Implement Software Asset Management
Go beyond tracking licenses to proactively managing software throughout its lifecycle.
Contributors
- Michael Dean, Director, User Support Services, Des Moines University
- Simon Leuty, Co-Founder, Livingstone Tech
- Clare Walsh, PR Consultant, Adesso Tech Ltd
- Alex Monaghan, Director, Presales EMEA, Product Support Solutions
- Ben Brand, SAM Practice Manager, Insight
- Michael Swanson, President, ISAM
- Bruce Aboudara, SVP, Marketing & Business Development, Scalable Software
- Will Degener, Senior Solutions Consultant, Scalable Software
- Peter Gregorowics, Associate Director, Network & Client Services, Vancouver Community College
- Peter Schnitzler, Operations Team Lead, Toyota Canada
- David Maughan, Head of Service Transition, Mott MacDonald Ltd
- Brian Bernard, Infrastructure & Operations Manager, Lee County Clerk of Court
- Leticia Sobrado, IT Data Governance & Compliance Manager, Intercept Pharmaceuticals
Your Challenge
- Organizations are aware of the savings that result from implementing software asset management (SAM), but are unsure of where to start the process.
- Poor data capture procedures and lack of a centralized repository produce an incomplete picture of software assets and licenses, preventing accurate forecasting and license optimization.
- Audit protocols are ad hoc, resulting in sloppy reporting and time-consuming work and lack of preparedness for external software audits.
Our Advice
Critical Insight
- A strong SAM program will benefit all aspects of the business. Data and reports gained through SAM will enable data-driven decision making for all areas of the business.
- Don’t just track licenses; manage them to create value from data. Gathering and monitoring license data is just the beginning. What you do with that data is the real test.
- Win the audit battle without fighting. Conduct internal audits to minimize surprises when external audits are requested.
Impact and Result
- Conduct a current state assessment of existing SAM processes to form an appropriate plan for implementing or improving your SAM program.
- Define standard policies, processes, and procedures for each stage of the software asset lifecycle, from procurement through to retirement.
- Develop an internal audit policy to mitigate the risk of costly external audits.
Start here – read the Executive Brief
Read our concise Executive Brief to find out why you should implement software asset management, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.
1. Assess & plan
Assess current state and plan the scope of the SAM program, team, and budget.
2. Procure, receive & deploy
Define processes for software requests, procurement, receiving, and deployment.
3. Manage, redeploy & retire
Define processes for software inventory, maintenance, harvest and redeployment, and retirement.
4. Build supporting processes & tools
Build processes for audits, identify tool requirements, and plan the implementation.
Guided Implementations
This guided implementation is a ten call advisory process.
Guided Implementation #1 - Assess & plan
Call #1 - Assess current state and challenges.
Call #2 - Define roles and responsibilities as well as metrics.
Call #3 - Discuss SAM budgeting.
Guided Implementation #2 - Procure, receive & deploy
Call #1 - Define software standards and procurement process.
Call #2 - Build processes for receiving software and deploying software.
Guided Implementation #3 - Manage, redeploy & retire
Call #1 - Define process for conducting software inventory and maintenance and patches.
Call #2 - Build software harvest and redeployment processes and retirement.
Guided Implementation #4 - Build supporting processes & tools
Call #1 - Define process for internal and external audits.
Call #2 - Discuss tool requirements to inform shortlist.
Call #3 - Develop communication and implementation plan.
Info-Tech Academy
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Software Asset Management
Go beyond tracking licenses to proactively managing software throughout its lifecycle.
This course makes up part of the Infrastructure & Operations Certificate.
Course information:
- Title: Software Asset Management
- Number of Course Modules: 5
- Estimated Time to Complete: 1-1.5 hours
- Featured Analysts:
- Sandi Conrad, Practice Lead, I&O Research
- Ken Weston, Senior Research Analyst, I&O Practice
- Now Playing: Academy: Software Asset Management | Executive Brief
Book Your Workshop
Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
Module 1: Assess & Plan
The Purpose
- Assess current state and plan the scope of the SAM program, team, and budget.
Key Benefits Achieved
- Current state assessment
- Defined roles and responsibilities
- SAM budget plan
Activities
Outputs
Outline SAM challenges and objectives.
Assess current state.
- Current State Assessment
Identify roles and responsibilities for SAM team.
- RACI Chart
Identify metrics and reports.
- Defined metrics and reports
Identify SAM functions to centralize vs. decentralize.
Plan SAM budget process.
- SAM Budget Workbook
Module 2: Procure, Receive & Deploy
The Purpose
- Define processes for software requests, procurement, receiving, and deployment.
Key Benefits Achieved
- Defined standards for software procurement
- Documented processes for software receiving and deployment
Activities
Outputs
Determine software standards.
- Software standards
Define procurement process for new contracts.
- Standard Operating Procedures
Define process for contract renewals and additional procurement scenarios.
Design process for receiving software.
- SAM Process Workflows
Design deployment workflow.
Define process for non-standard software requests.
Module 3: Manage, Redeploy & Retire
The Purpose
- Define processes for software inventory, maintenance, harvest and redeployment, and retirement.
Key Benefits Achieved
- Defined process for conducting software inventory
- Maintenance and patch policy
- Documented workflows for software harvest and redeployment as well as retirement
Activities
Outputs
Define process for conducting software inventory.
- Standard Operating Procedures
Define policies for software maintenance and patches.
- Patch management policy
Map software license harvest and reallocation process.
- SAM Process Workflows
Define policy for retiring software.
Module 4: Build Supporting Processes & Tools
The Purpose
- Build processes for audits, identify tool requirements, and plan the implementation.
Key Benefits Achieved
- Defined process for internal and external audits
- Tool requirements
- Communication and implementation plan
Activities
Outputs
Define and document the internal audit process.
Define and document the external audit process.
- Audit response templates
Document tool requirements.
- Tool requirements
Develop a communication plan.
- Communication plan
Prepare an FAQ list.
- End-user FAQ list
Identify SAM policies.
- Software Asset Management Policy
Develop a SAM roadmap to plan your implementation.
- Implementation roadmap
After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.
Client
Experience
Impact
$ Saved
Days Saved
The University of Texas at San Antonio
Guided Implementation
9/10
$127K
120
Hanon Systems
Guided Implementation
10/10
$2,419
10
