Best Practice Guide for Third Party Software Licence Management

V2.01.00

October 2007

PREFACE
Purpose and use of guidelines The Queensland Government is expected to be an example of good practice in adhering to the requirements of the law, including copyright and contract. As with other valuable assets, computer software needs to be managed to mitigate risks and control costs, including: • legal and financial exposure:

there are the appropriate number of licences for each item of software in use. An effective framework will provide assurance to agencies and the Queensland Government that:    the risks associated with the use of illegal software are being effectively managed. damaged reputation. certified software asset management training was sponsored by the Queensland Government Chief Information Office. compliance with software licence conditions is being adequately monitored.qld. o costs of external audit borne by the Queensland Government if an independent review reveals unlicenced use of products. Accreditation and training of employees To increase the level of capability across Government. The Queensland Government Chief Information Office has developed a software licence management best practice framework. certification of software licence management policies and a variety of templates and tools to support agencies in implementing frameworks and processes across their organisation.gov. Further details may be obtained by emailing: ICTfunding@publicworks. For specific information on in-house developed software refer to the Queensland Government Intellectual Property Principles. o The purpose of this Guide is to provide practical assistance to Queensland Government agencies in implementing and maintaining a framework for the management of software licensing.au . unexpected financial and resource impact. and o purchase unlicenced products at a higher rate.   How to use this document Agencies should consider the information provided in this Guide as reference material and interpret it in the context of their own agency’s software licence management requirements. Further training is currently planned and employees working in ICT procurement/policy or service delivery are encouraged to attend.• • • CEO’s and individuals may be personally sued for breach of copyright. This framework includes a Capability Baseline Study. and effective controls are in place for the physical security of software media. and interrupted and unsupported operations. This Guide has been developed to support Queensland Government Information Standard 45 Software Licence Management (IS45). work plans to guide agency activities. the agency is not paying for licences they do not need.

...14 A self-assessment maturity tool has been provided in Software Licence Management Implementation Toolbox.............................4 2...............................................................................................13 11.......................................................................................6 3............... Determine Software Requirements.......16 ........................... Background ..........................................................................................................................................................................................................................13 10...........12 7.......... Glossary.....................................................................................13 9... Pool or Uninstall Licences...9 4............................................... Review Licensing Agreements....................15 13..13 8................................... to assist agencies to implement SLM continuous improvement into their planning processes....................................... Development of a Software Asset Register............................................. Developing Policies and Procedures........................................................................................................ Catalogue Media......................................11 6..... Gap Analysis....11 5................... Purchase.14 12......................... Ongoing Review.................................................... Determine Licence Types................ Auditing and Metering of Deployed Software.....................TABLE OF CONTENTS 1.................................................................................. Implementation of a Software Licence Management Framework.......

or whether the purchase was made with operational or capital funding. irrespective of whether the software is used or not. audits and protects the agency’s environment and provides functionality to users. then it will fail to realise any real benefit to the agency. A legal right to use software is granted in accordance with the terms and conditions of the licence(s) purchased. then a licence is required for that software.is an integral part of the framework. 1. Software . Irrespective of the price paid for software.2.are the resources required to complete the necessary tasks to implement a framework and to update and maintain it on an ongoing basis. For a framework to be effective. People Processes Software Figure 1: Key Components and Interdependencies People . software and processes. It also requires the commitment of employees within an agency to follow the procedures that have been developed as part of the agency framework. If a software product is deployed to a device. if it is deployed.1. it requires an equal contribution of people. It is important to realise that this is a continuing process and not a one off event. It provides a mechanism to deploy software automatically and acts as a repository for licensing information.1. 1. . software must be recorded and managed to ensure compliance with the legal and contractual licence terms and conditions. The Software Licence Management Framework The implementation of an effective software licence framework will provide agencies with a structured approach to controlling and managing risks while maintaining this business critical asset. Background Introduction Software is an intangible asset protected by copyright and contract law. If the framework is lacking in one of these elements. it requires a licence.

If there are no formal processes in place.Processes – define the instructions employees are to follow within the framework. . then the framework will soon fail. or if the people or software don’t support the procedures.

