Software Asset Management: Software Asset Management: Playing to WinPlaying to Win

Michele MacLeod June 19th, 2007

2

“De-mystifying” Software Asset Management (SAM)

The Software Asset Management LifecycleSAM PolicySAM PeopleSAM ProcessSAM TechnologyImplementing SAMSoftware License Complexity

3

The Software Asset Management Lifecycle

The Software Asset Management Program should be structured

based on the stages of the Software Asset

Management LifecyclePolic

y

Process

People

Technology

SAM

Procure

Deploy

Use

Maintain

Retire

Control

4

1) Centralizing Software Requests and Documentation• Proof of purchase documentation (e.g., purchase orders, license certificates and license entitlement)

• Initiate order management process only via approved request process

• Validate accuracy and completeness of software records.

2) Redeployment of Software Assets• Review availability of redeployable software assets prior to procurement of new assets

• All software that is deployed and identified as not in use or no longer required must be evaluated for redeployment.

3) Centralizing Asset Management Organizational Responsibility• Assign Operational Custodian with responsibility for ensuring

- Software is deployed, installed, used and maintained according to the applicable license terms of the contract.

- Software media (physical and virtual) is managed in accordance with the license terms.

- An evaluation is done to determine when a software asset’s lifecycle has ended.

SAM Policy: Key Decision Points

Polic

y

Process

People

Technology

SAM

5

SAM Roles: – Management Sponsor– Director with legal responsibility (for SW)– Configuration Manager– IT Asset Manager– SW Asset Manager– SAM Process Owner – Asset Analysts

Complimentary Roles: – Auditors (internal and external)– Procurement Management– Legal Advice/Council– Change Manager– SAM Consultant/Automation Analyst– Service Desk Manager– Security Manager

SAM People: Roles and Lifecycle Management

Polic

y

Process

People

Technology

SAM

6

SAM People: Key Software Asset Management Roles

Asset Owner The owner (usually the Business Line Manager) is responsible for attestation of the asset, management of cost control, expenditure planning, and capital planning.

SAM Role Definition

Asset UserThe asset user is responsible for ensuring the asset is used within the guidelines defined in

operating polices. The user is also responsible for physical security of mobile assets and reporting any problems or performance deviations.

Financial StewardThe financial steward is responsible for financial reporting and transaction capture related to the

assets for which they are the designated steward. The objective is to ensure that the financial records of an asset are aligned with the operational/physical status of the asset.

Operational Custodian

The operational custodian is responsible for ensuring that the functional requirements of the asset user are met on an ongoing basis and that the asset is kept in working order. This role is also charged with performance management to ensure that the assets fulfill the functions for which they were intended. In addition, the custodian is responsible for ensuring that the asset’s operational costs are kept in line with expectations.

Technology Lead

The LOB Lead is the representative from Technology Infrastructure (for infrastructure ELA’s) or Technology Development (for application ELA’s) who is knowledgeable about the software and licensing agreement. This individual should be promoting the software as the enterprise solution and should be responsible for use rights assignments and counts.

Vendor ManagerThe Vendor Manager is responsible for understanding the terms and conditions of the license

agreement. This individual should be accountable for the accuracy of the License and Contract-related data entered into the SAM tool.

7

1. Request 2. Internal Order

3. Initiate External Order

6. Install Software

5. Process Incoming Media

4. Place External Order

7. Process Invoice

8. Process Proof of License

Check availability of existing licenses!

SAM Process: ITIL - The SAM Procurement Process

Polic

y Process

People

Technology

SAM

Source – ITIL: Best Practices in Software Asset Management

8

SAM Technology: Answering “The Three Questions”

Polic

y Process

People

SAM

9

Implementing a SAM Program – clearly define scope

Understanding Software Licensing Complexity

10

11

A final note…

“If SAM Processes are to prove successful within an organization, it is important that roles and responsibilities are clearly defined and agreed and that the scope of ownership of each of the processes is also defined and agreed.”

ITIL – Best Practice for Software Asset Management

Appendices

13

SAM and the ITIL Framework

TThheeTTeecchhnnoollooggyy

Service Service SupportSupport

Service Service DeliveryDelivery

Security Management

The Business Perspective

ICT Infrastructure Management

Applications ManagementApplications Management

Planning to Implement Service ManagementPlanning to Implement Service ManagementTThheeBBuussiinneessss

Software Asset Software Asset ManagementManagement