How to control your Software Licenses
Introduction
The extent to which technology has become a part of normal life and day-to-day business has forced a change in the way business approaches how they manage the finances, the processes and the assets within a business. Computing becoming an increasing factor in business.
As computing becomes more widespread within a business and takes a more prominent vital within the critical processes of that business, it is important to make sure that an appropriate amount of attention is applied to this computing.
Technology have come a long way over the past few years and are now seen as vital elements of any organisation. As such, they receive larger budgets but must also be able to manage a greater amount of responsibility. There is an eternal race between corporate demands and IT capabilities.
But after you have spent a substantial amount of money on developing an IT network and seen the requirements of your company change, how do you make sure that the technology you are using can keep up with demand?
This is the function by IT management software and procedures.
Every business and every environment will have different requirements and will create unique challenges. To meet these requirements there are a range of different technologies and approaches that can be implemented to help control the IT infrastructure of your organisation.One of these approaches is discussed below.
Software Asset Management
SAM ( Software Asset Management) is designed to do exactly what it says on the tin - monitoring and managing the deployment and usage of software packages within your company. It is a business process rather than a distinct skill and is becoming a more critical part of the modern business environment, particularly for businesses operating in the field of IT. Despite the many benefits of SAM, there are still a great many companies that are not utilising it to its full potential.
SAM is not simply an aid for support staff rolling out software across a large company network, but can be a crucial tool to help improve performance at all levels of a business. The aims of SAM include managing of the IT infrastructure within a organisation, negating legal threats associated with incorrect software license usage and sustaining high levels of productivity by making sure software is up to date and fit for its purpose.
The practice of software asset management is often thought of as an unnecessary evil due to the abstract nature of what it is designed to deal with, and the financial case for going with a SAM solution is not always obvious until a complete of the software infrastructure of a company has been carried out. Once existing problems have been highlighted however, the use of SAM becomes self evident.
Economic benefits remain the most driving commercial factor when deciding to employ SAM software within an organisation. Every company needs to make profit after all and expenditure is a very measurable figure.
An increasingly large amount of a business’ IT bank roll is spent on software licensing so there is a vital need to invest to correctly manage this spending. As organisations grow and diversify, their software requirements can change radically and hardware and programs can quickly become outdated. There is no need to spend money to maintain the licenses on this outdated software, which is where SAM really delivers an edge.
software asset management is not limited to simply the IT department of your business either. As a management operation it will often involve many of the departments within a organisation, including Finance Human Resources, to ensure that it runs as cost-effectively as possible.
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Why follow a SAM Strategy?
Having heard the various benefits of employing a software asset management solution, how do you know that it would be appropriate for your organisation? Each company is different and has its own separate set of challenges and advantages, so any plan you will use needs to be catered to these specific characteristics.
There are more than simply financial benefits that can be made through the management of licensing and maintenance agreements across an organisations IT network. Productivity can be hugely improved by ensuring that employees have the newest versions of software available under current licenses held, and communication inside the corporation is aided when support staff know exactly what is in use on every computer under their control. The benefits of SAM are not confined to the technological hardware of your organisation.
Financial Savings
As discussed previously, perhaps the most convincing reason to utilise software asset management within your business is the potential financial savings that can be achieved. The profitability of your company is always going to be the bottom line so any plan that can help to increase this profitability by reducing costs is one that should be considered. Money can be saved in a multitude of ways.
The most direct way that SAM can help to lower costs is by identifying any software running on your corporate IT system that is no longer needed. The software might not be being used anymore, it may be very outdated to be of use or it may be duplicated on your system. software asset management can be used to remove this unnecessary overhead.
By removing these items of software that are no longer a help to the running of your business you are streamlining a large chunk of your IT network. Paying for unnecessary software licenses and support and maintenance agreements means that more money can be spent on the essential parts of your IT infrastructure.
Mitigate Risk Factors
A surprising percentage of software that is actively used in the business environment is either licensed incorrectly or not licensed at all. Running any amount of unmonitored software on your IT network is ill advised, because when left unchecked it can become incredibly unpredictable. This is becoming an increasingly annoying factor for network managers.
Unlicensed software programs can be introduced into an uncontrolled IT environment in a number of ways. Software may have been bundled when your IT hardware was originally purchased although the initial software licenses may have expired. Without the correct control policies in place, users may also be able to install their own software onto the network. Running a corporate IT system in this unmanaged way will almost certainly lead to trouble.