The following issues are examples of the types of risks the agency may be vulnerable to:  Over Licensing An agency may become over licenced. • deployment method of the product designates which licence type need to be purchased. When the agency conducts an audit and identifies that they are under-licenced for the product deployed. if the option is available.2. Issues to be aware of include: • purchasing under a volume licensing agreement rather than one off licences (FPP) on an as needs basis which may be more expensive. the licence is then stored in their filing cabinet and forgotten. upgrading software licences may be cheaper than purchasing new licences. Several different licences may be available for one product and an incorrect licence may easily be purchased where employees responsible for purchasing software have limited or no licensing knowledge.  Increased Expenditure Software licencing expenditure may increase unnecessarily because accurate software licensing information is not available to support agencies to make the appropriate commercial decision. Implementation of a Software Licence Management Framework Preparation and Planning There are a number of key issues which will guide the initial planning and implementation of a framework. the ICT department purchases another licence for the application due to the perceived shortfall in licences. and how the framework will be funded and managed in the long term. the development of a business plan to gain support for the framework. they are at greater risk of being under licenced. as products may have been deployed without following the correct protocol. For example. The key issues that should be addressed before developing an implementation plan include. what functions will be centralised.  Under Licensing If an agency does not have a framework and adequate procedures in place. time and money. but are not limited to: • • • • • 2.. An agency that does not keep track of their licence records will typically purchase new licences rather than upgrading as they will be unaware that they are entitled to do so.2. Agencies and their CEO’s are at legal and financial risk of incurring costly legal fines. 2.  Risks of Not Managing Software The risks involved in not implementing a framework should be highlighted in the business case.1. resourcing and funding of the framework. Assessing Risks and Developing a Business Plan Senior management support is crucial to the effective implementation of an efficient framework. as it will require an investment of resources. an assessment of the risks involved in implementing or not implementing a framework. An example of a business case for software licence management is included in the Software Licence Management Implementation Toolbox. and . penalties and damage to the Queensland Government’s reputation if found to be underlicensed during an external audit. This results in additional unnecessary expenditure. A suggested activity to do this would be to develop a business case to identify and quantify the ‘risks of not implementing’ and the ‘benefits of implementing’ a framework for the management of software licensing. for example full packaged product (FPP) is purchased by a employee and deployed onto their desktop. The risks will vary across agencies and be largely dependant on the size and complexity of the agency software environment. The agency should first gain the commitment and support of senior management.

supporting software which is untested or conducting audits with inaccurate data because of poor support procedures for the agency’s Definitive Software Library (DSL).• recording all maintenance expiry dates for software.  Security Breaches and Viruses An inadequate framework may place the agency’s ICT environment at risk to security breaches such as viruses. When developing an implementation plan and/or a business case to gain senior support for the framework. and • searching for licences. as: • all maintenance renewal dates will have been captured. or updates and/or patches are not being automatically or proactively installed.  Assist in the compilation of an accurate budget. Therefore it is recommended that agencies establish Approved Software Lists to guide software procurement. pooled and transferred to other assets as required. • licences may be upgraded. and • details of licence ownership numbers is accurate. This may expose the agency to significant unexpected financial risk and operational impact. After the expiry date.  No technical support or product upgrades Keeping software maintenance up-to-date will reduce the risk that vendor technical support and/or product upgrades not being available when required and ensuring the ICT area know what versions of products are installed so they can support the product deployed. in particular those agencies that have a complex software environment. and • hardware not in use.  Software compatibility issues Employees should not be able to load software that is not authorised or has not been tested. as software compatibility issues may occur. Example benefits of implementing a framework include:  Savings may be achieved when: • the correct licence is purchased. • user base licence growth can be accurately calculated. . then the repercussions can be immense. • software is in use. new licences will need to be purchased. • maintenance is purchased within time.  Employees will work more efficiently as time will not be wasted: • looking for media. (Software Licence Management Implementation Toolbox.  Improves the agency’s ability to manage their software to determine what: • software is deployed. especially if compatibility issues arise with a mission critical application. • supporting untested software. Unlicensed deployments of non-standard software on networks will not be supported by ICT staff or vendors.  Lost Time Time can easily be wasted looking for licences or software media.)  Benefits of implementing a Software Licence Management Framework There are significant benefits to all agencies in implementing a framework. A risk calculator has been developed to assist in quantifying the financial cost of not managing software licences appropriately. and • unutilised licences can be tracked. • upgrades can be accurately calculated. which can be significantly more expensive than upgrade licences that could have been purchased under the maintenance arrangement. the risks and benefits should also be highlighted. rather than purchasing new licences. • licences are only purchased when needed. • licences are purchased under volume licencing agreements.

