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Software Asset Management Guide

Software Asset Management Guide
Software Asset Management Guide Updated: April 2014 Many companies invest a huge amount of money

Software Asset Management Guide

Updated: April 2014

Many companies invest a huge amount of money on software, but lack the capability to manage their software assets properly. This could result in security, wastage, and legal issues.

Therefore, an increasing number of organisations are putting a proper software asset management (“SAM”) system in place.

This guide is created based on our experience helping our clients out with SAM. Of course, our list mayn’t be complete – nevertheless it’s a start.

© 2009 Software Exchange

Benefits of Effective SAM 1 Improves IT investment forecasts With SAM, you’d better understand the

Benefits of Effective SAM

1 Improves IT investment forecasts With SAM, you’d better understand the end-users’ software usage, better plan for software upgrades, and better plan for future hardware requirements. This overview would help improve your IT investment forecasts and enhance purchasing arrangements, thereby maximising your ROI.

2 Prevents over-deployment

Over-deployment

consequences.

leads

to

under-licensing

that

may

lead

to

legal

3 Prevents over-licensing Your purchasing department may be unaware of unused excess software licences available in your company. They could be buying additional licences upon end-users’ requests needlessly.

4 Avoids payment for maintenance of software no longer in use There could be software products that are no longer in use, and your company could still be paying your vendors for them to be supported. SAM would be able to help you identify which those software products are.

5 Minimises security risks Some of your colleagues could be downloading file sharing software applications and they pose security hazards. An effective software inventory system can deter them.

6 Reduces pilferage of software licenses Sometimes, employees leaving the company may take along with them software licences that belong to the company. Regular, proper software audit would help reduce such instances.

7 Ensures regulatory compliance SAM helps your company get adequately licensed for your software use, thereby complying with the copyright law. As a result, your company won’t be caught using pirated software and sustain damage to its public image.

© 2009 Software Exchange

8 Signs Your Company Needs SAM How do you know if your organisation is at

8 Signs Your Company Needs SAM

How do you know if your organisation is at risk of using unlicensed software, and whether you need SAM? The following questions would help you assess your risks.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

Do you know the actual number of desktop PCs, notebook PCs, pocket PCs, and servers currently in use by your organisation?

 

2

Do you know whether you have a licence for all the software programmes installed on your systems?

 

3

Are you confident no employee has installed any unauthorised software programme in your company?

 

4

Did you acquire all your software products from trustworthy sources?

 

5

Does your company have a written policy for installing and copying software programmes and/or purchasing software licences?

 

6

Do you maintain an accurate inventory of software use and licence ownership?

 

7

Does the person responsible for software licence compliance or your IT vendor have specialised knowledge of software licensing issues?

 

© 2009 Software Exchange

8 Do you conduct regular checks to ensure t he software you’ve installed is adequately

8

Do you conduct regular checks to ensure the software you’ve installed is adequately licensed?

If you’ve answered either “No” or “Unsure”, your company is at risk – you should have a proper SAM system in place.

© 2009 Software Exchange

Software Exchange SAM Model After years of working with businesses on SAM, we’ve developed a

Software Exchange SAM Model

After years of working with businesses on SAM, we’ve developed a model that’s proven to be effective. Our checklist is based on this model. Note: SAM should really be an on-going process as an organisation’s needs change over time.

Figure: Agile Software Asset Management Model

1. Administe r 5. 2. Aggregate Audit Software Asset Management 4. 3. Acquire Assess
1.
Administe
r
5.
2.
Aggregate
Audit
Software
Asset
Management
4.
3.
Acquire
Assess

© 2009 Software Exchange

Establish a Corporate SAM Policy For a SAM system to work, your company should instill

Establish a Corporate SAM Policy

For a SAM system to work, your company should instill a culture that embraces the use of licensed software. Plus, spell out the rules and regulations of using legal software to be adopted company-wide.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

Do we have a clear statement of policy on the use of licensed software?

 

2

Have we communicated this policy to all employees?

 

3

Have we determined how this policy should be enforced?

 

4

Do we have a “Use of Personal Computer Software” agreement that any new employee must acknowledge upon joining the organisation?

 

© 2009 Software Exchange

Audit Keeping an inventory of software used and licences acquired so as to determine whether

Audit

Keeping an inventory of software used and licences acquired so as to determine whether your organisation is compliant, and ensuring you don’t purchase excess licenses.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

Have we nominated a software asset manager responsible for maintaining our software asset management system?

 

2

Have we made a list of all desktop PCs, notebook PCs, pocket PCs, and servers being used by our company?

 

3

Have we identified the software programmes installed on all hardware? Record the product name, version number, and serial number for all software loaded.

 

4

Do we use a software inventory and asset management tool for data gathering?

 

5

Do we maintain a list of software licence inventory?

 

6

Have we matched the number of software installations we have made and the licences obtained?

 

© 2009 Software Exchange

Assess Acquiring adequate software licences required by your business. PLANNING ITEMS DONE REMARKS   Yes

Assess

Acquiring adequate software licences required by your business.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

If

installations are found to be

 

more than licences acquired, shall

 

we uninstall the software programme from PCs that no longer require it or transfer the

software licence from a non-user to

a

user?

2

If

our company is still under-

 

licensed after the appropriate uninstallations or transfers have been done, have we set a timeline

 

to acquire the licences required?

3

If

we are over-licensed, do we

 

have procedures to ensure we do not purchase additional licences?

 

4

Are we working with a software licensing specialist who can advise us on the correct licensing option to acquire for our business needs?

 

© 2009 Software Exchange

Acquire Obtain genuine software products. PLANNING ITEMS DONE REMARKS   Yes No Unsure 1 Have

Acquire

Obtain genuine software products.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

Have we compiled a list of software supported by our company that our employees may request to use?

 

2

Do our employees need to get special approval before downloading software from the Internet?

 

3

Do we require all software purchases to be done by a central purchasing department?

 

4

Are we buying software from reputable sources?

 

5

Are we sure we are acquiring the right type of software licence?

 

6

Are we confident we are purchasing legitimate software products?

 

© 2009 Software Exchange

Aggregate Maintain a list of software products acquired and find a secure place to store

Aggregate

Maintain a list of software products acquired and find a secure place to store them.

PLANNING ITEMS

DONE

REMARKS

 

Yes

No

Unsure

1

Have we consolidated all software licences (comprising licence and proof of ownership/purchase documentation), installation media, and product serial numbers acquired and kept them in a safe place?

 

2

Do we regularly update our software licence inventory records?

 

3

Does the software inventory list help us in making clear software purchase decisions?

 

4

Do we review our hardware, software, and licence registers periodically (minimum once a year)?

 

© 2009 Software Exchange

Contact Us If you need help with software asset management, you may contact one of

Contact Us

If you need help with software asset management, you may contact one of us in these countries:

Singapore

Nick Tham Software Exchange (Singapore) Pte Ltd Tel +65 6883 1411 Fax +65 6883 1410 Email nick@swxone.com

Malaysia

Sarah Yap Software EXC (Malaysia) Sdn Bhd Tel +60 3-2145 1280 Fax +60 3-2145 1282 Email sarah@swxone.com

Vietnam

Truong Hoang Lam Tel +84 8 3511 9465 Fax +84 8 3511 9470 Email lam@swxone.com

This document is for informational purposes only. SOFTWARE EXCHANGE MAKES NO WARRANTIES, EXPRESS OR IMPLIED.

© 2009 Software Exchange