How to Best Prepare for a Software Audit
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It's not a question of IF but WHEN your organization will get audited. Get the latest advice on how to handle an audit request and best prepare what the auditors are looking for.
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How to Best Prepare for a Software Audit
- 1. Software Audit How to best prepare for an audit Matt Ward, Softcat Plc Darren Wilensky, Ivanti Product Manager
- 2. Agenda Introductions Why SAM? SAM Maturity – Where do you fit? Best practices and what are customers doing SAM from a vendors point of view How can Ivanti help?
- 3. Introductions Matt Ward Softcat plc Matt W ard is a seasoned Software Asset Managem ent professional with over 20 years’ experience in the channel and is an original m em ber of staff at Softcat plc (currently em ployee num ber 4).Matt started the Software Asset Managem ent team at Softcat plc in 2005 and the team are regular award winners in the circuit. Matt’s greatest achievem ent so far is winning Microsoft’s SAM Partner of the year 2014 where Softcat plc were recognized as their global leader in SAM out of all their thousands of partners worldwide. Matt currently sits on M icrosoft’s global Software Asset M anagement Partner Advisory Board in Seattle and is currently helping to write ITIL’s Guide to Software Asset M anagement V4 with other industry figure heads.
- 4. Introductions Darren Wilensky Senior Product Manager Darren has over twenty years of experience with ITXM solutions. In his current role as ITAM Product Manager, he’s dedicated to bringing the m ost robust, com plete, and ROI returning solutions for our custom ers. He strives to incorporate leading edge technology and industry best practices into our ITAM product portfolio. e darren.wilensky@ivanti.com o +1 (561) 351-5242 m +1 (561) 351-5242
- 5. Why SAM?
- 6. Security Threat Software Audit Business Drivers License Compliance or GRC Asset Loss Software Lifecycle/Refresh Hardware Lifecycle/Refresh GDPR
- 7. Managing Software Assets is Complex Virtualization, Capacity-Based Licensing Physical Assets, Install-Based Licensing Everything -as-a-Service, Subscription-Based Licensing, Containerization User-Based Licensing, Internet of Things SAM Hybrid Cloud Public Cloud Mobile Devices BYOD Virtual Desktop Client Data Center Private Cloud
- 8. “ W ha t s of tw a r e a r e w e e nt i t led t o?” “ I a m out of l i c e ns e c ompl i a nc e a nd f a c i ng a n a udi t . ” “ How muc h i nf or ma t ion s houl d I pr ovi de a n a udi t or ?” Concerns
- 9. Why Organizations Need Software Asset Management Incomplete records: 66% of IT managers have incomplete asset records4 Spreadsheets: at least 25% of orgs still track with spreadsheets3 Data accuracy: orgs spend 10+ hrs per week resolving issues2 1. ITAM Review, http://www.itassetmanagement.net/2016/03/18/over-licensing Audits: 76.4% of organizations admit to over-licensing in fear of audits1
- 10. Understand organization (users, locations, business units) Understand what you’ve purchased (Request, PO, Invoice) Understand your contracts (maintenance, enterprise, license metrics) Understand environment (hardware, software, relationships) What’s in our environment? What are we using? What did we purchase? What do we need to maintain compliance? What is the basic information you need for your SAM solution? Inventory ContractsOrganization Acquisition
- 11. SAM needs collaboration across many groups in the organization
- 12. Take action Track software in use, when it was last used, and for how long it was deployed to determine appropriate reclamation processes and policies. Compliance Insight Get detailed insight into your current software license usage so you can negotiate more favorable licensing deals, eliminate over-buying of licenses, minimize rogue purchases, and avoid fines. Discovery Identify and collect data automatically on existing software and hardware in your infrastructure. Aggregate vendor and reseller data. Normalization Employ normalization that applies standard naming conventions to collected asset data and reporting fields. 4 31 2 Get and Stay Compliant
- 13. SAM Maturity – Where do you fit?
