Implement Software Asset Management
Go beyond tracking licenses to proactively managing software throughout its lifecycle.
- 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.
Member Testimonials
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.
9.4/10
Overall Impact
$150,483
Average $ Saved
51
Average Days Saved
Client
Experience
Impact
$ Saved
Days Saved
Asian Development Bank
Guided Implementation
10/10
$131K
50
So far, the engagement is doing well. The designated analyst (Matt) has been very proactive and demonstrates a wide view on how cost optimization a... Read More
Planned Parenthood Federation of America
Guided Implementation
10/10
N/A
N/A
Theo has been a delight to work with. He is guiding us along while providing explanations/clarity and examples as needed.
Member Organization
Guided Implementation
8/10
N/A
10
Member Organization
Guided Implementation
9/10
N/A
20
The tools and resources provided were very helpful as we strive to implement SAM in our environment. Theo's insights are highly valued as well.
Member Organization
Workshop
7/10
$34,000
20
Really enjoyed the engagement, discussions and Venkat's style.
Member Organization
Guided Implementation
9/10
$34,000
10
Andrew was great at guiding us through the process. The need for this series was based on a negative audit result. I do not have any items that ... Read More
Member Organization
Workshop
10/10
$544K
110
Paul was great. We made it through all of the agenda items as planned, with flexibility to move things around based on participant availability. We... Read More
Member Organization
Workshop
10/10
$23,800
29
The experience was very positive and allowed us to move our project forward significantly faster due to the excellent documentation that was provid... Read More
Member Organization
Guided Implementation
10/10
N/A
35
Learning about the Framework to develop a SAM Program and hearing best practices and gotcha's from Scott from his real world experience.
Member Organization
Guided Implementation
10/10
N/A
110
Our analyst, Scott Houle was very knowledgeable, helpful, and offered real world experiences to help us in our journey.
Member Organization
Workshop
10/10
$136K
120
Paul and Candi were great! They kept us on track, yet allowed and encouraged us to talk and collaborate about the issues that were important to our... Read More
Member Organization
Workshop
8/10
$64,999
5
Reddy is exceptionally experienced in this field. He got the team talking and interacting and always made sure we were moving at a pace that kept ... Read More
Member Organization
Guided Implementation
9/10
$12,999
10
Theo and Sandi provided a wealth of information and knowledge. The guided implementation was extremely helpful keeping us on track with the implem... Read More
Member Organization
Guided Implementation
9/10
$519K
110
Member Organization
Guided Implementation
10/10
$137K
10
Working with Sandi is phenomenal. She has helped us avoid some pitfalls and guidance that will allow us to be much better organized in our pending... Read More
Member Organization
Workshop
10/10
N/A
N/A
Overall great experience. Paul is very knowledgeable and I enjoyed his presenting style. Would definitely recommend this workshop to others.
Member Organization
Guided Implementation
10/10
$12,999
20
Sandi is always delightful to work with.
Member Organization
Workshop
10/10
$25,000
20
The facilitator, Paul, was able to adapt the workshop to the level of our SAM maturity, which helped the group to better understand our current sta... Read More
Member Organization
Guided Implementation
9/10
$12,399
5
Member Organization
Guided Implementation
9/10
$123K
120
Member Organization
Guided Implementation
9/10
$68,000
55
Ken Weston and Allison Kinniard were extremely helpful, giving us good insight into the process of establishing good best practices for Asset Manag... Read More
Member Organization
Guided Implementation
10/10
$2,584
10
Ken exactly know what I struggling and he suggested me the appropriate way to think.
Member Organization
Workshop
10/10
$47,500
20
Note: these savings are based on how long it will take the City to prepare the standard operating procedure.
Workshop: Implement Software Asset Management
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 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: Teams, scope & software procurement
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 software asset management goals.
Review SAM maturity and anticipated milestones.
Define metrics and reporting requirements.
Define scope and classify software assets.
Define roles & responsibilities.
Module 2: Software procurement & receiving
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
Identify procurement challenges.
Define standard and non-standard software requests.
Build a non-standard software request form.
Review and document procurement workflow.
Design and document workflow for receiving and inventorying equipment.
Review/create policy for software procurement and receiving.
- Standard operating procedures for software
- Visio diagrams for all workflows
Module 3: Software maintenance & disposal
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 policy and process for tracking non-purchased software and discovering SaaS in use.
Categorize software, assign classification tiers, and assign ownership.
Design process and policies for software maintenance, warranty, and support documentation handling.
Identify challenges with software harvesting and disposal.
Design software asset recovery and disposal workflows.
Build a software disposition policy.
Module 4: Budgets, inventory, roadmap & communications
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 requirements for RFP for software solution.
Define budgeting process and review Info-Tech’s SAM Budgeting Tool .
Identify data sources and methodology for inventory and data collection.
Define internal and external audit response processes.
Develop a communication plan.
Develop a training and awareness plan.
Develop a SAM implementation plan.
- Budget template
- Policy draft
- Workshop summary with milestones and task list
About Info-Tech
Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.
We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.
What Is a Blueprint?
A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.
Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.
Need Extra Help?
Speak With An Analyst
Get the help you need in this 4-phase advisory process. You'll receive multiple touchpoints with our researchers, all included in your membership.
Guided Implementation 1: Assess and 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, and deploy
- Call 1: Define software standards and procurement process.
- Call 2: Build processes for receiving software and deploying software.
Guided Implementation 3: Manage, redeploy, and retire
- Call 1: Define process for conducting software inventory, maintenance, and patches.
- Call 2: Categorize software and assign ownership.
- Call 3: Build software harvest and redeployment processes and retirement.
Guided Implementation 4: Build supporting processes
- Call 1: Define process for internal and external audits.
- Call 2: Develop communication and implementation plan.
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
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