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.
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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