- 14. Traditional Approach to SAM Failing •Constantly Reactive Lack of Control & Significant Costs
- 15. SAM Maturity- Where do you want to be? Basic SAM Standard SAM Mature SAM • Re-active • High rate vendor audits • Unbudgeted spend • Poor visibility, lack of control • Siloed license management • Guesswork for renewals • Knowledge leaves the business when people leave • Lose control of what’s being installed • More proactivity • Vendor audit ready • Handle on all major vendors (no nasty surprises) • Single pane of glass • Processes being followed universally • Integration with ITSM • High levels of Automation • Good working relationship with all IT departments • Dynamic and pre-emptive • Additional Toolset functionality • Cloud Integration and Cloud SAM optimization • Light up the data for other areas, GDPR, Security, ITSM, Procurement • Global Agreement Consolidation • Multiple integrations, SAM for Mobile • Pre-empt renewals and strong negotiating arm • Redhat, Linux, open source management
- 16. Basic SAM Procurement Business IT Ops SAM DEMAND
- 17. Basic SAM Procurement Business IT Ops SAM DEMAND SAM
- 18. A Good example of SAM Data lighting up GDPR! • critical readiness component is a complete understanding of device and application use across on-premise, cloud and mobile • before being able to fix a problem, you have to have full visibility into its extent • How many devices are in use across the enterprise? • Where are these devices and who has access to them? • What applications are installed on each device and do these applications contain personal data?
- 19. Where now? • You have done your ELP • Keep it going Monthly, quarterly or longer • Managed service • Do it yourselves • Hybrid • Other vendors • LTAS • HAM
- 20. From a vendors point of view
- 21. SAM from a vendors point of view • For every £1 they spend on audit they are getting £28 back (Gartner) • Revenue driver • A way to push you to adopt the latest technology - Cloud being the big one! • Managed by a partner properly some vendors can be useful • Attitudes are slowly changing • My personal view is stronger together, a three way relationship • Benchmark with your peers in the same industry
- 22. Fundamentals of Software Asset Management (SAM) Typical Objectives Maximize value in assets via accurate discovery Optimization and reduce risk Compliance Renewal efficiencies Drive end user experience satisfaction Technology Process People
- 23. How can Ivanti help?
- 24. Ivanti IT Asset Management Identity Lifecycle Management Policy and Role Management Entitlements Management User Access Request Identity Workflow and Fulfillment Identity Management Windows / Mac / Linux / Mobile / Virtual / IoT OS Migration Software Distribution File Access and Synchronization User Workspace Management Unified Endpoint Management Lifecycle Management Voice Automation / Telephony Request and Service Catalog Change, CMDB and Release PPM and Financial Management Service Management Software Asset Management Hardware Asset Management License Optimization Software Audit Defense Lifecycle Management Data Center Discovery IT Asset Management Anti-Virus / Anti-Malware Patch Management Device and App Control Privilege Management Secure Configuration Management Endpoint Security
- 25. Ivanti ITAM Portfolio Asset Manager Asset Lifecycle Management License Optimizer for Clients & Servers Software License Optimization Optimizer for SAP Software License Optimization for SAP Data Center Discovery Inventory solution for server software ITAM
- 26. License Optimizer for Clients & Servers Clarity on what software you have, how it is used, models and improves your Effective License Position (ELP) Effective License Position Normalizes, reconciles both entitlement and inventory data to rich Definitive Software Library to ensure compliance Software Compliance Software harvesting and reclamation; optimized vendor licensing for MS, Oracle, Adobe, IBM and more across clients and datacenter Cost Optimization 1 2 3
- 27. Optimizer for SAP Usage-based optimization, identifies dormant, underused, duplicate, or incorrectly classified SAP users SAP Usage Reduces liabilities from indirect access or misclassified users Cost Optimization Clear overview and reports to defend SAP audits at any time and armed with insights for next contract negotiations SAP Audit 1 2 3
- 28. Thank you
Editor's Notes
- The Ivanti DNA… what makes us what we are, and unique in the industry, is the result of the organic work we’ve done over the years, as well as the strategic acquisitions we have made, each of which added capabilities in our 5 areas of focus: IT Asset Management IT Service Management Operational Security Unified Endpoint Management Supply Chain enablement Our strategy is to become one of the top 1-3 of the market leaders in each area where we compete, and we are well on our way.
