Get Ready to Meet the Federal Mandate on Software Asset Management

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Get Ready to Meet the Federal
Mandate on Software Asset
Management

Speakers and Agenda
Agenda
• Federal Legislation
and Guidelines
• SAM Tools
• Putting it into Action
Prentice Norman
CIS
Andrew Howell
Monument Policy Group
Sean Doherty
Flexera Software

ANDREW HOWELL
MONUMENT POLICY GROUP
Federal Legislation and Guidelines
>>Click here to Watch this Webinar On Demand Now<<

Federal Software Asset Management – How
We Got Here
• GAO Report – Federal Software Licenses: Better Management Needed to
Achieve Significant Savings Government-Wide, GAO-14-413, May 22, 2014
• Defense Authorization
• Section 937 of 2013 NDAA directs DoD CIO to undertake Software License Optimization
• FY 2014 NDAA updated the FY13 NDAA to specify that the inventory should include all
software licenses for which a military department spends more than $5,000,000 annually on
any individual title, including a comparison of licenses purchased with licenses installed and
of those uninstalled and then reinstalled. The language also changed the due date of the
plan for the inventory from June 30, 2013 to September 30, 2015.
• FITARA
• Federal IT Acquisition and Reform Act included in FY 2015 NDAA updated the requirements
of Federal IT Acquisition and will be a useful tool as both the Administration and Congress
take next steps with IT Acquisition rules.
• Appropriations
• Software License Optimization language was in the following appropriations bill reports in
2015:
• H.R.2822 - House of Representatives Department of the Interior, Environment, and Related Agencies
Appropriations Act for 2016
• H.R. 2577, the Senate Transportation, Housing and Urban Development, and Related Agencies
Appropriations Act for 2016
• S. 1695, the Senate Labor, Health and Human Services, Education, and Related Agencies
Appropriations Act of 2016
• S. 1800, the Senate Agriculture, Rural Development, Food and Drug Administration, and Related
Agencies Appropriations Act of 2016.
4

Federal Software Asset Management –
What’s Happening Now
• FIAR
• September 30, 2015 guidance on capitalization of software
• OMB Draft Category Management Policy 16-1 for software
licensing
• December 21, 2015
• Designed to “help agencies improve the acquisition and management
of common IT goods and services.”
• Final plan expected soon
• DHS Continuous Diagnostics and Mitigation
• Phase 1 – Software Asset Management
5

Legislation in Waiting
• MEGABYTE Act
• Requires OMB Director to issue directive requiring executive agencies
to:
• Identify clear roles, responsibilities, and central oversight authority within the
agency for managing enterprise software license agreements and
commercial software licenses.
• Establish a comprehensive inventory, including 80 percent of software
license spending and enterprise licenses in the agency.
• Track and maintain software licenses to assist the executive agency in
implementing decisions throughout the software license management life
cycle.
• Analyze software usage and other data to make cost-effective decisions.
• Provide training relevant to software license management.
• Establish goals and objectives of the software license management
program of the agency.
• Consider the software license management life cycle phases, including the
requisition, reception, deployment and maintenance, retirement, and
disposal phases, and to implement effective decision making and
incorporate existing standards, processes, and metrics.
6

SEAN DOHERTY
FLEXERA SOFTWARE
Meeting the Mandate with Software
License Optimization Tools

Government Software Challenges
Cyber SecurityAudits Virtualization
Downtime
Risk
Exploits
Bring Your Own DeviceCloud IT Self Service
Complex Contracts &
Licensing Models Distributed Networks
Diverse & Decentralized
Agencies, Units, Districts

LIFECYCLE
MANAGE the full
of software assets
Flexera Software helps the government

Through
AUTOMATION
Improve
EFFICIENCY

REDUCE
license c ompliance
RISK

OPTIMIZE
SOFTWARE SPEND
W h a t d o w e n e e d ?

SOLUTION
APPROACH

UNDERSTAND
H ardw are and Sof tw are
INVENTORY

NORMALIZE
applications
and manage
hardware
assets

Match normalized inventory with
LICENSES
purchased
to understand your
COMPLIANCE
POSITION

MINIMIZE
spend by leveraging
software product use rights

RATIONALIZE
applications
and REDUCE
SPRAWL

Improve software
GOVERNANCE

Software Asset Management &
License Optimization Tools

Software Asset Management & License Optimization
Throughout the Full Software Lifecycle

FlexNet Manager Suite - Management Dashboard
Visibility and Control of Your Software Estate
• FlexNet Manager Suite Dashboard—
• At-a-glance visibility and control of your software estate
• Publishers in breach
• Areas of over spend
• Pending contract expirations and renewals
• And more…

Providing the Ability to Drill Down

Reporting to Support Internal Requirements
Chargeback
example

Reporting to Support External Briefings
By agency,
department,
congressional
district, etc.