 Auditors – review and audit of the framework and processes.  Security Managers . . Assigning Roles and Responsibilities Agencies are required under IS45. populate and maintain. for a framework to work effectively.  Central Software Administrator . As highlighted previously. employees from all areas of the agency should have various roles and responsibilities in its implementation and ongoing management.has a good understanding of the whole software licence framework that can not only promote the use of the framework but can review policies and procedures. these roles outlined below can be used as a guide to key roles and responsibilities. media and processes 2.records licensing details within the Software Asset Register (SAR).3. However. and for the development and ongoing maintenance of software licensing within the agency. To assist agencies in the planning and implementation of a framework it is suggested that the following processes are followed: Step 2 Develop / Review policies & procedures Training & awareness programs Step 1 Implementation Plan Assign Roles & responsibilities Step 3 Conduct an audit of software Step 4 Develop.4.plays a role in ensuring that all unapproved or unauthorised instances of software are reported.  Procurement Managers – work with ICT Managers to ensure software procurement decisions are managed. commitment from senior management in both ICT and the business areas of the agency are key to the success of software licence management.  Legal – responsible for reviewing and managing legal aspects of contracts and licence agreements. pool or uninstall software Step 10 Review License Agreements Ongoing review and compliance audit of software.  Software and ICT Asset Managers .  Helpdesk/Support Managers . licenses.  Sponsor/Champion .2. The types of roles and levels of contribution will be dependant on the complexity of the agency software environment. Developing an Implementation Plan Agencies are required under IS45 to develop an Implementation Plan which outlines the agency strategy for how it will implement a framework and procedures within the agency. Software Register/Software License System Step 5 Determine and record license types & numbers Step 6 Determine and record media types Step 7 Conduct gap analysis on licenses Step 8 Audit of software requirements Step 9 Purchase.ensure that all software security exposures are controlled.responsible for establishing and maintaining the software licence database. to identify roles and assign appropriate resources.

3.  Manager/Process Owner – responsible for overall management. Procedures The Lifecycle diagram below outlines all of the key procedures that should be established to support and maintain a successful framework. Definitive Software Library Manager . A template policy document is located in the Software Licence Management Implementation Toolbox.manages and tracks all media within the agency. Developing Policies and Procedures Policies Under the provisions of IS45 agencies are required to develop an overarching policy for the agencies approach to software licence management.1. the agency should document how a framework should ideally work within the agency and then document how it actually works recording and detailing gaps and current procedures.This procedure should detail the information required and the process to be followed when recording software licences in the SAR.This procedure should outline the process to be followed when employees request software to be deployed on a device. Procedures that should be developed include:  Software Request Procedure . review.This procedure should detail the process to be followed when installing software. Software Request Select/Test/ Evaluate Software De-installation Software Purchase Software Support Software Receipt Software Installation Software Register Compliance Security To begin the process of compiling procedures.This procedure should detail the process for software to be selected/tested/evaluated by the agency.  Software Receipt Procedure . reporting and monitoring of the effectiveness of the SLM framework.This procedure should detail the process to be followed when software is received by an agency and receipted against their accounting systems. 3.This procedure should detail the circumstances and the process to be followed when software is to be uninstalled from a device.  Software De-Installation Procedure .2.  Software Installation Procedure .This procedure should detail the process to be followed for software to be purchased within an agency. 3.  Software Register/Inventory Procedure .  Software Purchase Procedure . Further information on Roles and Responsibilities is provided in the Software Licence Management Implementation Toolbox. .  Select / Test / Evaluate Procedure .

