Software Asset Management


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Detailed description SAM processes

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Software Asset Management

  1. 1. February 22, 2008 Software Asset Management | Enterprise Ritesh Dhingra Software Asset Management Moving towards process based adoption of SAM
  2. 2. The Opportunity <ul><li>Biggest opportunity to control costs </li></ul><ul><li>Increase utilization </li></ul><ul><li>Improve operational efficiency </li></ul><ul><li>Better planning & budgeting </li></ul><ul><li>Implement and proactively monitor software policies </li></ul><ul><li>Avoid risks </li></ul>Software licenses form the biggest chunk of IT investment but yet the most un-managed assets
  3. 3. The Challenges <ul><li>Not physical asset </li></ul><ul><ul><li>Unlike hardware assets, software assets are not physically apparent to the eyes and hence it is not feasible to tag & track it </li></ul></ul><ul><li>Huge volume of data </li></ul><ul><ul><li>The amount of data that needs to be collected and analyzed is huge </li></ul></ul><ul><ul><li>Manual data is absolute the very next minute, too cumbersome and erroneous </li></ul></ul><ul><li>Complexity of data </li></ul><ul><ul><li>Varied lifecycle stages and the complex licensing policies, further complicates the task </li></ul></ul><ul><li>Lack of processes or Inadequate processes </li></ul><ul><ul><li>Lack of standard processes & policies </li></ul></ul>
  4. 4. SAM Lifecycle SAM
  5. 5. Tools
  6. 6. Basic Steps
  7. 7. Inventory Collection <ul><li>discovery tools must supports heterogeneous OS </li></ul><ul><li>Performs a complete scan of all disk drives </li></ul><ul><li>Not just the registry </li></ul><ul><li>User definable port configuration </li></ul><ul><li>Service based and not agent </li></ul><ul><li>Fully threaded, scans in a jiffy </li></ul><ul><li>Light on network, 30-40 KB average size of data transferred from client </li></ul><ul><li>You can integrate with existing audit tools </li></ul><ul><li>You can upload audit from spread-sheets, csv </li></ul><ul><li>Out of the box integration for MS-SMS </li></ul>
  8. 8. Analyze Inventory <ul><li>Pick software for monitoring & managing </li></ul><ul><ul><li>You can decide what software you want to monitor and manage </li></ul></ul><ul><li>Organize inventory </li></ul><ul><ul><li>You can create folders and organize the inventory for easy classification and viewing </li></ul></ul><ul><li>Link-up to license pools </li></ul><ul><ul><li>Every monitored software should be linked to a license pool </li></ul></ul><ul><ul><li>Your purchase records can be related to the inventory only through license pool </li></ul></ul>
  9. 9. Reconcile <ul><li>Capture purchase records </li></ul><ul><ul><li>Populate purchase records against each license pool </li></ul></ul><ul><ul><li>Enter entitlement information & licensing types </li></ul></ul><ul><ul><li>Upload documents like license certificates, contracts, etc </li></ul></ul><ul><li>Assign licenses to inventory </li></ul><ul><ul><li>You can assign the licenses to the inventory on determining the rightful user </li></ul></ul><ul><ul><li>Uninstall software from hosts where it is not required </li></ul></ul>
  10. 10. Processes
  11. 11. Setting up your processes Integrate with existing applications
  12. 12. Sample Scenario
  13. 13. Media Library License Pools License Transactions Purchase Records Inventory Single source of complete information <ul><li>Withdrawal </li></ul><ul><li>Completion of project </li></ul><ul><li>- License expiry </li></ul><ul><li>Reservation </li></ul><ul><li>Cancellation </li></ul>Entitlement License types Cost center/project Budget References Purchase Price Invoice Details Acquisition Methods Vendors Software Titles License Keys Warranties Contracts <ul><li>Allocation </li></ul><ul><li>Hosts/Users </li></ul><ul><li>- Cost center/project </li></ul><ul><li>- Expected date of return </li></ul><ul><li>Hardware details </li></ul><ul><li>BIOS </li></ul><ul><li>Memory </li></ul><ul><li>Disk Drives </li></ul><ul><li>- Network Adapters </li></ul><ul><li>- ….. </li></ul><ul><li>Software details </li></ul><ul><li>Product Name </li></ul><ul><li>Version </li></ul><ul><li>Publisher </li></ul><ul><li>- Language </li></ul><ul><li>- ….. </li></ul>
  14. 14. Registering purchases Software Asset <ul><ul><li>Software Name </li></ul></ul><ul><ul><li>Version </li></ul></ul><ul><ul><li>Publisher </li></ul></ul><ul><ul><li>Supplier </li></ul></ul><ul><ul><li>Tag# </li></ul></ul><ul><ul><li>Purchase Order No / Date </li></ul></ul><ul><ul><li>Invoice No / Date </li></ul></ul><ul><ul><li>Purchase Price </li></ul></ul><ul><ul><li>…… . </li></ul></ul>Entitlement <ul><ul><li>License Type </li></ul></ul><ul><ul><li># installations allowed </li></ul></ul><ul><ul><li>Validity (Perpetual/Fixed) </li></ul></ul><ul><ul><li>Expiry Date </li></ul></ul><ul><ul><li>Is Upgrade (Yes/No) </li></ul></ul><ul><ul><li>Subscription start date </li></ul></ul><ul><ul><li>Subscription end date </li></ul></ul><ul><ul><li>…… . </li></ul></ul>License Keys <ul><ul><li>License Key 1 </li></ul></ul><ul><ul><li>License Key 2 </li></ul></ul><ul><ul><li>License Key 3 </li></ul></ul><ul><ul><li>…… . </li></ul></ul>Upgrade Base <ul><ul><li>Product </li></ul></ul><ul><ul><li>Version </li></ul></ul><ul><ul><li>Publisher </li></ul></ul><ul><ul><li>…… . </li></ul></ul>MS Office Pool Symantec client agent pool MS Vista pool
