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Implement Software Asset Management

Go beyond tracking licenses to proactively managing software throughout its lifecycle.

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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.

Research & Tools

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.

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.

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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

Onsite Workshop

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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

1.1

Outline SAM challenges and objectives.

1.2

Assess current state.

  • Current State Assessment
1.3

Identify roles and responsibilities for SAM team.

  • RACI Chart
1.4

Identify metrics and reports.

  • Defined metrics and reports
1.5

Identify SAM functions to centralize vs. decentralize.

1.6

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

2.1

Determine software standards.

  • Software standards
2.2

Define procurement process for new contracts.

  • Standard Operating Procedures
2.3

Define process for contract renewals and additional procurement scenarios.

2.4

Design process for receiving software.

  • SAM Process Workflows
2.5

Design deployment workflow.

2.6

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

3.1

Define process for conducting software inventory.

  • Standard Operating Procedures
3.2

Define policies for software maintenance and patches.

  • Patch management policy
3.3

Map software license harvest and reallocation process.

  • SAM Process Workflows
3.4

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

4.1

Define and document the internal audit process.

4.2

Define and document the external audit process.

  • Audit response templates
4.3

Document tool requirements.

  • Tool requirements
4.4

Develop a communication plan.

  • Communication plan
4.5

Prepare an FAQ list.

  • End-user FAQ list
4.6

Identify SAM policies.

  • Software Asset Management Policy
4.7

Develop a SAM roadmap to plan your implementation.

  • Implementation roadmap