 Licence and Contract Management Tools . it will be necessary to review the agency’s software policies and procedures to ensure that these do not occur again.  Metering and Demand Tools .  Vendor Licence Management .to ensure all software deployment is authorised and coordinated and that updates and patches are monitored. Further information and resources for auditing and compliance are provided in the Software Licence Management Implementation Toolbox.for the measurement of software licence usage. Employees with the appropriate training and knowledge should be allocated to this task. Sections of the ICT environment may be audited at different times to determine that software policies and procedures are being adhered to.3. metering and wrapper technologies. Technologies The technologies and tools selected to implement and manage a framework should integrate easily with the existing agency platforms and architecture. If the policies and procedures are operating effectively. The type and complexity of technologies and tools used will vary with the complexity of the agency’s software environment. linking of licence upgrades and unused licences.often used by software vendors to directly control the conditions of use of software through the use of licence keys. The employee conducting the gap analysis will require a high level of licensing knowledge to ensure the correct licences are applied against those audited.  Deployment and Security Tools .5. resulting in an accurate report. A number of these will have direct links to software licence management. especially defining queries. When selecting technologies to support software management agencies should consider the following:  Discovery Tools – for finding and collecting details of hardware and software installed in the agency environment. Suggested templates for security procedures are provided in the Security Implementation Toolbox. Employees conducting the audit need to understand the agency’s auditing package(s).for management of installed hardware and software licences and inventories of software licences.4. These procedures should detail the process to be followed to ensure the agency is complaint and that the policies and procedures listed above have been implemented and are working. 3. Where there is non-compliances are identified during an audit. then very few anomalies should be detected under each audit. 3. Security are provided in the Software Licence Management The agency will already have a number of security procedures in place under the requirements of Information Standard 18 for Security (IS18). Compliance and Audit It is imperative that requirements for an audit and gap analysis form part of the compliance procedures to ensure the effectiveness of the framework. in order for an accurate report to be compiled. 3. hardware dongles.Suggested procedure templates Implementation Toolbox.  Inventory Tools . . technical certificates.key to the tracking of licences and maintenance requirements including the movement of licences within the agency.

 Product version. Auditing and Metering of Deployed Software Auditing and metering processes are integral to an effective software management system. Development of a Software Asset Register A central SAR is one the most important components within the agency framework. at a minimum. including fact sheets. This step takes the information collected from the software audit and expands upon it to include detailed licence information.  Product release date.6. 4.  Product edition. Number of deployments. including:  Software Vendor. Under the requirements of IS45 agencies are required to implement programs to promote the importance of software licence compliance across the agency. Product edition. The initial audit should provide an accurate report of the quantities of software products deployed within the agency. This report should include. Training and Awareness Communication is a key factor in the successful implementation of a framework. is provided within the Software Licence Management Implementation Toolbox. 5.  Product name. Once collected the key information should then be collated into a SAR to assist in matching software in use.3. but should be conducted on an ongoing basis. whether the software is appropriately licenced and whether or not the use of the software that is installed is being optimised. the following key information:      Product name. Metering software use allows an agency to analyse and determine the levels of use of software applications and future software needs of users. with agency licence details. . Metering tools are intended to measure active usage of a software application. Product version. It is through the auditing and metering processes that an organisation is able to ascertain what software is installed on its computer networks and devices. plans and tools. as it is the definitive repository of the agency’s software licensing details. The following are examples of how the framework may be communicated to employees:  framework overview presentation to key stakeholders  Intranet  Noticeboard  Procedures added to Quality Assurance system  Email  Re-educate with reminders  Positive reinforcement when anomalies are reported A Communications Toolkit. and then periodically as part of its verification processes to ensure continued compliance. The audit processes should not be a once off event. Auditing tools are used most effectively at the implementation of a software licensing management system to gain a baseline of what applications an organisation has installed on its computer networks. and Equipment asset number. so that usage of available licences can be optimised.