  15. 15. Assigning license from license pool <ul><li>To whom </li></ul><ul><ul><li>Licenses can be assigned to users computers or </li></ul></ul><ul><ul><li>Host computers without users e.g. servers </li></ul></ul><ul><li>When </li></ul><ul><ul><li>Licenses can be assigned against requests or </li></ul></ul><ul><ul><li>To regularize unauthorized installations </li></ul></ul><ul><li>How </li></ul><ul><ul><li>Manual installation (system administrators) </li></ul></ul><ul><ul><li>Automated installation (e.g. MS-SMS) </li></ul></ul>
  16. 16. Software delivery through workflow Single step – no approvals Multiple steps – with approvals
  17. 17. Withdrawing license <ul><li>Why </li></ul><ul><ul><li>Completion of project </li></ul></ul><ul><ul><li>Employee exit/termination </li></ul></ul><ul><ul><li>License / subscription expiry </li></ul></ul><ul><ul><li>Other </li></ul></ul><ul><li>Who triggers </li></ul><ul><ul><li>Most often license manager will receive an alert from the system </li></ul></ul><ul><ul><li>Workflow events </li></ul></ul><ul><li>How </li></ul><ul><ul><li>Manual un-installation (system administrators) </li></ul></ul><ul><ul><li>Automated un-installation (e.g. MS-SMS) </li></ul></ul>
  18. 18. Handling unauthorized installations <ul><li>What is unauthorized? </li></ul><ul><ul><li>Any monitored software, discovered on any host(s) for which license has NOT been assigned </li></ul></ul><ul><li>How to identify? </li></ul><ul><ul><li>After every scheduled scan, the system will alert the license manager about all such instances </li></ul></ul><ul><li>Remedial action </li></ul><ul><ul><li>Issue a license from the appropriate license pool </li></ul></ul><ul><ul><li>Un-install if not required </li></ul></ul>
  19. 19. Planning
  20. 20. Procurement Planning <ul><li>Need based </li></ul><ul><ul><li>Collate all software requests and identify </li></ul></ul><ul><ul><ul><li>Availability in media library </li></ul></ul></ul><ul><ul><ul><li>Expected return from current users </li></ul></ul></ul><ul><ul><li>Redeploy as many as possible, procure only the deficit </li></ul></ul><ul><li>Forecasting based on usage trends </li></ul><ul><ul><li>Analyze the current usage trends by software titles, user groups </li></ul></ul><ul><ul><li>Forecast and budget accurately for scaling up – scaling down </li></ul></ul>Avoid maverick buying
  21. 21. Up-gradation Planning <ul><li>Accurately identify the licenses to be upgraded </li></ul><ul><ul><li>Across the organizations </li></ul></ul><ul><ul><li>Specific user groups </li></ul></ul><ul><li>Hardware readiness check </li></ul><ul><ul><li>Check if all the hosts meet the minimum hardware requirements to run the upgraded software </li></ul></ul><ul><ul><li>You might need to upgrade the hardware before getting-in the software upgrades </li></ul></ul>Upgrades are less expensive than new licenses
  22. 22. Policies & Controls
  23. 23. Standardization <ul><li>Baseline </li></ul><ul><ul><li>Define your baseline software titles as per your internal standards </li></ul></ul><ul><ul><li>You can have different baseline for different user groups </li></ul></ul><ul><ul><li>Automate baseline delivery through deployment tools like MS-SMS </li></ul></ul><ul><li>Continuous monitoring </li></ul><ul><ul><li>Receive alerts on any deviation </li></ul></ul><ul><ul><li>Built-in escalation mechanism, which can be configured with thresholds and responsibility owners </li></ul></ul>
  24. 24. Controlling unproductive software <ul><li>Flag unproductive software </li></ul><ul><ul><li>Analyze the inventory regularly and identify unproductive software like </li></ul></ul><ul><ul><ul><li>Games </li></ul></ul></ul><ul><ul><ul><li>Messenger tools </li></ul></ul></ul><ul><ul><ul><li>freeware/shareware tools </li></ul></ul></ul><ul><li>Auto-alert users </li></ul><ul><ul><li>System can send automated email alerts to the users of the computers where flagged software is identified </li></ul></ul><ul><li>Continuous monitoring </li></ul><ul><ul><li>Receive alerts whenever flagged software is discovered </li></ul></ul><ul><ul><li>Built-in escalation mechanism, which can be configured with thresholds and responsibility owners </li></ul></ul>
  25. 25. “ If software assets are optimized and put to effective use, the amount of cost savings you can achieve from direct reduction of acquisition of new software assets is humongous”
  26. 26. Thank You