Managing Software Entitlements in Software Asset Management Solutions from CA

Managing Software Entitlements in
Software Asset Management
Solutions from CA
Michel Avenel
IT Service Management
CA Technologies
Sr. Principal Product Manager
DO5X99E
#CAWorld
#ITSM

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warranty. The information provided by a CA partner and/or CA customer has not been reviewed for accuracy by CA.
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For Informational Purposes Only
Terms of this Presentation

Abstract
This session will focus on the process of
registering software entitlements in Software
Asset Management solutions from CA.
Michel
Avenel
CA Technologies
Sr. Principal Product
Manager

Agenda
FUNDAMENTALS OF SOFTWARE LICENSE MANAGEMENT
EFFECTIVE LICENSE AND LICENSE POOLS
CREATING & IMPORTING LICENSES
LICENSE INVENTORY MANAGEMENT
1
2
3
4

Fundamentals of Software License Management
Key Terminology
TERMINOLOGY DESCRIPTION
Software License Agreement A legal instrument governing the use or redistribution of software.
Entitlement
The portion of a software license agreement describing product-use rights and limitations. Entitlement
elements help determine license compliance when matched against actual states of installation and
usage.
Product Use Rights
The terms and conditions in a license agreement (or related documents) specifying how users can
operate a product, and under what limitations, without breach of intellectual property rights or copyright
law.
License Metric A description for measuring the product-use rights of a specified entitlement.

Key Terminology
Effective Demand The aggregate number of entitlements used for a given software product.
Effective License The aggregate number of entitlements available (owned) for a given software product
Product Use Rights
A repository of software asset, hardware asset and configuration information deployed within an
infrastructure, including their attributes.
Combined discovery and data scrubbing processes undertaken to build a list of software and/or hardware
asset and/or configuration item deployments within an infrastructure.
License Metric A description for measuring the product-use rights of a specified entitlement.

Key Terminology
License
The scope and limitations of the powers of the Licensee (buyer) to exploit the software. The right to use
depends on the contents of the Contract agreed to by the parties.
The right of the Licensee to make the necessary actions to use the program in accordance with the
software’s intended use, without requiring the approval of the manufacturer. (In the United States,
Section 117 of the Copyright Act gives the owner of a particular copy of software the explicit right to use
the software with a computer, even if use of the software with a computer requires the making of
incidental copies or adaptations (acts which could otherwise potentially constitute copyright
infringement). Hence, if the end-user of software is the owner of the respective copy, then the end-user
may legally use the software without a License from the software publisher).
A limitation of the contractual use is not permitted by the licensor.
With the purchase of software, a License (usage right) is also purchased.
The software itself remains the possession of the manufacturer at all times.

Part 1: Introduction and Manually
Recording Licenses

The “A” Model for Software License Management

Commercial Data

CA Software Asset Manager
General Navigation

Licenses > Effective Licenses > Grouped
 The grouped view displays the entire license portfolio in the form of individual data records.
 Each line represents all license data records with identical properties. In the Quantity column,
you find information on how many Product Use Rights are assigned to the license group.
Effective License

Licenses > Effective Licenses > Single
 The single view displays the entire license portfolio in the form of individual data records.
 For each License data record, you can define the number of Product Use Rights (PURs).
Effective License

Licenses > Effective Licenses > Pool > Single or Grouped
 In these lists, you will find all Licenses that are available via License Pools on Group level,
Division level, or Company level. Thus, their Product Use Rights (PUR) are not assigned to a
specific Cost Center.
Different License Pools

Licenses > Update/Maintenance Licenses > Single or Grouped
 These tables include Update or Maintenance Licenses that need to be assembled with a Base
License to become Effective.
Different License Pools – Maintenance or Update Licenses

Licenses > Transfers Overview
 In this list, you will find all Licenses that have been transferred - regardless of whether the
transfer is planned for the future or has been completed.
Different License Pools - Transfers

Licenses > Update Base Licenses
 This table holds all the former Effective Licenses that have been assembled with Update or
Maintenance Licenses.
Different License Pools – Update Base Licenses

Licenses > Expired Licenses
 Subscription Licenses expire at a certain date. When reaching this point these will
automatically be transferred to this table.
Different License Pools – Expired Licenses

Licenses > Deleted Licenses
 If needed, Licenses can be also deleted. Those will then appear in the Deleted Licenses table.
Different License Pools – Deleted Licenses

Licenses > Not Yet Activated Licenses
 Licenses that have been purchased already, but are not allowed to be used before a certain
date in the future are included in this table.
Different License Pools – Not Yet Activated Licenses

 You can use several License Statuses to
represent the License purchase process.
 At the same time, these License Statuses
also control the license's influence on the
Compliance Check.
License Statuses
 Licenses with status that are flagged as
“Planned” are excluded from the
Compliance View.

Manually Recording Licenses
Licenses > Add Licenses > Manual Input
 Advantage: Acquisition of data
directly in the tool. No clearing
necessary.
 Disadvantage: Time-consuming if
many different license positions are
to be measured.

