The document discusses datacenter governance and software asset management (SAM). It describes a software introduction process to help proactively manage the software lifecycle from selection through retirement. The process involves reviewing software requests, right-sizing licenses, validating deployments meet requirements, and ensuring compliance to prevent risks and overspending. Implementing good datacenter governance through a standardized software introduction process can help optimize costs and mitigate risks.

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SAM Datacenter Governance
Chris Morgan

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About Astute Licensing
• Proac've SAM Risk preven'on specialists.
• Based in Daresbury, Cheshire, North England, UK.
• Teams in the UK, India and wider support network.
• Founded by SoIware licensing experts.
About Chris Morgan
• Founder of Astute with 10 years experience in SAM.
• Over $250m cost avoidance and $25m in cash savings in SAM.
• Last end user SAM programme was a Global Corporate ac've
in 90 countries, $5m programme, over $50m of value
delivered.

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What is Datacenter governance?
Tracking our so-ware assets
throughout the lifecycle
What we do
• Help with selection
• Track purchase and ownership
• Know where its installed
• Manage application
• Disposed of correctly
Why we do it
• Report on costs
• Risk mitigation
• Optimisation

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Selec'on Purchase Install Manage Re're
How to proactivly manage the lifecycle
stages
Software Introduction
process
Change
Mangement /
SAM tools
Retirement
Process

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Iden'fy risks, issues and
overspend of the past
Op'mise the risk and
spend of today to create
compliance and savings
Effec've governance to
stop new risk and
overspend being created
How a typical reac've SAM projects approach
Years 1 and 2 Year 3… Possibly

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Why SAM tools cannot stop risk

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Oracle DB risk example

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Year 1 Year 2
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Potential risk
identified
Full risk identified
Remediation starts
Remediation
completed
The root cause of the problem remains and
so new risk is created or returns
+25%
Compliant
-25%
-50%
-75%
û
-$3m -$2m $0m $0m
û ü
ü
Selection Purchase Install
Software Asset Management tools New Software Introducing risk
How a company sees this problem
Identified risk

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Selection
Risk
creation
û Poor license design
û Product selec'on
û Purchasing duplica'on
PurchaseInstall
û Over / under buying licences
û Unfavourable terms
û Incorrect licences types
û Buying new, using exis'ng
û Licence restric'ons
û Overpowered machines
û Unapproved changes
The root cause of risk is
poor datacenter governance

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Selection Purchase Install
Duplicate
func'onality
purchases (5%)
SoIware purchased
instead of using
spare licenses(10%)
Cost of unveaed
complex licence
metrics (20%)
Individual purchases
over consolidated
requirements (10%)
Average audit
sealement
(5% annual spend)
The cost of poor data center governance
% of annual
software spend

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Why is Datacenter governance so hard?
Suppliers Procurement
IT Dept.
Deploy
DesktopsServers Cloud / SaaS
IT ProjectBusiness
Idea Requirements
DealFulfil
SAM Team Discovery tools

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Selec'on Purchase Install Manage Re're
How to proactivly manage the lifecycle
stages
Software Introduction
process
Change
Mangement /
SAM tools
Retirement
Process

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Software introduction process
Concept Planned Purchase Deploy Validate
Iden'fy and Prevent non-compliance risks
Selection Purchase Install

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Concept
Planned
Purchase
Deploy
Validate
IT Project Managers,
Architects, App owners etc
SAM / Licence admin
Or 3rd party run service
SoIware request submiaed.
Hardware required provided.
Project documents uploaded.
SoIware is approved for use
& not duplicate func'onality.
Validate architecture.
Software Introduction process – What to do

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Software introduction process benefits
Concept Planned Purchase Deploy Validate
Enforce strategic,
Approved
soIware selec'on
Iden'fy and Prevent non-compliance risks
Review license
requirements and
right size
Selection Purchase Install
New soIware
request & review
process

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Concept
Planned
Purchase
Deploy
Validate
IT Project Managers,
Architects, App owners etc
SAM / Licence admin
Or 3rd party run service
SoIware request submiaed.
Hardware required provided.
Project documents uploaded.
SoIware is approved for use
& not duplicate func'onality.
Validate architecture.
Quotes provided.
SoIware request updated.
Hardware required updated.
Provide spare licenses if exist.
Review quotes and updates.
Predict future license demand.
Software Introduction process – What to do

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Concept Planned Purchase Deploy Validate
Enforce strategic,
Approved
soIware selec'on
Iden'fy and Prevent non-compliance risks
Allocate spare
licences
Proac've demand
based licence
harves'ng
Review license
requirements and
right size
Selection Purchase Install
New soIware
request & review
process Review soIware
quota'on
Advise best
purchase route
Software introduction process benefits

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Concept
Planned
Purchase
Deploy
Validate
IT Project Managers,
Architects, App owners etc
SAM / Licence admin
Or 3rd party run service
SoIware request submiaed.
Hardware required provided.
Project documents uploaded.
SoIware is approved for use
& not duplicate func'onality.
Validate architecture.
Quotes provided.
SoIware request updated.
Hardware required updated.
Provide spare licenses if exist.
Review quotes and updates.
Predict future license demand.
Provide contract and purchase
documents pre purchase.
Purchase only once approved.
Ensure licence types and
volumes are correct, license
restric'ons are clear.
Validate en'tlement.
Software Introduction process – What to do

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Concept Planned Purchase Deploy Validate
Enforce strategic,
Approved
soIware selec'on
Iden'fy and Prevent non-compliance risks
Ensure
procurement
standards are met
Allocate spare
licences
Iden'fy and
mi'gate complex
licensing risks
Proac've demand
based licence
harves'ng
Review license
requirements and
right size
Selection Purchase Install
New soIware
request & review
process Review soIware
quota'on
Consolidate
mul'ple requests
to increase
discount
Advise best
purchase route
Software introduction process benefits

