Introduction
The degree to which computing has become a part of normal life and day-to-day business has prompted a change in the way management approaches how they manage the finances, the tasks and the assets within a business.
As computing becomes more widely used within a business and takes a more prominent critical within the critical functions of that company, it is necessary to make sure that an appropriate amount of attention is applied to this computing. Technological assets that may have once been overlooked are now important elements in the decision making process.
IT departments have come a long way over the past few years and are now seen as critical elements of any business. As such, they receive larger budgets but must also be able to deal with a greater amount of responsibility. There is an eternal race between business demands and IT capabilities.
But once you have spent a large amount of money on developing your IT network and seen the needs of your company change, how do you make sure that the IT you are using can keep up with demand? Moreover, how can you achieve this without spending a large amount of money?
This is the role carried out by IT management software and procedures.
Every organisation and every environment will have different requirements and will offer different challenges. To satisfy these needs there are a number of different technologies and approaches that can be used to help control the IT network of your organisation.
Software Asset Management
Software Asset Management (SAM) is built to do exactly what it says on the tin – monitoring and managing the deployment and usage of software programs within your organisation. It is a business process rather than a distinct skill and is becoming a more essential part of the modern commercial environment, particularly for businesses operating in the field of IT. Despite the many benefits of SAM, there are still a great many companies that are not utilising it to its full potential.
SAM is not simply a tool for technicians deploying software across a large corporate network, but can be a critical tool to help improve performance at multiple levels of a organisation. The goals of SAM include controlling of the IT infrastructure within a organisation, negating legal threats associated with incorrect software license usage and preserving high levels of productivity by making sure software is up to date and fit for its purpose. As IT usage in a business grows, so do the potential benefits of SAM.
The practice of SAM is often thought of as an unnecessary evil due to the abstract nature of what it is designed to deal with, and the business case for using a SAM solution is not always obvious until a complete of the software infrastructure of a company has been carried out. Once existing problems have been identified however, the use of SAM becomes self evident.
Financial benefits remain the most driving commercial factor when choosing to employ SAM technology within a company. Every company needs to make profit after all and revenue is a very measurable metric.
An increasingly large amount of a company’s IT bank roll is spent on software licensing so there is a critical need to invest to correctly monitor this spending. As businesses expand and spread, their software needs can change radically and equipment and programs can quickly become outdated. There is no requirement to spend money to maintain the licenses on this outdated software, which is where SAM really delivers an edge.
software asset management is not restricted to simply the IT department of your business either. As a management cycle it will often involve many of the branches within a business, including Finance Human Resources, to make sure that it runs as cost-effectively as possible.
IT managers and staff with decision making authority should consider Centennial Discovery in meetings regarding the implementation of IT resource management.
Why follow a SAM Strategy?
Having heard the many benefits of employing a software asset management solution, how do you know that it would be right for your business? Each business is different and has its own unique set of challenges and benefits, so any plan you will undertake needs to be catered to these specific characteristics. The benefits of SAM do cover the fundamental aspects of IT management.
There are more than simply financial benefits that can be made through the control of licensing and maintenance agreements across a companies IT network. Productivity can be vastly by ensuring that users have the latest editions of software available under current licenses held, and communication within the business is aided when support staff know exactly what is in use on every workstation under their control. The benefits of software asset management are not confined to the technological hardware of your business.
Financial Savings
As discussed previously, perhaps the most persuading reason to utilise software asset management within your business is the potential financial savings that can be achieved. The profitability of your business is always going to be the bottom line so any system that can help to improve this profitability by lowering expenses is one that should be considered.
The most direct way that software asset management can help to lower costs is by identifying any software running on your corporate IT system that is no longer necessary. The software might not be being used anymore, it may be very outdated to be of use or it may be duplicated on your system.
By removing these items of software that are no longer a benefit to the operation of your company you are streamlining a large portion of your IT infrastructure. Paying for unnecessary software licenses and support and maintenance contracts means that more money can be spent on the essential parts of your IT infrastructure. Focusing your attention on these critical components will improve the overall performance of your IT department.
Mitigate Risk
A surprising percentage of software that is currently used in the business environment is either licensed incorrectly or not licensed at all. Running any amount of unmonitored software on your IT network is not advised, because when left unchecked it can become very unpredictable.
Unlicensed software applications can be introduced into an unmonitored IT environment in a number of ways. Software may have been bundled when your IT hardware was first purchased although the original software licenses may have expired. Without the correct control policies in place, users may also be able to install their own software onto the network. Operating a corporate IT system in this unmanaged way will almost certainly lead to trouble.
The risk of running unlicensed software on your system is clear. When something goes wrong with the hardware or software platform behind your critical processes, how do you manage the situation? Running a complicated software system without the correct support can create a metaphorical minefield when it comes to disaster recovery and can critically inhibit your responsiveness to unforeseen events.
