Address the 800 pound Gorilla in the Room : Software License ManagementSoftware License Management
Presentation By:
Jim SilveraSenior Solutions Architect
Managing Software Licenses: Why is it so important?Uncovering the consequences of poorly managed software licensesReporting that makes sense to you and the auditorHandling a vendor audit the right wayUnveiling the results of 2010 Numara Software &
Objectives
Unveiling the results of 2010 Numara Software & IAITAM Software License Management Benchmark SurveyFinding a solution that works for youQ & A
Underutilized Applications (shelfware)
Having too much of a good thing cango to waste….
Software License Management: Why is it so important?
Overutilized Applications (piracy)
Being non-compliant can cost you $$
How much could you be saving by tracking software usage and avoiding shelfware?
Investment decisions should be based on usage NOT politicsFind out what you have and how often it is being usedHave more then one way to look at your data to evaluateStandardize on versions across the organizationReduce the costs associated with administration and manual reporting
Software License Management: Underutilization
“Enterprises that implement software usage capabilities will achieve
savings of 5-25% in the first year.”Gartner
“Enterprises that implement software usage capabilities will achieve
savings of 5-25% in the first year.”Gartner
Illegal use of software has many repercussionsCostly fines as a result of SOX non-complianceExpensive fines as a result of Software Vendor auditsCompany reputation can be damagedSoftware in use could be outdated and therefore damage your data
Software License Management: Rise in Vendor Audits
data
QUESTION ANSWER
What gives them the right? Copyright Laws and your contract with the publisher
Did we do something wrong?
Not necessarily, although Compliance Agencies do offer compensation for reporting software piracy
Does a bad audit result make it more likely that we will be audited again?
Yes, a poor result shows that license compliance is most likely not in good shape in your organization and that other titles may also be under-licensed.
What is the difference between an audit and a
Reviews – “we come in for free” and audits “You pay.” Either can be “voluntary,” although audits sometimes have “cause”
Frequently Asked Questions About Software Audits
between an audit and a review?
can be “voluntary,” although audits sometimes have “cause” identified in the letter received by the organization. Reviews are presented as offers to help organize and get the SAM program on track. The notification may state that you will have the ability to purchase from your contracted rate.
What is the best piece of advice you can give me for audit survival, assuming we are working hard on SAM already?
Prepare an Audit Response Team in advance
Not responding to a letter or other unreasonable behaviorSharing EVERYTHING Removing software installations or purchasing more after an audit notification has been receivedAsking the auditor what constitutes proof of purchaseOnly managing software in preparation for contract renewal or in preparation for an audit. SAM is not one big True-up
The Worst Audit Behavior Mistakes to Make
preparation for an audit. SAM is not one big True-upAllowing executives to think that license violation is inevitable OR that everything is ok
Accurate Hardware InventoryAccurate Software InventorySoftware DictionaryData-scrubbed Inventory
Purchase DatesReconciliation ReportCertificates of AuthenticityMaster Media if appropriate
The Audit Preparation Check List
©2010 IAITAM8
Data-scrubbed InventoryProofs of Purchase� Paid Invoices� Reseller Reports� Cancelled Checks� More?
Contractual documentsLicense typesRestrictionsVersionsBackup copies, other Ts&Cs
8
Build the Audit Response Team Process
LegalLegal
DocumentationDocumentation
Procurement/ContractsProcurement/Contracts
Software Asset ManagerSoftware Asset Manager
Hardware Asset ManagerHardware Asset Manager
TechnicalTechnical
The Market Says…The Market Says…Survey Results
Solving the SLM Challenge: Automated Inventory
Eliminate manual tracking of assets
Manage your software licenses and avoid overspending on underutilized licenses or costly vendor finesvendor fines
Solving the SLM Challenge : Audit Preparation
Preparing for an audit starts with Discovery…
50%
52%
Do you feel your IT Asset Records are Accurate and current?
48.3%
51.7%
46%
48%
50%
Yes No
Solving the SLM Challenge : Audit Preparation
Solving the SLM Challenge : Detailed Reporting
Solving the SLM Challenge : Audits are a Legal Issue
50.9%49.1%
Do you conduct internal practice audits at your organization?
12%
What SLM task is most important when justifying additional software investments?
Know what is being used or not used
61%
27%
used or not used
Understand # of purchased licenses in agreementAccurate depiction of cost of app
Solving the SLM Challenge Application Blacklisting
52.2%
24.3%
47.8%
Blocking Application Usage
23.5%
A program blocks the download
There is no program to block downloads and no opportunity to institute that process
Downloads are not currently blocked and doing so is of interest to me
Solving the SLM Challenge: Application Blacklisting
Solving the SLM Challenge : Retiring PCs
Retiring Machines
43.0%
32.9%
17.9%6.2%
PCs to be disposed are wiped without examining the software installed on the machine
Perform manual process to document disposed software update license counts
Conduct a discovery run that locates and counts all licenses
Disposal processes are not shared with the software management team
Summary/Conclusion
Importance of SLMPassing an AuditWhat to Look for in a ToolSurvey Results RevealedSurvey Results Revealed
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