SOFTWARE USE POLICIES

25. CEU LIBRARY SOFTWARE USE POLICIES USING SOFTWARE TITLES Only authorized I.T. staff is allowed to install software. Install software with accordance to the license agreement terms and conditions All software problems should be first reported to the Library I.T. staff. There will be penalties, if any, for not complying with the CEU Library software use policies. Like memo, suspension or your KPI (Key Performance Indicator)

26. CEU LIBRARY SOFTWARE DISASTER RECOVERY PLAN PROTECTING AND RESTORING SYSTEM SOFTWARES PERFORM REGULAR BACK-UPS of systems and files STORE BACK-UP COPIES REGULAR SCANNING AND CLEANING OF VIRUSES AND SPYWARE KEEP ALL LICENSED DOCUMENTATION TECHNICAL SUPPORT Library Department - Julius or Ron : local 243 CEU Computer technician - Aldrin or whoever is available : Local 270

27. CEU LIBRARY SAM PRACTICE PATCHING ALL MICROSOFT SOFTWARE SINCE 2003 SOFWARE UPDATE SERVICE (SUS) 2.0 AND NOW WINDOWS SERVER UPDATE SERVICE (WSUS) 3.0 SP1 PROTECTING ALL SERVERS AND DESKTOPS WORKSTATIONS TO VIRUSES AND SPYWARES USING DEEPFREEZE, AVG AND SYMANTEC. INVENTORY AND AUDIT CEU LIBRARY SOFTWARE COMPLYING WITH ICT QUARTERLY SOFTWARE MONITORING AND AUDIT SINCE 2003. BACK UP, RESTORE AND KEEP SOFTWARE IN A SAFE PLACE SINCE AUTOMATION START WAY BACK 1995 UTILIZE AND MAXIMIZE SOFTWARE USED LIKE FOLLETT LIBRARY SYSTEM.

28. CEU LIBRARY SAM PLAN & GOALS EXISTING TOOLS… ICT SOFTWARE INVENTORY MONITORING AND AUDIT. WINDOWS SERVER UPDATE SERVICES 3.0 SP1 FOR PATCHING (ONLY IN THE LIBRARY DEPARTMENT) VIRUS AND SPYWARE CLEAN-UP FINDINGS… WINDOWS XP SP2 MIGRATION TO SP3 WINDOWS VISTA MIGRATION TO SP1 INTERNET EXPLORER MIGRATION TO NEW VERSION

29. CEU LIBRARY SAM PLAN & GOALS SOFTWARE MATCHING FROM OLD VERSION TO NEW VERSION SOFTWARE TRAINING LIBRARY INTENSIVE TRAINING NEW ACQUIRED SOFTWARE LIKE WINDOWS VISTA AND MS OFFICE 2007 AND OTHER SOFTWARE NEEDS TO BE LEARNED BY THE STAFF. REDUCE SUPPORT COSTS FOLLETT MAINTENANCE AGREEMENTS SHOULD BE ALLOCATED TO OTHER SOFTWARE MAINTANANCE SUPPORT LIKE THE IBS OR USED IT AS DSL CONNECTION FOR LIBRARY.

30. CEU LIBRARY SAM PLAN & GOALS KEEP SOFTWARE SAFE STORING ORIGINAL COPIES IN THE OFFSITE OR FIREPROOF VAULT. CREATE A SOFTWARE AND HARDWARE MAP SOFTWARE MAP HARDWARE MAP NETWORK MAP INVENTORY AND AUDIT SCHEDULED EVERY SUMMER, SEM BREAK AND ICT QUARTERLY SOFTWARE MONITORING PATCHING OF ALL WINDOWS OPERATING SYSTEM UPDATES AND FINE TUNING CEU LIBRARY SOFTWARE

31. DEMO WINDOWS SERVERS UPDATE SERVICE 3.0 PATCHING ALL MICROSOFT SOFTWARE PRODUCTS

32. DEMO FOLLETT REPORTS MODULE CIRCULATION STATISTICS PATRON STATISTICS

33. DEMO VIRUS DEFINITION UPDATE, SCANNING AND CLEANING USING AVG AND SYMANTEC

34. WORKSHOP MANUAL SOFWARE INVENTORY USING THE TEMPLATE GIVEN TO YOU, INVENTORY THE SOFTWARE OF THE SECTIONS ASSIGNED TO YOU. CYBRARY 2/PERIODICAL SECTION SCIENCE/FILIPINIANA/ REFERENCE SECTION TECHNICAL SERVICES/UGR SECTION CYBRARY 1/CIRCULATION SECTION GRADUATE SCHOOL

35. WORKSHOP CREATE CIRCULATION REPORTS MONTHLY CATEGORY STATISTICS APRIL, JUNE, JULY, AUGUST, SEPTEMBER MONTHLY CIRCULATION STATISTICS APRIL, JUNE, JULY, AUGUST, SEPTEMBER PATRON STATISTICS REPORT APRIL, JUNE, JULY, AUGUST, SEPTEMBER

36. CEU LIBRARY SOFTWARE ASSET MANAGEMENT (SAM) JULIUS D. CORTEZ COORDINATOR, WEBSITE & SYSTEM SERVICES LIBRARY DEPARTMENT OCTOBER 21, 2008 SERIALS MANAGER