Upgrade licence. . Fields within the SAR will also need to show which agency a licence was received from. Licences such as CALs which have no deployment record also need to be tracked within the SAR. The software licence register can also be used to record the deployment of in-house developed software applications.  Maintenance expiry date. Detailed procedures and work instructions should be developed to support updating and maintaining the data within the register/inventory. The original licence must be kept for the cross grade to be valid). 6. it must be updated on an ongoing basis.  Licence purchase date.  Maintenance purchased. Named User licences. and Site licence. Concurrent licence. and include:  Software vendor consumption reports. The register/inventory should also detail all volume licensing agreement information which includes:  Software Vendor  Volume Licensing Agreement  Agreement / Contract Number  Product release date  Expiry Date  Reseller  End User Licence Agreement  Licence Confirmations For a SAR to be effective. It is important to read the terms and conditions of the EULA to understand what constitutes the licence for each particular product. and  Licence deployed or available. If an agency is unable to produce the necessary items that constitute a proof of licence. Licence information may be ascertained from the EULA for each product. or transferred to. Subscription licences. A SAR will also assist managing and recording machinery-of-Government changes. Perpetual licences. Cross grade licence. Determine Licence Types Types of licences The SAR also needs to be populated with the agency’s licensing details.  Type of licence. some products may just require the EULA whilst others may require the media as well. Additional fields may be required within the SAR to differentiate between Shared Services Initiative licences collectively and on behalf of agencies within a cluster. For example. include:         Full licence. Reference sheets on machinery of Government changes and associated licence transfer processes have been included in the Software Licence Management Implementation Toolbox. Quantity of licences.  Retired licence (when a licence is used to crossgrade to another licence then it needs to be retired as it can no longer be used. Further information on CAL requirements is available in the Software Licence Management Implementation Toolbox. then alternative methods may be used.

If questionnaires have been used in the initial audit of software. keep it up to date on an ongoing basis. 7. Agencies should liaise with the software vendor they purchased the software through to ensure this data can be utilised as proof of a licence and add this information to the SAR. if an agency is able to allocate the time and resources to catalogue media and more importantly. Determine Software Requirements An auditing package with software metering capabilities will assist an agency in locating software deployed but is not currently being used. • The number of excess licences to be pooled or re-distributed within the agency. and  Software Vendors and their authorised Resellers. Purchase. 9. This information may be obtained from:  EULA’s. 8. those deployed to a large number of desktops on an as required basis.  Product Use Rights Document. this will be extremely useful in managing software licences. The deployment of software minus the total number of licences. and . It is vital that media is centrally stored by the ICT department in a lockable cabinet with limited employee access. It is important that both the agency and vendor parties agree on the number of licences owned. Tracking software procurement and pooling then provides agencies with information to guide future software procurements and assists with decisions on consolidation and retirement. ie. Internal purchase records. as media can be a single point of failure for controlling software deployment. Catalogue Media Cataloguing media is often not feasible due to the large amounts of CD’s / DVD’s purchased/received. these could also be used to determine the future software needs of users. Maximum benefit can be achieved by agencies metering those applications that are identified as Tier Two.  Licensing Briefs.  Volume Licensing Agreements.  Software vendor licensing web sites. Gap Analysis A gap analysis is performed after an audit has been undertaken comparing licences owned to software deployed. Agencies should also ensure that the agency ICT strategies and plans are considered when determining the agency’s future software requirements.  Product Home Pages. However. an agency will need to understand the licencing rules of the licences owned. will give an agency the Licence Excess / Deficiency. 10. and  Reseller purchase records. Pool or Uninstall Licences As a result of conducting the gap analysis and determining what software is needed the agency should now compile a report which includes: • The number of licences to be purchased. The aim of a gap analysis is to identify licensing deficiencies and or excess licences. When collating your licensing information. Software identified as not being used should be removed and then these licences should then be pooled within the SAR so that they may be reassigned as required. This activity provides a benefit to agencies through ensuring that software deployed is meeting business needs. The metering software will audit the agency’s environment and ascertain how often an application is being used.

