Software Assets Management
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April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
OF
SOFTWARE ASSEST MANAGEMENT
SUBMITTED TO:- Mr. SRIDHAR (LECTURER)
SUBMITTED BY:SHAILENDRA UPADHYAY R110307039 SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
1
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
MBA (UAM) 4th SEMESTER SOFTWARE ASSET A useful or valuable quality, skill or person, or a part of the usually valuable property of a person or organization which can be used for the payment of debts MANAGEMENT The act, manner, or practice of managing; handling, supervision, or control Software should be seen as an asset not because of its monetary value, but because of its ability to add business value due to its interaction with information “De-mystifying” Software Asset Management (SAM) •
Software Asset Management Lifecycle
•
SAM Policy
•
SAM People
•
SAM Process
•
SAM Technology
THE SOFTWARE ASSET MANAGEMENT LIFECYCLE The Software Asset Management Program should be structure based on the stages of the Software Asset
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
2
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
SAM POLICY: KEY DECISION POINTS 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
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
3
April 8, 2009 •
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
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 PEOPLE: ROLES AND LIFECYCLE MANAGEMENT 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 PROCESS: THE SAM PROCUREMENT PROCESS
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
4
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
SAM TECHNOLOGY: ANSWERING “THE THREE QUESTIONS”
BENEFITS OF SAM OR DOING SAM EFFECTIVELY COULD SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
5
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Doing SAM effectively could 1. Lead to peace of mind 2. Save money •
Volume discounts, just enough
3. Increase productivity •
Easier sharing, centralized planning, meeting requirements
4. Optimize deployment 5. Reduce support costs BASIC REQUIREMENTS FOR IMPLEMENTATION OF SAM Some Basic Requirements for the implementation of SAM are listed below, with some suggested actions for implementation provided along-side: BASIC REQUIREMENTS SUGGESTED ACTIONS Promulgate internal instructions to enforce the Internal instructions should be proper management and use of computer software
promulgated:
To require staff to follow organisational guidelines on the proper use of software
To stipulate that staff who breach such guidelines would be liable to disciplinary actions; and
To highlight the different level of disciplinary actions that may be instigated, with more severe sanctions against the use SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
6
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT of pirated software.
Ensure general awareness of all staff to use only Regularly (say, every 3 months) authorized software
promote the general awareness of using only authorized software in the organisation. For instance, remind staff regularly by re-circulating the relevant circulars and guidelines, and ask them to sign to acknowledge having read and understood the requirements of the circulars and guidelines.
Make known to all staff the management structure, policies and procedures pertinent to SAM.
Develop simple questions and answers on SAM for reference by all staff.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
7
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Establish procedures for acquiring software Clearly define, document and enforce legitimately
the acquisition procedures, which should be readily accessible to all staff.
Standardise and centralise the acquisition of all software through a central office. The staff in this office should be well-trained in general licensing requirements and be wary of possible risks of infringing intellectual property rights of software.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
8
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT Demand and verify proper licences and accompanying materials from suppliers when software is acquired, including pre-loaded software, downloaded freeware and shareware.
Consider software and hardware as separate line of items for budgeting and procurement purposes so as to avoid purchasing computers with unauthorized software pre-loaded onto them. This also prevents users from using unauthorized software because of insufficient funds for procuring software.
Disallow reimbursement of any user expense that is expended for software acquisition. Keep all software licences
Retain all relevant certificates and documents, including licences, media, completed registration cards, invoices and documentation in a central and secure location.
Maintain an up-to-date software inventory of all
Undertake an initial inventory of all
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
9
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT supported software to include the following information:-
software used
Identification number of the computer on which the software is installed
Location of the computer
Product description of the software
Licence number of the software
Effective licence period
Other licence information such as whether it is an upgrade of licence or it is an Original Equipment Manufacturer (OEM) licence
Date of purchase of the software
Define and document the procedures for maintaining the software inventory.
Regularly take inventory of software SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
10
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT purchased, being used and disposed of, say every 3 to 6 months, in order to maintain an up-to-date inventory.
Confirm the legality of all software used Institute apparatus, like software audits, regularly
of checking whether all software installed is authorized.
