This document discusses software asset management (SAM) in education. It notes that software vendors are increasingly focusing their auditing efforts on educational institutions like universities and colleges. It provides examples of areas vendors may focus on in audits, such as SQL Server licensing, virtualization usage, and external user access. The document also discusses how understanding current licensing models can help prepare for upcoming changes, and maximizing the benefits of software licenses through tools like license reassignment.

1. Software Asset Management
and Education
Cheryl Lapham
SAM Specialist

2. SAM in Education – Why Now?
• More focus on Universities, Colleges and Research Councils by vendors than ever before
• With so much given away for free in education, vendors are keen to ensure that education customers pay for the products
they use
• Once one vendor knocks on your door, others will follow
• Changes to server product licencing i.e. Windows Server 2016 and System Center 2016 move to core-based licensing
• Get the best out of your licence investment – don’t pay for what’s not used; re-harvest licences; ensure you maximise
software licence benefits
• Understand what you have BUT as important what you don’t have! With the announcement re “new Universities” in the
latest HE White Paper, the “student experience” is more important than ever

3. More Focus on Education
• Most software vendors have been “hands-off” education for many years – that is now changing!
• Take a look at Microsoft:
• 3 Universities having KPMG audits as we speak
• Some Colleges also being audited
• Research Councils also being audited
• Numerous institutions being approached by Microsoft SAM Team to consider audit exercises

4. Pay for what’s not free!
• With so much given away free by vendors such as Microsoft, they’re keen to ensure that you pay for what you use
• So what are they focussing on?
• SQL Server licensing – ensuring correct number of cores allocated to physical and virtual machines i.e.
• When running SQL Server in a physical OSE, all physical cores on the server must be licensed
• Virtual - Similar to the Per Core licensing model in physical OSEs, all virtual cores (v-cores) supporting virtual OSEs
that are running instances of SQL Server 2014 software must be licensed accordingly. To license individual VMs
using the Per Core model, customers must purchase a core license for each v-core (or virtual processor, virtual
CPU, virtual thread) allocated to the VM, subject to a four core license minimum per VM.
• Licensing for maximum virtualisation - customers who have licensed all physical cores on the server can run an
unlimited number of instances of the software in a number of OSEs (physical and/or virtual) equal to the number
of core licenses assigned to the server.
• DRS (Dynamic Resource Scheduling) within VMware requires active Software Assurance for licence mobility

5. Pay for what’s not free!
• With so much given away free by vendors such as Microsoft, they’re keen to ensure that you pay for what you use
• So what are they focussing on?
• SQL Server licensing
• Using SQL in a non-production environment - Customers are required to license every Microsoft software product
they install, configure, and use, including all physical and virtual instances. As such, licensing a development and
test environment can be expensive and challenging to manage as new servers are set up and others are torn down.
• Using correct versions of SQL (Standard functionality only) with System Centre products

6. Pay for what’s not free!
• So what are they focussing on (continued)?
• Students accessing Windows Servers externally e.g. from home
• Students accessing RDS Servers externally e.g. from home
• VDI – Student owned/assigned devices need a VDA licence or Windows Upgrade with Software Assurance (Student
Options under EES) to access Windows desktop delivered through a VDI solution (unless accessing server OS)
• FTE Count (staff and faculty who perform work, teach or volunteer for 200+ hours pa and use the IT systems)
• Per processor licensing for current (non-2016) Windows Server & System Center products e.g.
• System Center 2012 Datacenter - Each license covers up to two physical processors, so you must count the number
of physical processors on the server, divide that number by two, round up to the nearest whole number, and
acquire and assign that number of licenses to your server.
• System Center 2012 Standard - For each managed server count the number of physical processors and the number
of managed OSE's. You need the number of licenses to cover the greater number (processors or OSE's).

7. Pay for what’s not free!
• So what are they focussing on (continued)?
• Per processor licensing for current (non-2016) Windows Server & System Center products e.g.
• Windows Server 2012 R2 - The number of licenses you will need depends on the number of physical processors on
the server and the number of server instances that you will be running. (This applies only for Standard edition
because Datacenter edition allows for unlimited VOSEs.) The larger of these two numbers determines the number
of total licenses required.
• Each license covers up to two physical processors, so to determine the number of licenses needed to fully license a
physical server, just count the number of physical processors in the server and divide that number by two. This tells
you the number of licenses that you will need. (Note: The number of cores on the physical processor is irrelevant.)
For example:
• Two-processor server: 2 physical processors / 2 (number of processors covered by a license) quals 1. You will
need one license to cover a two-processor server.
• Second, determine the number of virtual instances running - You can either count the number of VOSEs that are
running and determine the number of Standard edition licenses (one license covers up to two VOSEs), or you can
purchase Datacenter, which enables unlimited VOSEs on the server.

8. Others will follow
• It’s a well known fact that once a software vendor approaches your institution to conduct an auditing exercise, others will
soon follow in their wake. So based on a Gartner report from September 2015 who is likely to come knocking?
• Microsoft
• IBM
• Adobe
• Oracle
• SAP
• Autodesk
• VMware
• Intel Security (McAfee)
• HP
• Others ………………….