“By 2017, 25 percent of enterprises will have an
Enterprise App Store for Managing Corporate-
Sanctioned Apps on PCs and Mobile Devices.”
- Gartner
Greater end-user satisfaction
Greater control over the apps used by employees
Greater control over software expenditures

Client
Management
Mobile
Management
Virtual
Desktop
Management
IT Service
Management
Universal Enterprise App Store
Governance & Integration with your Enterprise

COMPLIANCE &
OPTIMIZATION
Over licensed Out of compliance

PRENTICE NORMAN
UNITED STATES CITIZENSHIPAND
IMMIGRATION SERVICES
Putting It Into Action

30
USCIS Software Vendor Management (SVM)
SVM is responsible for the Software Asset Management (SAM) process at USCIS
Mission
To ensure USCIS user software needs are met with fully compliant licensed products,
while providing USCIS leadership cost effective lifecycle licensing strategies
Goals
 To inventory and report all software products used by the Agency
 Control license distribution and use in a customer-centric manner
 To facilitate the reuse of licenses and software assets through enterprise architecture
 Optimize licensing needs and budgets through an objective mix of usage and forecasting
 Correct and rectify licenses to be in compliance with USCIS standards
 Ensure timely award of maintenance contracts
Functional Layout and Staffing
SVM utilizes 5 functional roles consisting of 9.5 staff to perform its current set of responsibilities
Portfolio Managers
Contracting Officer
Representatives (CORs) Librarian Software Licensing Analyst
3 FTEs 2.5 FTEs 1 FTEs 4 CTRs 0 FTEs
Benefits
 Provides visibility into portfolio of IT
assets enabling accurate usage
reporting for IT audits
 Lowers cost of IT Spend by
preventing unnecessary licensing
purchases
 Enables the facilitation of capability
reuse preventing the
underutilization of existing assets
 Enforces compliance with USCIS IT
standards (TRM, SRM)
 Provides a streamlined process to
request, acquire and use USCIS
software
Service Offerings
 Software Asset Education
 Budget Formulation and Forecasting
 Software Licensing Optimization
 Software Selection Support
 Analysis and Reporting
Chief, SVM
1 FTEs

31
Gap Analysis - Approach
Research
 In-person interviews with SVM employees and contract support staff
 Review of previous EA work with SVM business processes
 Gartner and Forrester market research and best practices reports
 Deloitte Audit Findings
Gap Analysis (Mission Goals)
 Distill pain points into succinct requirements within people, process, and technology domains
 Identify needed capabilities across each of the six mission goals
Resource Assessment
 Score existing roles, processes and technologies against the level needed to fully accomplish SVM’s mission goals
 Highlight areas where SVM cannot fully meet mission goals based on available resources
 Identify areas where current resources could be improved to better meet mission goals
lCurrently Meets Need - Exist but, Does Not Meet Need - Does Not Exist -

32
Business Case
SVM will need to hire staff and acquire a SAM tool to support the mission and meet projected workload
Business Need
SVM is unable to fully meet its mission and increased workload with current
resources, processes and capabilities
Existing Issues
 Additional FY15 (7) staff has not been approved
 In FY14 over 220 hours of overtime & 80 hours of Comp time
 Planning to execute over 250 procurement actions with 1 COR
Issues On the Horizon
 Increased Scope P-Card requests (hardware & software), new contracts
 USCIS SAM Policy changes will increase services provided and workload managed
by the branch
 Impending large increase in IT asset requests due to implementation of Executive
Action for immigration reform
3000
3100
3200
3300
3400
3500
3600
3700
FY13 FY14 FY15 Projection
 Software Requests fulfilled by the 4 AMPS Contractors
have steadily increased since FY13 (need additional
resource)
Increase of Software Requests
 Since FY12 the total number of tracked procurement
activities has increased while the total number of SVM
CORs has been reduced to 1 FTE.
 Tracked procurements activities increased by 8%
between FY13 and FY14
Solution
 Hire 8 FTEs and train existing staff over the next two years to address existing
staff shortage and increased workload
 Procure a SAM Tool and Implementation Services to minimize avoidable licensing
cost
Acquisition Strategy
 Two phased staffing strategy focused on leadership/IOC and workload management
 Direct award through First Source (Professional Services) / First Source (Software/Hardware)
By the Numbers

34
Strategic Vendor Management (SVM) Branch
SVM will mature SAM at USCIS across people, process and technology
1. People
1.1 Target State Organizational Charts
1.2 Obtain Approval
1.2.1 Publish Positions to USAJobs.gov
1.2.3 Hire SAM Resources
1.3 Contracting
1.3.1 Statement of Work (SOW)
1.3.2 Independent Gov. Cost Estimate (IGCE)
1.3.3 Obtain Funding
1.3.4 Submit to IT Acquisition Review (ITAR)
1.3.5 Submit to Comp. Acq. Review Board (CARB)
1.3.6 Market Research (MR)
1.3.7 Balanced Workforce Assessment Tool (BWAT)
1..3.8 ER 857 Contractor Determination
1.4 Train SAM Resources
2. Process
2.1 Publish SVM Target State CONOPS
2.2 Publish SAM SOP
2.3 Publish SAM Policy
2.4 Publish Software Provisioning Process
3. Technology
3.1 Baseline Technology
3.2 Acquire SAM Tool
3.2.1 Independent Gov. Cost Estimate (IGCE)
3.2.2 Description of Requirements (DOR)
3.2.3 Brand Name Justification (BNJ)
3.2.4 Obtain Funding
3.2.5 Submit to IT Acquisition Review (ITAR)
3.2.6 Submit to Comp. Acq. Review Board (CARB)
3.2.7 Market Research (MR)
3.2.8 Balanced Workforce Assessment Tool (BWAT)
3.3 Implement SAM Tool
3.4 Deploy Active Software Asset Controls
Work Breakdown Strategic Priorities
 Acquire a software licensing management tool by Q4 FY15
 Hire additional SAM resources by Q4 FY16
Timeline
 Control provisioning for 90% of software products by Q1 FY17
 Scan 95% of the environment by Q2 FY16

THANKS for ATTENDING
Q&A
For More Information:
Visit our Website:
www.FlexeraSoftware.com/SLO

Get Ready to Meet the Federal Mandate on Software Asset Management

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