Enforce stringent software installation procedures, for e.g., installing software on computers by a central office before allotting computers to staff.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
11
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
GOOD PRACTICES REQUIRED FOR THE IMPLEMENTATION OF THE SAM Some Good Practices for the implementation of SAM are listed below, with some suggested actions for implementation provided along-side: GOOD PRACTICES SUGGESTED ACTIONS Appoint an Intellectual Property Compliance Officer An officer of the appropriate rank should (IPCO) to oversee matters related to
be appointed as the IPCO to monitor SAM
SAM and intellectual property protection
related activities at all levels of the organisation.
Sufficient training on SAM and intellectual property protection should be arranged for the IPCO. Define procedures for installing and distributing Clearly define and enforce procedures for software
software distribution and installation, ensuring all software installed is authorized. In particular, the requirement of prior authorization for installing software on computer has to be clearly defined.
Clearly define responsibilities for software distribution and installation.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
12
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT Update the inventory after installing the software.
Conduct software audits regularly
Compile a list of software installed in computers, including servers.
Reconcile the number of installed software against the total number of licences permitted so as to ensure that there is no overuse of licence.
Match the list against the software inventory to ensure software installed is authorized.
Undertake follow-up actions, such as:
When an upgrade to a piece of software is purchased, you may be required to dispose the old version, depending upon the purchase agreement;
When any unauthorized software is SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
13
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT identified, all staff should cease using the software immediately. The matter should be reported immediately to the Intellectual Property Compliance Officer of your organisation for investigation and further actions;
Organisation should review the need to acquire the necessary licences for the software;
For any suspicion of committing a criminal offence as set out under Section 118 of the Copyright Ordinance
Update the software inventory in case of any discrepancies.
Conduct survey on the software needs of staff and review the list of supported software. This would help ensure that staffs have what they need in carrying out their works and there is adequate licence coverage.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
14
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Use automated SAM tools in managing software Select SAM tools with software inventory assets
and metering functions. Software inventory scanning tools can help detect unauthorized software installed, while software metering tools can help prevent the use of software which has exceeded the number of licences purchased for the software in a networked environment.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
15
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
OF
SOFTWARE ASSEST MANAGEMENT
SUBMITTED TO:- Mr. SRIDHAR (LECTURER)
SUBMITTED BY:SHAILENDRA UPADHYAY R110307039 SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
1
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
MBA (UAM) 4th SEMESTER SOFTWARE ASSET A useful or valuable quality, skill or person, or a part of the usually valuable property of a person or organization which can be used for the payment of debts MANAGEMENT The act, manner, or practice of managing; handling, supervision, or control Software should be seen as an asset not because of its monetary value, but because of its ability to add business value due to its interaction with information “De-mystifying” Software Asset Management (SAM) •
Software Asset Management Lifecycle
•
SAM Policy
•
SAM People
•
SAM Process
•
SAM Technology
THE SOFTWARE ASSET MANAGEMENT LIFECYCLE The Software Asset Management Program should be structure based on the stages of the Software Asset
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
2
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
SAM POLICY: KEY DECISION POINTS 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
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
3
April 8, 2009 •
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
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 PEOPLE: ROLES AND LIFECYCLE MANAGEMENT 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 PROCESS: THE SAM PROCUREMENT PROCESS
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
4
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
SAM TECHNOLOGY: ANSWERING “THE THREE QUESTIONS”
BENEFITS OF SAM OR DOING SAM EFFECTIVELY COULD SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
5
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Doing SAM effectively could 1. Lead to peace of mind 2. Save money •
Volume discounts, just enough
3. Increase productivity •
Easier sharing, centralized planning, meeting requirements
4. Optimize deployment 5. Reduce support costs BASIC REQUIREMENTS FOR IMPLEMENTATION OF SAM Some Basic Requirements for the implementation of SAM are listed below, with some suggested actions for implementation provided along-side: BASIC REQUIREMENTS SUGGESTED ACTIONS Promulgate internal instructions to enforce the Internal instructions should be proper management and use of computer software
promulgated:
To require staff to follow organisational guidelines on the proper use of software
To stipulate that staff who breach such guidelines would be liable to disciplinary actions; and
To highlight the different level of disciplinary actions that may be instigated, with more severe sanctions against the use SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
6
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT of pirated software.