9. Product licensing changes
• Understanding how your products are currently licensed will better prepare you for changes to come. For example if you
understand how your current Microsoft Windows Servers and System Center products are licensed from a processor-
perspective, you will be able to prepare for core based licensing when 2016 versions are released later in 2016. For example:
• The licensing of Windows Server 2016 Standard and Datacenter editions will shift to be based on physical cores from
the prior licensing model based on processors. Core based licensing provides a more consistent licensing metric
regardless of where the solution is deployed on-premises or in a cloud. The Windows Server 2016 licensing model for
Standard and Datacenter will be Cores + CAL
• To license a physical server, all physical cores must be licensed in the server. A minimum of 8 core licenses is required
for each physical processor in the server and a minimum of 16 cores is required to be licensed for servers with one
processor

10. Product licensing changes

11. Maximise Your Investment
• Look at Project Professional and Visio Professional usage across organization – generally requested, hardly used. Switch to
free of charge products such as project Online or nominal fee services for super-users i.e. Project Pro for Office 365
• Move licences around – if you have purchased Project Professional licences for one user and they’ve not used them, re-
harvest them for other users
• Understanding what licences you have on EES and/or Select Plus with/without Software Assurance – don’t lose out on SA
benefits such as Azure Hybrid Use Benefit:

12. Maximise Your Investment
• Understanding what licences you have on EES and/or Select Plus with/without Software Assurance – don’t lose out on SA
benefits such as Licence Mobility - the list of eligible server applications includes Microsoft SQL Server database software,
Microsoft Exchange Server, Microsoft SharePoint Server, Microsoft Lync Server, Microsoft System Center servers, and
Microsoft Dynamics CRM business software. The Windows Server operating system licenses remain assigned to customers’
on-premises hardware with their applicable license terms. For additional information and a full list of eligible products, please
refer to the Microsoft Product Use Rights.

13. Maximise Your Investment
• Understanding what licences you have on EES and/or Select Plus with/without Software Assurance – don’t lose out on SA
benefits such System Center Global Service Monitor – available to customers with active Software Assurance on System
Center Standard and Datacenter licences:
• System Center Global Service Monitor is a cloud service that provides a simplified way to monitor the availability of
external-web-based applications from multiple locations around the world. Importantly, Global Service Monitor
monitors applications from the perspective of the customers who use them. Because Global Service Monitor monitors
from locations that are correlated to customer geographies, application owners can gain insight into customer
experiences in addition to the separate problems related to external factors, such as Internet or network problems, from
application or service problems. The Global Service Monitor monitoring experience focuses on the application instead of
the infrastructure or individual URL.
• Global Service Monitor integrates with the Operations Manager console so that you can monitor external- and internal-
facing web applications in the same place you monitor other applications.

14. Understand what you “don’t have”
• In the recent BIS HE White Paper (May 2016) the Government discussed:
• Creating a competitive market i.e. new Universities
• Greater choice for Students
• Variation of outcomes – for example (discovering lack of Microsoft Imagine Academy):
• 21. We observe the consequences in variation in outcomes. There is some evidence of skill shortage vacancies in the
labour market, and some graduates find themselves overqualified for the actual jobs they hold. Alongside this
White Paper the outcomes of two independent reviews will be published, led by Sir Nigel Shadbolt and Sir William
Wakeham, looking respectively at how graduate employment outcomes for graduates from Computer Sciences and
STEM degrees more broadly could be strengthened. Both reviews highlight a range of issues which impact on
graduate employment outcomes and stress the need for an increased focus on, for example, work experience, ‘soft
skills’ and advice and support on career planning.
• Reference to teaching measures
• Summary - We will continue to set a high bar on quality to ensure that providers are delivering value for money for
students and taxpayers (discovering lack of availability of multiple free resources from vendors)

15. What We Do
Sean A Robinson

16. RECOGNIZE OPTIMIZE CONTROL
Services that help
organizations identify
and understand their
software estate
Services that help
organizations maximize
the value of their
software assets and
reduce compliance and
overspend
Services that help
organizations maintain
a balanced software
estate
What We Do

17. Thank you
PROVEN EXPERT RECOGNIZED
Technology used to
successfully deliver
1,000 SAM projects
globally
Designed, built &
maintained by licensing
experts and used by
SAM and licensing
consultants in Europe,
US, Canada & Australia
Recognized by leading
vendors; Microsoft,
Adobe, Symantec,
VMware, IBM, Oracle
and more

18. Partners

19. Our Solutions
Simplifying SAM for good

20. Our Approach - ROC

21. Product Family
Data Navigator – Inventory data aggregation and
transfer solution
Dashboard Discovery – Discover what’s installed
across your network
License Manager – Provides enterprise license and
contract management for delivery of proposed on-
premise and Managed Service
License Dashboard Portal – Real time reporting
application across any device

22. Platform Functionality

23. Available Managed Service
Level 1
‘Recognize’
Level 2
‘Optimize’
Level 3
‘Control’
License review and compliance baseline
Initial license review & compliance verification   
Initial in-depth ELP report   
Reoccurring management & reporting
On-going license review & compliance verification  
Quarterly ELP report 
Expert advice and enhanced reporting
Access to over 100 reports  
Quarterly detailed management report 
Onsite review of management report with a SAM advisor 
Access to a dedicated SAM advisor/Audit Defence 
Telephone and dial in Support  

24. License Dashboard Portal
Personalized
Branding
Role Based MIPersonalized
Dashboards
Responsive
Notifications
Multi Device
Support
RAG Alerts

25. Example Cloud Based Reports

26. Example Management Reports

27. Return on Investment
We focus on what matters most

28. ROI
• Reduce illegal and financial exposure – up to 20% savings
• Make more informed purchasing decisions – reducing overspend
• Reduce over-deployment – 60% of compliance issues start at deployment
• Increase staff productivity – reduce total cost of ownership by 40%
• Re-harvest (re-use) licenses – reduce software purchasing by 25%

29. ROI
• Archive your license evidence
• Most organizations lose up to 50% of their evidence and are subject to re-purchasing the same licenses by the vendor
• Streamline SAM processes
• Over 80% of the required management tasks can be fully automated
• Reduce IT costs and bottlenecks
• Reduce internal support costs by up to 30%
• Increase competitive advantage by responding to staff’s business requirements more efficiently