The danger of running unlicensed software on your system is clear. When anything goes wrong with the hardware or software platform behind your critical processes, how do you recover the situation? Running a complex software system without the proper support can create a metaphorical minefield when it comes to disaster recovery and can critically limit your responsiveness to unpredictable events.
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Implementing SAM in your Organisation
As previously discussed, there are numerous potential advantages to using a good software asset management strategy within your organisation, both monetary and otherwise. It is therefore important to consider which branches of software asset management you should implement first since certain benefits will be realised more quickly than others.
This discovery process can be seen as three fundamental stages that have to be undertaken to truly build an informative picture of the deployment of IT assets within your organisation.
Inventory
Inventory is the most basic stage of the discovery cycle. It is vital that an accurate inventory of IT assets within your organisation is created to help your IT department to maintain baselines for your IT network.
Fortunately, this process can now be automated and even the largest of networks can be searched and analysed in a relatively short period. Inventory must be able to identify your IT assets regardless of their physical location or technological characteristics. Modern inventory processes are capable of this.
Capture
The next step in the discovery process is the capture of the license entitlements that concern the software programs discovered in the inventory. The capture process should gather entitlements regarding all of the software that exists on your network, even when the software is not currently in use. Without this information the inventory would be nearly useless.
The risk of human error can be avoided by using automatic tools that are specifically created to build a library of license entitlements. Packages that are currently employed are incredibly efficient at capturing accurate information.
Identification & Validation
The third step is to match up your software audit to the repository of licensing information that were built in the last two stages. Errors may have been made anywhere from the original paperwork for software to the latest audits undertaken on your IT system. These errors can now be rectified.
One crucial factor in the validation stage is the ability to combine the license entitlements on your system to your company’s proof of entitlement. This will be vital if any disputes with software resellers arise as a consequence of the discovery cycle.
Once these three steps have been undertaken you will have created an incredibly rich image of how your IT system is delivering software packages to its users. It will be a lot simpler to identify any trouble areas on your system, or areas of software use that are no longer of any practical benefit to your activites.
You can now begin a period of reconciliation upon your system. You should compare the software programs that are actually employed on your system against the licensing and support entitlements that you are paying for and bridge any gaps between the two.
The software distribution within your system may include many hundreds or even thousands of individual installations, and there may be any number of restrictions that may be associated with the licensing contracts you have in place. It is therefore a necessity to automate the reconciliation period, using one or more tools to apply smart rules to the process.
The use SAM within your business is a very specific process which should be planned by a good company who should have extra information.
Compliancy and Flexibility with SAM
Many of the basic principles of a successful SAM strategy are based upon the principles set out in the Information Technology Infrastructure Library, or ITIL. This library defines a number of concepts and best practices that should be followed for successful control of IT operations. The ITIL can be found online.
This library is a dynamic publication and is often updated with new concepts and techniques that reflect the constantly changing IT environment of modern business. A good software asset management strategy should be flexible enough to comply with the guidelines laid out in the ITIL whilst matching the changing needs of the business within which it is actively utilised.
The International Standard Organisation (ISO) has published a standard that applies specifically to SAM practices. This standard, ISO 19770-1, is an exceptionally comprehensive set of guidelines that are built to ensure that software asset management is utilised in such a way as to “satisfy corporate governance requirements”. Standards of this kind play an important part in realising standardisation across an industry.
The ISO standard should certainly be adhered to when designing a SAM strategy for your own business, although the level of detail included within can quickly become a daunting prospect. It is important to remember that no matter what recommendations you follow when planning a software asset management strategy, whatever you decide to implement needs to aid your business rather than stifle it. Industry standards cannot simply be copied when it comes to applying them within your business.
Creating a full and comprehensive SAM strategy for your own business may actually never come to fruition. Your strategy must be flexible to adapt and mature as your organisation does, and it should allow for updates to your daily tasks, no matter how trivial or fundamental they might be.
Conclusion
It is easy to see that as the extent and importance of IT systems within your organisation grow, so does the requirement for correct and efficient monitoring of these systems. Gone are the days when an IT branch was a luxury that would sometimes forward the business. Computer networks are now critical to the modern organisation.
As with other parts of any business, a number of separate plans should be considered and utilised in order to ensure the efficient running of day to day tasks. SAM should not be the only tactic used to manage computing assets within your organisation, but rather one of a multitude of complimentary policies used to control the system as a unit. software asset management can go a long way toward aiding your business but should be supported by other strategies.
So if you think that your company is really suffering from a lack of planned monitoring and control over its IT network, or that the potential benefits outlined in this article could manufacture a critical market advantage over your competitors, then it would be worth investigating how software asset management could be employed within your business. There may be no time to lose.