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Concept
Planned
Purchase
Deploy
Validate
IT Project Managers,
Architects, App owners etc
SAM / Licence admin
Or 3rd party run service
SoIware request submiaed.
Hardware required provided.
Project documents uploaded.
SoIware is approved for use
& not duplicate func'onality.
Validate architecture.
Quotes provided.
SoIware request updated.
Hardware required updated.
Provide spare licenses if exist.
Review quotes and updates.
Predict future license demand.
Provide contract and purchase
documents pre purchase.
Purchase only once approved.
Ensure licence types and
volumes are correct, license
restric'ons are clear.
Validate en'tlement.
Deploy soIware.
Provide install details of where
and when it was deployed.
Validate SAM tool can see
soIware correctly.
Software Introduction process – What to do

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Concept Planned Purchase Deploy Validate
Enforce strategic,
Approved
soIware selec'on
Iden'fy and Prevent non-compliance risks
Ensure
procurement
standards are met
Allocate spare
licences
Deployment found
in SAM tool & any
restric'ons met
Iden'fy and
mi'gate complex
licensing risks
Proac've demand
based licence
harves'ng
Review license
requirements and
right size
En'tlement
reviewed, entered
into SAM tool
Selection Purchase Install
New soIware
request & review
process Review soIware
quota'on
Consolidate
mul'ple requests
to increase
discount
Deployment team
advised of
restric'ons
Advise best
purchase route
Software introduction process benefits

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Concept
Planned
Purchase
Deploy
Validate
IT Project Managers,
Architects, App owners etc
SAM / Licence admin
Or 3rd party run service
SoIware request submiaed.
Hardware required provided.
Project documents uploaded.
SoIware is approved for use
& not duplicate func'onality.
Validate architecture.
Quotes provided.
SoIware request updated.
Hardware required updated.
Provide spare licenses if exist.
Review quotes and updates.
Predict future license demand.
Provide contract and purchase
documents pre purchase.
Purchase only once approved.
Ensure licence types and
volumes are correct, license
restric'ons are clear.
Validate en'tlement.
Deploy soIware.
Provide install details of where
and when it was deployed.
Validate SAM tool can see
soIware correctly.
Submit for final valida'on.
Ensure deployed licences
reflect planned and purchased.
Software Introduction process – What to do

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Concept Planned Purchase Deploy Validate
Enforce strategic,
Approved
soIware selec'on
Iden'fy and Prevent non-compliance risks
Ensure
procurement
standards are met
Allocate spare
licences
Validate licence
posi'on ensuring
licence compliance
Deployment found
in SAM tool & any
restric'ons met
Iden'fy and
mi'gate complex
licensing risks
Proac've demand
based licence
harves'ng
Review license
requirements and
right size
En'tlement
reviewed, entered
into SAM tool
Challenge
discrepancies
Selection Purchase Install
New soIware
request & review
process Review soIware
quota'on
Consolidate
mul'ple requests
to increase
discount
Deployment team
advised of
restric'ons
Record savings
Update budgets
for renewal
Advise best
purchase route
Software introduction process benefits

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Software Introduction process
SelectionPurchaseInstall
ü Accurate licence designs
ü Products selec'on
ü Duplicate func'onality avoided
ü Strategic soIware selec'on
ü Correct amount of licences
ü Unfavourable terms avoided
ü Correct licences types used
ü Spare licences used over new
ü Licence restric'ons advised
ü Correctly licenced installa'ons
ü Validated post install
License
Governance

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Selec'on Purchase Install Manage Re're
How to proactivly manage the lifecycle
stages
Software Introduction
process
Change
Mangement /
SAM tools
Retirement
Process

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Manage
Change management
The SAM team needs to be members of the Change
Advisory Board within the organisation, to be award of
any changes that could affect licensing requirements.
As such all changes made are approved and without
incident, or where needed extra licenses are
purchased.

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Manage
SAM tool validation
For changes in the manage stage of the life cycle that
slip by the Change Management process, our SAM
tools can help us by identifying where licensing
requirements have changed week by week.
These reports can be built and scheduled in most tools
or extracted weekly and use excel to create a
comparison. Where issues exist, you can hunt down
the problem.

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Selec'on Purchase Install Manage Re're
How to proactivly manage the lifecycle
stages
Software Introduction
process
Change
Mangement /
SAM tools
Retirement
Process

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Retirement
Asset retirement and disposal is extremely important to
datacenter governance for SAM.
Licenses that are assigned to the device, cannot be
freed up, reused or support cancelled until we know
the device is no long part of the network.
The process from the decommission team who will
complete the activity, should feed into the CMDB or
SAM tool, so visibility of the record can be captured.

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Retirement
Proactive retirement
Understanding when and where an asset is to be
decommissioned and what software licenses are in
use on it, creates opportunity for a SAM manager.
If we know an Oracle DB is scheduled for retirement
on the 10th of September, and have a request for an
Oracle DB that needs licenses in October, we can ring
fence these licenses for the request.

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Selec'on Purchase Install Manage Re're
How to proactivly manage the lifecycle
stages
Software Introduction
process
Change
Mangement /
SAM tools
Retirement
Process

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Proac've Datacenter Governance
Tracking our so-ware assets
throughout the lifecycle
What we do
• Help with selection ü
• Track purchase and ownership ü
• Know where its installed ü
• Manage application ü
• Disposed of correctly ü
Why we do it
• Report on costs ü
• Risk mitigation ü
• Optimisation ü
Selec'on
Purchase
Install
Manage
Re're

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Questions?

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Thank You