If the Contract information has not been included
while entering the License, it can easily be done
afterwards:
 Click to edit the License record.
 Select Manufacturer and Contract Number
under which the License was purchased.
Linking License to Contract or Purchase Order

If you would like to see a Purchase Order Number
to be added:
 Click on editing to open the License record.
 Enter the Purchase Order Number in field
“Order Number.”
Linking License to Contract or Purchase Order

License Positions can be assigned to a “User” or a
“Device”:
 In this example, the position is assigned to a
user.
 Using the context menu another window will
open up.
 Select the appropriate Device.
 Assigning Device works the same.
Note: The license metric, whether “User” or “Device” has
no influence on assigning a user or device.
Assigning License to Device or User

Demonstration:
Manually Recording a License

Part 3: License Inventory Management and
Automated License Data Exchange

Automated License Import
Via the User Interface

Data Exchange >
Import
Represents the
standard interface
for importing all
importable tables
into CA SAM.

1. Step: Select the table that
should be the target
location of the import.
2. Step: open table
specification.
Notice: In order to prevent an
accidental full import,
parameters are defaulted during
the license import.

 Step 3: Download the .csv template

 Step 4: Upload and import the data files

License Clearing
 As no amount of data management can ensure 100% accuracy, a method is required to
identify errors in data to ensure correct information is entered into License Inventory.
 We call this “License Clearing”
 A license “clearing” method is essential to identify data errors, create a data remediation
plan and improve data accuracy.
 License “clearing” is the process of identifying any data elements that may be incorrect
and could impact the outcome of your compliance position.
 This activity should be completed by your License Managers.

License Clearing
After the successful data import, the licenses are sent to receiving inspection, which is located
under Licenses > License Clearing.

License Clearing
Every license import is listed and marked with a status, which can be one of the following:
Processed: All positions contained within the transaction were processed without error and the
licenses are now in the effective license pool and/or update pool).
Partly Processed: There are erroneous positions purposefully marked as “ignore” by the user. All
other positions were successfully added to the effective license pool and/or update pool).
Failed: There are errors and these are not ignored positions in the transaction.
In the case of “partly
processed,” you will have to
select “Import” from the
context menu manually start
the move to the respective
license pools.

License Clearing
Within a transaction there are one or more License Positions.
Values in the “Status” column can be the following:
 Failed – Position is prone to problems
 Accepted – No problems are present
 Ignored – Working status

License Clearing Problems
CA SAM identified problematic positions by
marking them in red.
You can then correct or enter the missing data
and save it by clicking “Save.” The License Status
should then change to “accepted.”

 If only the Manufacturer Name is missing: This can be easily found in the Catalog by doing a
search with the Manufacturer Article Number. The same goes for the Article Name.
 If the Manufacturer Article Number is missing: You can attempt to figure it out using the
Article Name. To do so, you must search the Catalog.
 If the Article Number will be provided at a later date or another colleague is supposed to
determine this: You can mark the Clearing Status (e.g. “Manufacturer Article Number
missing”) and, if needed, add a note in the “Clearing Remarks” field.

 If Cost Center is missing or you don’t know it: You can set the Clearing Status respectively
until the Cost Center is known.
 If a Cost Center is named that is not yet in the system yet: You must enter the new Cost
Center into the organizational structure under Organization > Cost Centers.

License Clearing
As the last item has been cleared (Status: “Accepted”) or Ignored (Status: “Ignored”), the
transaction can be imported and the status will either change to “Processed” or “Partly
Processed.”
Note: If just one position within the transaction has a “Failed” status, the entire transaction will
not be imported.
In the case of “partly
processed,” you will have to
select “Import” from the
context menu to manually
start the move to the
respective license pools.

Editing Licenses
 Select the
action button
 After having edited
the desired field(s),
press Save.

License Move
 With the Move
Option you can move
Licenses from one
Cost Center to
another.
 Within the different
License Pools there
are two columns:
– Organizational Unit
(Usage Right)
– Destination (Owners
Cost Center)

License Move (Bulk)
 Licenses > Manage Licenses > Mass Processing > Move
 You can use this script for large or Bulk License move operations. The script works with a
CSV-import and follows two general operating modes:
 Move quantity: A specified quantity of Licenses is moved.
 Target value: A specified quantity of Licenses is established as the target state and the
required quantity of licenses that have to be moved is determined independently.
 The source organization unit for the moving operations can either be determined for the
entire action (Selection) or can be specified line by line in the input file (Import).
 A related CSV-template can be downloaded.
IMPORTANT: This function is recommended for those who have expert knowledge.

License Splitting
 To split licenses,
select “Split” from the
Actions menu.
 Define the number of
Licenses you want to
Split into a new
License Position.
 The result is two
separate License
Positions in the
License Pool.

License Transfer
 Scheduled
 Can be temporary
or permanent
 Trackable
 Controlled by Cron job
 Nightly License Event
handling

Updating Licenses
By assembling
Licenses from the
Update/Maintenance
Pool with Licenses
from the Effective
Pool, you can update
versions/editions and
extend maintenance.

Updating Licenses
Once a License from
the Update /
Maintenance Pool has
been chosen, a
suitable License from
the Effective Pool
must be identified.

Updating Licenses
Once a License from the Update/Maintenance Pool has been chosen, a suitable License from the
Effective Pool must be identified.
Note: In some instances, it might be necessary to disassemble updated licenses (for example to
reassign updates or maintenance to other base licenses). It is possible to cancel an update.

Updating Licenses
If you need to
perform an update
without a Base
License, mark the
check box “Update
Without Base
License” instead of
choosing the Base
License.

Updating Licenses
Proceed by clicking
“Carry out update”.
NOTE: This is NOT the
standard way of
updating licenses and,
therefore, should only
be used on an
exception basis.

Q & A

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For More Information
To learn more, please visit:
http://cainc.to/Nv2VOe
CA World ’15

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