Ensure general awareness of all staff to use only Regularly (say, every 3 months) authorized software
promote the general awareness of using only authorized software in the organisation. For instance, remind staff regularly by re-circulating the relevant circulars and guidelines, and ask them to sign to acknowledge having read and understood the requirements of the circulars and guidelines.
Make known to all staff the management structure, policies and procedures pertinent to SAM.
Develop simple questions and answers on SAM for reference by all staff.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
7
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Establish procedures for acquiring software Clearly define, document and enforce legitimately
the acquisition procedures, which should be readily accessible to all staff.
Standardise and centralise the acquisition of all software through a central office. The staff in this office should be well-trained in general licensing requirements and be wary of possible risks of infringing intellectual property rights of software.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
8
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT Demand and verify proper licences and accompanying materials from suppliers when software is acquired, including pre-loaded software, downloaded freeware and shareware.
Consider software and hardware as separate line of items for budgeting and procurement purposes so as to avoid purchasing computers with unauthorized software pre-loaded onto them. This also prevents users from using unauthorized software because of insufficient funds for procuring software.
Disallow reimbursement of any user expense that is expended for software acquisition. Keep all software licences
Retain all relevant certificates and documents, including licences, media, completed registration cards, invoices and documentation in a central and secure location.
Maintain an up-to-date software inventory of all
Undertake an initial inventory of all
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
9
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT supported software to include the following information:-
software used
Identification number of the computer on which the software is installed
Location of the computer
Product description of the software
Licence number of the software
Effective licence period
Other licence information such as whether it is an upgrade of licence or it is an Original Equipment Manufacturer (OEM) licence
Date of purchase of the software
Define and document the procedures for maintaining the software inventory.
Regularly take inventory of software SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
10
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT purchased, being used and disposed of, say every 3 to 6 months, in order to maintain an up-to-date inventory.
Confirm the legality of all software used Institute apparatus, like software audits, regularly
of checking whether all software installed is authorized.
Enforce stringent software installation procedures, for e.g., installing software on computers by a central office before allotting computers to staff.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
11
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
GOOD PRACTICES REQUIRED FOR THE IMPLEMENTATION OF THE SAM Some Good Practices for the implementation of SAM are listed below, with some suggested actions for implementation provided along-side: GOOD PRACTICES SUGGESTED ACTIONS Appoint an Intellectual Property Compliance Officer An officer of the appropriate rank should (IPCO) to oversee matters related to
be appointed as the IPCO to monitor SAM
SAM and intellectual property protection
related activities at all levels of the organisation.
Sufficient training on SAM and intellectual property protection should be arranged for the IPCO. Define procedures for installing and distributing Clearly define and enforce procedures for software
software distribution and installation, ensuring all software installed is authorized. In particular, the requirement of prior authorization for installing software on computer has to be clearly defined.
Clearly define responsibilities for software distribution and installation.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
12
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT Update the inventory after installing the software.
Conduct software audits regularly
Compile a list of software installed in computers, including servers.
Reconcile the number of installed software against the total number of licences permitted so as to ensure that there is no overuse of licence.
Match the list against the software inventory to ensure software installed is authorized.
Undertake follow-up actions, such as:
When an upgrade to a piece of software is purchased, you may be required to dispose the old version, depending upon the purchase agreement;
When any unauthorized software is SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
13
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT identified, all staff should cease using the software immediately. The matter should be reported immediately to the Intellectual Property Compliance Officer of your organisation for investigation and further actions;
Organisation should review the need to acquire the necessary licences for the software;
For any suspicion of committing a criminal offence as set out under Section 118 of the Copyright Ordinance
Update the software inventory in case of any discrepancies.
Conduct survey on the software needs of staff and review the list of supported software. This would help ensure that staffs have what they need in carrying out their works and there is adequate licence coverage.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
14
April 8, 2009
ASSIGNMENT 2: SOFTWARE ASSEST MANAGEMENT
Use automated SAM tools in managing software Select SAM tools with software inventory assets
and metering functions. Software inventory scanning tools can help detect unauthorized software installed, while software metering tools can help prevent the use of software which has exceeded the number of licences purchased for the software in a networked environment.
SUBMITTED BY:- SHAILENDRA UPADHYAY/ R110307039 / MBA (UAM) / 4THSEMESTER
15
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