- Software Audit – · Ever-changing complex licensing creates barriers to get and stay compliant Compliance – Regulatory and internal auditors Asset Loss – Loss and theft | disaster recovery Hardware Lifecycle/Refresh – Procurement | Portfolio Management | Disposal Software Lifecycle/Refresh – Upgrade | Version Management | Maintenance | Retirement | Portfolio Management Security Threat - Know your assets to secure hardware and software with application whitelisting and blacklisting
- Customers are asking us questions all the time like – How do they know what software they are entitled to? They could be worried because they know they are out of compliance. And if they are audited, organizations may not have a process in place to handle these events, and not know how much information to provide auditors without giving them too much. Other SAM concerns include: Overspending Fines True-Ups Security Threats Shadow IT
- First, Discovery, which is foundational to any ITAM strategy. It provides visibility on existing software and hardware and incoming assets in your infrastructure. You can Aggregates vendor and reseller data with B2B connectors that automates this process. Second, normalization. Once your data is discovered, the information is then condensed through the normalization process, which applies a standard naming convention to collected asset data and reporting fields. Third, ensure compliance with tracking data on license usage. Once you have visibility on your assets you can quickly identify vendors where you need to true up, or learn where you have too many licenses. Finally, as an added bonus, this asset visibility allows you to see what licenses are unused for reclamation and reallocation purposes helping you achieve a cost avoidance on idle software. Key capabilities: Discovery Normalization Software compliance Reclamation
- The Ivanti DNA… what makes us what we are, and unique in the industry, is the result of the organic work we’ve done over the years, as well as the strategic acquisitions we have made, each of which added capabilities in our 5 areas of focus: IT Asset Management IT Service Management Operational Security Unified Endpoint Management Supply Chain enablement Our strategy is to become one of the top 1-3 of the market leaders in each area where we compete, and we are well on our way.
- Increasing vendor scrutiny Defending audits regularly Liable to large penalties Increased security threats Unbudgeted expenditure Lack of visibility Businesses cannot continue as they have, a tactical approach that is reactive is now dangerous and risky…digital transformation requires visibility, control and predictability 30% of Organisation undertaking Dig Transformation - 62% planning DT in next 2 years Vendor audits now expected to take place every 18 months – need to be prepped Organisations are not managing their traditional environmental…and new…i.e. Cloud, Outsourcing & IoT making this more complex to manage Creating barriers to DT value and returns, you need DL to assure your journey Vendors are auditing more – a lot of scrutiny and they will drive your strategy and costs Commercially wasteful of constrained budget – “you cannot optimise what you cannot track and measure!” Security – “You cannot secure what you cannot see!”
- We often see that there is a “disruption gap” between IT, Procurement and the business. Due to a high demand from the business on IT (IT is the business!) SAM gets pushed out to the periphery.
- The challenge is getting SAM to here, where it should be, so that there is a synergy between Procurement, The Business and IT operations. Good SAM Data will light up other departments within IT.
- Violations of the General Data Protection Regulation (GDPR) due to go into effect in May 2018 may incur fines of up to 4% of annual turnover or €20M, whichever is greater. Gartner estimates that 50% of organizations will be ready for this legislation.
- The Ivanti DNA… what makes us what we are, and unique in the industry, is the result of the organic work we’ve done over the years, as well as the strategic acquisitions we have made, each of which added capabilities in our 5 areas of focus: IT Asset Management IT Service Management Operational Security Unified Endpoint Management Supply Chain enablement Our strategy is to become one of the top 1-3 of the market leaders in each area where we compete, and we are well on our way.
- The Ivanti DNA… what makes us what we are, and unique in the industry, is the result of the organic work we’ve done over the years, as well as the strategic acquisitions we have made, each of which added capabilities in our 5 areas of focus: IT Asset Management IT Service Management Operational Security Unified Endpoint Management Supply Chain enablement Our strategy is to become one of the top 1-3 of the market leaders in each area where we compete, and we are well on our way.
- A Software Asset Management (SAM) solution that delivers: clarity on what software you have how your software is being used model and improve your Effective License Position Software license compliance solution that can normalize, and reconcile both your entitlement and inventory data to it’s rich DSL (Definitive Software Library) Single source of truth for software license compliance Additional features such as: scenario modeling, predictive analytics, and optimization We have seen ILO before but remind us what this product does? ILO is a Software Asset Management solution that provides the license position between the discovered software and the licenses and contracts that a customer has purchased It is an easy to use, automated system that covers all software vendor licensing such as Microsoft, Oracle, Adobe, IBM etc. ILO is for software and Asset Manager is for Hardware, are they integrated? They both take a feed from the same single source of truth, Ivanti Discovery
- Take Control of SAP Licensing: Understand your SAP usage. Optimize your SAP licensing costs. Be ready for that next SAP audit. Ivanti Optimizer for SAP provides full visibility to take control, manage, and optimize your entire SAP license environment which can lead to significant financial savings and reduce liabilities from indirect access or misclassified users. The solution provides organizations with the insight and intelligence they need to ensure they are correctly licensed based on actual usage, empowered to reduce liabilities from indirect access or misclassified users, and armed for their next contract negotiation and upcoming SAP audit.