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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

Member Testimonials

Unlock Sample Research

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

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