Miami UniversityFall 2009

Software Asset Management

What is SAM?

Purchasing, deploying, managing and tracking software from purchase to the retirement of the software. The lifecycle of software

Why is Software Asset Management Important?Software is an Asset

FY08$425,000 spent on new, non-capital

software purchases$1,000,000 spent on renewal of

maintenance outside of IT!

Why is Software Asset Management Important?Documented Cost Savings

Educational pricingVolume discountsConsolidated purchases

Adobe FY07 $177,000+ over education pricingFY08 $104,500+ over educational pricing

Techfee Purchases Fy07 $100,000 additional savings.

IT Services Budget cost savings or cost avoidanceFY08 $324,400+FY09 $407,027

Miscellaneous Saving $31,834

Why is Software Asset Management Important?ComplianceWhat we don’t know can hurt us!

1 in 4 pieces of software is illegal!>2500 employees = audit in next four

year!Ramifications of non-compliance or

deliberate piracyHuge fines starting at $150KLoss of employmentJail!

Why is Software Asset Management so difficult?

Inconsistent licensing models that are difficult to understand.

Similar or same terms might mean different things.

Volume license keys make it very easy and tempting to use improperly.

Home use is not a component of all agreements.Who reads those End User Licenses anyway?

What happens if I don’t read? Am I still responsible? Yes!

What is your responsibility?Acknowledge that this is a departmental

responsibility.Responsible Use of Computing Resources-section

16.6.A.2As a department/division:

Develop good SAM StrategiesInventory existing softwareLocate and store purchase documents

Develop a departmental specific tracking mechanismIdentify a single location for documents (Remember

any of us could win the lottery!)oElectronic or manual

Determine best location or process for storing media and lock it up!!

What is your responsibility?

Know the best way to obtain softwareStep 1-Software download page

www.muohio.edu/softwareFree or site licensed software

Step 2-Software store www.software.muohio.edu/storePurchase software for your institutional computer.

Step 3-Use the software store to ask for quotes or pricing information.http://www.software.muohio.edu/store

What is your responsibility?Teach and Promote Awareness

Communicate your SAM planWho can purchase?How to purchase?What to do with the license

documents and mediaWhat are you buying?Do an annual refresher!

What is IT Services Responsibility?Empower the staff to be Compliance AgentsKnow what to do if you identify software

violationsWho do you tell?

Your Supervisor, Manager, Dean, Chair, or Technical Staff

Do you need proof?It is appropriate for someone in your division to

ask for proof of purchase.The client needs to be able to provide proof of

license upon request if installing personally owned software on institutional computers.

What can IT Services do for you?Assist with purchasing.

Right place, right priceCommunicate software availability

and best pricing.Can we use this listserv to communicate promotions?

Do license interpretation.Research and explain

Advise on compliance issues.Conduct departmental training

Resources-coming soon!

Comments and Questions?

FAQ’s