For example. agencies are able to purchase on a transactional basis at Select level D pricing. 11. Therefore it is important to review any volume licensing agreements to ensure purchases provide the best return on investment.  a cost analysis of the different programs to see which offers the best value. but continually review its framework and environment. It is important that an agency’s volume licensing agreement information is recorded by their Software Administrator. For example. To ascertain the best volume licensing agreement/s an agency should consider the following:  the terms and conditions of each volume licensing program. the agency should develop review processes which will not only audit compliance. under the OPEN Government Microsoft licensing program. licence support or maintenance services. how many licences of each product did the agency purchase last financial year? Is it possible to consolidate purchases. and  assistance provided by the vendor to address software licence management issues. to determine if the agency qualifies.e. in some situations a site licence may provide the best return on investment. as it ensures compliancy for the designated site while providing economies of scale with minimal administrative intervention. To ensure that the agency continues to manage its software licences in an accountable and efficient manner. As most agreements differ. The full range of products and versions are available and software assurance is optional. The processes that should be reviewed on an ongoing basis include:  Policies and procedures  Ongoing training and awareness programs  Regular audit of software deployments including a gap analysis on types and numbers of licences required  Maintenance of SAR system . This report will enable the agency to promptly carry out the necessary actions to be compliant and will provide greater accuracy in the procurement of licensing. the information to be recorded will differ. The following is an example of data to be recorded:       Purchase date Expiry date of agreement Technical support Maintenance Products covered Purchased from 12.  the agency’s purchasing history and environment i.• Software to be uninstalled. For example. Review Licensing Agreements Having determined the number of licences the agency requires the next step is to determine the types of licensing agreements required. Ongoing Review It is important to realise that software licence management is a continuing process and not a one off event. It is also important to note that a volume licence agreement may have licensing instructions that take precedence over the EULA. the vendor may offer value add services such as training. The same licence may be purchased under multiple programs. The ‘licence cost’ should not be the sole consideration. A best practice software procurement supplement has been provided in the Software Licence Management Implementation Toolbox to ensure that agency procurement takes into account the specific issues that relate to software licences.

. Audit of software requirements – including current numbers of licences in use and projected future needs based on the agency ICT plans and strategies  Regular review of licence agreement including types and status A self-assessment maturity tool has been provided in Software Licence Management Implementation Toolbox. to assist agencies to implement SLM continuous improvement into their planning processes.

Generally linked to the Standard Operating Environment and approved via a change control process. A licence that gives the holder the right to access the services of a server. generally through a retail outlet. software. The register is automatically updated for all Microsoft purchases and is being extended to enable agencies to manage their non-Microsoft licences.microsoft. Digital certificates that establish an entity’s credentials.com/Education/CA3Overview. Agency listing of software which is approved for use on its computer fleet. COAs typically have fields such as name and date. A snapshot of an original state to be later compared against the current position. A Microsoft licensing program for higher-education institutions. Term used to describe software purchased in a shrink wrapped box. A copyright is a set of exclusive rights granted by government for a limited time to protect the particular form. A licence that allows a specific number of users to use a piece of software at a given time.mspx Proof that an item is genuine. For more information go to: http://www.microsoft. An ability to migrate from one manufacturer’s software title to a different software title of the same manufacturer.13. Downgrade rights are available under Microsoft Volume Licensing programs. The CMDB endeavours to provide an organisation with an understanding of the relationships between the different components of the information system. Glossary Software Licence Management Acronyms/Definitions AS ASL Application Software Approved Software List Baseline Boxed Product Campus Agreement COA CAL CLR Certificate of Authenticity Client Access Licence Central Licence Register Concurrent Licensing Configuration management database CMDB Software that runs within the operating system environment and performs a specific function.com/resources/sam/lic_cal. way or manner in which an idea or information is expressed.mspx A Software Asset Register available to all Budget Funded Agencies to manage their software licences. Copyright Crossgrade DSL Definitive Software Library Downgrade E Certificates . Copyright may subsist in a wide range of creative or artistic forms or "works". A downgrade is the right with licence purchase to use an earlier version of software. ITIL defines a CMDB as “a database which holds a record of all configuration items associated with IT infrastructure”. For more information go to: http://www. A CMDB tracks the current configuration of an information system. The physical library/repository in which master copies of software is stored. Copyright is a type of intellectual property.

