1. A key to unlocking the mysteries of Asset Management ? Paulette Makepeace Assistant Head IT User Services University of Glamorgan
2. ........... Keys ? Challenges and responsibilities Solutions uncovered Proof of concept Raw Data Data Analysis Using information wisely Future thinking
3. Challenges and responsibilities The University strategic objectives are to demonstrate more effective and efficient ways of managing resources. Adhoc procurement based on the number of seats in a teaching or office space. The university has a legal requirement to demonstrate compliance in its management of software resources Proprietary licence agreements Published software policies (est. Feb. 2010) FAST
4. Meaningful and accurate? Data Relevant data on use (students only) By whom, where and when Academic year cycle Information Central v devolved Site licences Concurrent licences Individual licences
5. How many? How many different software products are being monitored, (includes suite components ie Excel, Photoshop etc) A) 219 B) 156 C) 101 D) 375 Over 30 suppliers and 100s of terms and conditions and licence types Open source - massive ‘growth’ area – traffic lights
6. Need for change Loss of team leader; loss of knowledge FAST membership Information management Storage DB with prompts New Team Leader: Fresh Eyes Options Opportunities
7. Keyserver: the dream product? Reduce the total cost of ownership of software Facilitate buying decisions with accurate software usage statistics including options to consider the use of concurrent licenses Organise the universities’ entire software library Serve as the automatic 'software librarian' for the network Audit, report and enforce all software policies Stay legal with respect to all software licenses Provide substantive evidence of good management for all external software compliance audits
8. Keyserver (K2): the reality Existing installed software: used to transfer access from specialist computer labs to 24/7 open access lab Funding for additional licences to cover all student machines agreed Oct 2011– PC and Mac platforms Installation ‘fun’ as identified needs To review Active Directory structures/cleanse entries To standardise desktop processes To maintain consistency Impact on team resources
9. SAM Project 2010/11 Use of K2 as part of larger Software Asset Management project Assuring university software policies Being fit for external audit Supporting University in being more efficient in spend on software costs Ensuring compliance
10. Data results Shocks Most frequently used software is.... Academic exposure – wish v reality Misspent monies ? Anomalies Partial data view (Nov 10 – March 11 with a gap) Inconsistent manual setup Data import to excel – time values
11. Peaks and trends Above illustrates peak usage for MS office and again the peak trend for 1 week for L216
12. Data Analysis Working with faculty Business Development Managers LCSS not decision makers – Influencers Data caveats Snap shot not full year Historical data – not predicting future L&T needs Reporting Trends
13. Using the K2 information wisely Model options: Purchasing of licences based on corporate use Concurrent licensing Site licensing Shared licensing Peak use analysis – generated 4 x savings v. costs in year 1 Software versioning Hardware choice – (student) Timetabling Computers in use ie flags support requirements Problem solving ie slow computers
14. Future thinking Next steps Licences for Staff machines Software management – locked nodes Full years data - whole picture 2011/12 Concurrent licensing at component level Vendor negotiation Links to other projects – App Jukebox Hardware Management