Some of the most successful Centennial distributors throughout recent times have viewed SAM as key part of their portfolio.
Implementing SAM in your Organisation
As previously discussed, there are many potential benefits to utilising a good SAM strategy within your business, both financial and otherwise. It is therefore important to consider which parts of software asset management you should deploy first since certain benefits will be achieved more speedily than others. Some may take a period of years to be fully felt.
The discovery process can be viewed as three basic areas that have to be performed to truly build an accurate picture of the usage of IT assets within your company. These are:
Inventory
Inventory is the most fundamental function of the discovery cycle. It is vital that an accurate audit of IT assets within your business is created to help your IT managers to maintain baselines regarding your IT network. This inventory process must be performed before continuing with discovery.
Fortunately, this process can now be made automatic and even the largest of infrastructures can be searched and analysed in a reasonably short period of time. Inventory should be able to identify your IT assets regardless of their physical location or technological characteristics. Modern inventory processes are capable of this.
Capture
The next step in the discovery process is the capture of the software license entitlements that cover the software assets identified in the inventory. The capture process should collect entitlements regarding all of the software that exists on your system, even if the software is not currently used. Without this step the inventory may be almost useless.
The element of human error can be avoided by using automatic tools that are specifically designed to create a library of license entitlements. Tools that are currently employed are very efficient at gathering accurate data. These tools will also maintain databases containing up to date information from IT vendors.
Identification & Validation
The third process is to match up your software inventory to the repository of licensing information that were built in the last two stages. Errors may have occurred anywhere from the original invoices for software to the most recent audits undertaken on your IT system.
One crucial factor in the validation stage is the ability to link the license entitlements on your network to your organisation’s proof of entitlement. This will be essential if any disputes with software resellers arise as a consequence of the discovery process. You want to be as informed as possible in these circumstances.
After these steps have been performed you will have created an incredibly rich image of how your IT system is delivering software packages to its users. It will be a lot simpler to identify any trouble spots on your network, or areas of software use that are no longer of any practical benefit to your operations. This detailed picture can be used for future strategies as well.
You can now begin a period of reconciliation on your network. You can compare the software programs that are actually installed on your system against the licensing and support contracts that you are paying for and close any gaps between the two. This is when the financial benefits of SAM start to take effect.
The software distribution within your network may include many hundreds or even thousands of individual installations, and there may be any number of rules that may be associated with the licensing agreements you have in place. It is therefore a necessity to automate the reconciliation stage, utilising one or more tools to apply smart rules to the process.
More about implementing software asset management within your company is accessible via Centennial vendors which can be found across the country.
Compliancy and Flexibility with Software Asset Management
Many of the fundamental principles of a successful SAM strategy are based upon the concepts laid out in the Information Technology Infrastructure Library, or ITIL. This library details a number of concepts and best practices that should be adopted for successful control of IT functions.
This library is a changing entity and is often updated with new concepts and policies that cater to the ever changing IT environment of modern business. A good software asset management strategy should be flexible enough to follow the guidelines laid out in the ITIL whilst matching the changing requirements of the company within which it is actively utilised.
The International Standard Organisation (ISO) has created a standard that applies directly to SAM practices. This standard, ISO 19770-1, is an exceptionally comprehensive set of guidelines that are built to ensure that SAM is used in such a way as to “satisfy corporate governance requirements”. Standards of this kind play an essential part in realising standardisation across an industry.
The ISO standard should certainly be adhered to when planning a software asset management strategy for your own company, although the level of detail included within can quickly become a daunting prospect. It is vital to remember that no matter what guidelines you follow when creating a software asset management strategy, whatever you decide to implement needs to aid your organisation rather than stifle it.
Designing a full and comprehensive SAM strategy for your own company may actually never come to fruition. Your plan must be flexible enough to change and grow as your business does, and it should allow for modifications to your daily activities, no matter how small or underlying they might be. This really is the key to a successful software asset management strategy.
Conclusion
It is clear to see that as the extent and importance of IT systems within your organisation grow, so does the need for correct and effective management of these systems. Gone are the days when an IT department was a luxury that would occasionally progress the business. Computer networks are now critical to the modern company. Crucial systems need to be monitored to an appropriate level.
As with other parts of any business, a number of separate plans should be evaluated and utilised in order to ensure the smooth running of daily tasks. SAM should not be the only tactic used to manage computing resources within your company, but rather one of a multitude of complimentary techniques used to control the system as a unit. SAM can go a long way toward helping your company but should be supported by other strategies.
So if you think that your organisation is currently suffering from a lack of structured monitoring and management over its IT network, or that the potential advantages described in this article could provide a crucial market advantage over your competitors, then it would be worth researching how SAM could be employed within your company. There may be no time to spare.