Managed The collective set of both human and technology based Operating policies and processes. Software whose computer code is available to be inspected. which together describe the Environment management framework with which the organisation procures. who proceed to modify or bundle it before distributing it to their customers. Maintenance Terms and conditions offered as an option. (Software many software agreements. and public keys. Government A Microsoft transactional licensing program for Open Licence government under the Q1500 Agreement. achieve volume discounts and simplify licence management. name. The master set of software that controls the overall operation of the computer and facilitates the running of application software. A producer that provides a product to its customers. An example of OSS is Redhat Linux. A Managed Operating Environment seeks to optimise business benefit and value for money through a wholeof-life approach to managing desktop-related ICT infrastructure. maintains and disposes of assets that make up the desktop environment. Freeware Licenced software that is free of charge. fixes and new versions for a defined period of time. Forecast An estimation of the number of software licences that an organisation will need to procure within a set period of time in order to satisfy the user demand. Fleet Variation An estimate of the likely variations of computing Estimate hardware within an agency upon which future needs for software and associated budgets can be calculated.EULA EA FVA GOLP MOG MOE The certificate contains information such as. or built into. Machinery of The terms ‘machinery of government changes’ (MOG Government changes) and ‘administrative re-arrangements’ are interchangeable and are used to describe a variety of organisational or functional changes affecting the government. provisions. End-User An agreement between the software owner and the Licence software user as to the terms and conditions of the Agreement software’s use. OSS generally has licensing restrictions. Licence A contract between the software publisher and the user Agreement that instructs and limits how the software is to be used. Program Keycode A code required to be entered to use software. expiration date. An agreement whereby the client has the ability to use the most recent version of the software once the term of a contract expires. Enterprise A licensing agreement for large organisations that helps Agreement to standardise the IT assets. A licensing arrangement whereby there is a licence for each processor in the server (for an unlimited number of OSS OS OEM Open Source Software Operating System Original Equipment Manufacturer Perpetual Licensing Per-processor Licensing . Allows the customer to Assurance) access upgrades.

All the infrastructure and processes necessary for the effective management control and protection of software licences and associated media within an organisation throughout all stages of their lifecycle. Volume licence agreement that allows limited or unlimited use of a software product at a nominated site. The contravention of a software licence agreement. Similar in nature to a lease agreement.com. Examples of piracy are. a set of buildings or wider area. PSL Pooled Software List Renewal Site Licence SAM Software Asset Management Software Asset Register Software Assurance Software Licence Management SAR SA SLM SOE Standard Operating Environment . See SLM. An uncommon term and condition that permits usage of a software item for a nominated period of time only.au A list created by an agency which details software owned by the agency that is not in current usage. downloading illegal copies of software from the internet and counterfeiting. A standard set of software that is loaded onto a workstation at a point in time. The definition of a site may vary and could include a specific building. Designed to collate data on software purchases. floor in a building. copying programs. Within the Queensland Financial Management Act. software is not recognised as an asset.Per-Seat/PerUser/PerDevice Licensing Per-Server Licensing Piracy users) A licensing arrangement whereby a licence is tied to a specific user or device A licensing arrangement whereby a specific number of CALs are authorised to access a server simultaneously. A software asset management database to assist agencies to track and manage their software licences.bsaa. Therefore within the Queensland Government the acronym SLM is used instead of SAM. licences and other information pertinent to ownership of a licence. For more information go to: http://www. Microsoft Software Assurance –a maintenance program that gives the ability to spread payment for software over multiple years while offering free upgrades to newer versions of the software within that time period. All the infrastructure and processes necessary for the effective management control and protection of software licences and associated media within an organisation throughout all stages of their lifecycle. hard-disk loading.

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