Software Asset Management (SAM) Implementation Guide
Contents
1. rm TI YU M Da SOFTWARE A SUCCESS N i Microsoft U rk i s d IT W ee I 5 i N n ki mk i 7 ko iN g I q i Au 1 MI U B I E F 4 in f ug a How to help keep your business compliant Managing your software assets can lead to improved performance As businesses invest more in technology Software Asset Management plays an increasingly critical role in promoting efficiency productivity and performance The principles of SAM Software Step By Step Asset Management Checklist Once you have identified that you need to lemon Saliwere Deset NEE If 1 Take an individual inventory of installed software program we recommend you follow these guidelines I 2 Track down existing licenses I 3 Organize and analyze results of the software Evidence that a company is committed inventory and license information to Software Asset Management I 4 Determine whether additional licenses are required and which licensing best fits your needs If 5 Determine a central place to store original media licensing documents and invoices To ensure the implementation of I 6 Put an ongoing software asset management the policies program in place To ensure that processes are working and being implemented so that records always remain accurate Software Inventory Hardware Inventory Licence Inven2. User s Manual and sales receipt in a centralized and safe location e Track and update the software inventory on a regular basis to help ensure proper licensing Microsoft gt New Software Check In To ensure new software is added to your company s software inventory develop a series of steps that employees should follow when the new software arrives The steps should cover e Storing original documentation including the bill of landing Storing the original packaging and media Updating the software inventory report or database The software check in process is often overlooked but is the easiest way to make sure your software inventory remains accurate You will help prevent your company from wasting money by acquiring software you already own www microsoft com canada sam gt Software Use Policy The Software Use Policy should cover your company s rules for downloading installing and using software titles Some points you may want to include are e Review the terms and conditions for each license to ensure proper usage The process for authorizing software installations i e assign one person to either install software or record software installations e Monitor all Internet and downloading activities e Keep terms and conditions in an easily accessible location for all employees It is important that all employees receive the Software Use Policy and understand what they can and cannot do with
3. the company s software and hardware You will help keep your systems free from viruses reduce the number of support calls and keep your software inventory up to date Microsoft gt Software Disaster Recovery Plan It is important to be prepared for worst case scenarios A Disaster Recovery Plan contains the procedures your company can follow in case disaster strikes Your Disaster Recovery Plan should include information on protecting and restoring your systems and software Items to cover are Perform regular system back ups and send copies of some of the back up tapes offsite Store back up copies of all software CDs either in a fireproof waterproof lockable cabinet or offsite Keep all license documentation either in a fireproof waterproof lockable cabinet or offsite if you need the information to remain onsite make copies and keep the originals offsite By covering procedures to recover software after an unforeseen tragedy you will know exactly how to respond if the unthinkable happens It is an important precautionary step that will prove invaluable if the need arises www microsoft com canada sam SAM Tools and Partners gt Microsoft Software Inventory Analyzer MSIA Using this tool you can generate an inventory of core Microsoft software installed on your local computer or throughout a network Please note The results of the scan performed by MSIA are completely confidential and not se
4. the use of a fireproof waterproof lockable cabinet or safe is recommended www microsoft com canada sam STEP 4 Determine whether additional licenses are required and which licensing solution best fits your needs Once you have collected all of your company s license documentation record the information in a report Then compare this report to the software inventory report you prepared in SAM Step 1 You could even use the same summary report used in Step 1 for this comparison It should be easy to see where your company is over licensed and or under licensed Software Installed Total License Product Total Licenses Excess Name Version Installations Owned or Deficiency Office XP 14 12 2 Office 2000 12 12 0 Windows XP 12 10 2 Windows 2000 37 40 3 If your company is over licensed software assets are going to waste The software may be installed on additional PCs until the number of licenses equals the number of installs If your company is under licensed now is the time to acquire additional licenses through an authorized Microsoft software reseller Microsoft STEP 5 Determine a central place to store original media licensing documents and invoices Store the documentation in a centralized location and ensure that authorized employees know where it is located Stay on top of your inventory by entering all new software acquisitions into the system upon arrival This process should become a par
5. aseline Before you go ahead it is important to create a solid baseline for your SAM plan Standardize software programs and retired obsolete desktop PCs laptops or servers and software throughout the organization By doing this you will save money by reducing the support time needed to keep on top of many different software programs gt Schedule inventories An essential part of an ongoing SAM plan is regular software inventories Determine the proper schedule depending on the size of your organization software acquisition habits and hiring rate Schedule inventories on a schedule that will work best for the needs of your organization gt Inventory spot checks In between full inventories it is a good idea to perform periodic spot checks on the software inventory Spot checks can be performed on a random sample of specific PCs or for a few specific software programs Determine a threshold of error for these spot checks If the difference between the software inventory report and the spot check is significant it may be wise to perform a full software inventory www microsoft com canada sam There is no universally correct solution to Software Asset Management or Software License Compliance and there are no guarantees that by following any set of guidelines all problems will be avoided However by following the guidance in this brochure many of the most common problems should be avoided and the major underlying issues of So
6. ftware Asset Management clarified Your organization can easily find a unique solution tailored to your own business specific needs and circumstances Because quality software is crucial Software Asset Management helps protect your organization s software and helps you recognize what you have and where it is running SAM is an essential tool in today s business world Microsoft RESOURCES To learn more about how SAM can benefit your organization or to learn how to implement SAM please visit www microsoft com canada sam To generate an inventory of your Microsoft software use the Microsoft Software Inventory Analyzer MSIA at www microsoft com resources sam msia mspx For general inquiries about SAM please contact asksam microsoft com 2005 Microsoft Corporation All rights reserved Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries NI i TI air 7 T ir gt TE M i i H i igi E U Yi Bez j i t i 7 aa li Me EE IE i u I PRE i LIE OM UP LR i Tu M 4 1 Bin MM im i MU m i lag ui Dt g maa Ty UM a ae KOM eo M M A ME E T www microsoft com canada sam i me Hpi IF I TI 7 7 crosott
7. here If each department is responsible for their own software acquisitions get in touch with the department managers Your IT department may have additional documentation such as software manuals and original software CDs If your company participates in one of Microsoft s Volume Licensing Programs there are special web sites you can visit to access your license documentation If you have an Open License agreement visit the eOpen site https epon microsoft com If you have a Select License or Enterprise Agreement ihe Microsoft Volume Licensing Services site https licensing microsoft com contains all of the information you need If you are still having difficulty locating your license information try contacting your reseller s for help Microsoft Step 3 Organize and analyze the results of the software inventory and license information Once you perform your software inventory begin the next step of matching software with its appropriate licensing documentation Before you begin this step you should be aware that every unit of software typically comes with its own media or documentation which serves as its proof of license original CDs Certificates of Authenticity End User License Agreement original User s Manual and sales receipt After you have found all of your license documentation store it in a safe place offsite if possible If your company decides to keep license documentation onsite
8. nt to Microsoft gt Find a Tool Software Inventory amp Asset Management Tools A functional tool can make your efforts so much more efficient Microsoft SAM tools catalogue features more than 100 tools developed by independent software vendors around the world Start your search http www microsoft com resources sam aspx findtool aspx gt Find a SAM partner SAM partners are the best way to help you create an effective SAM plan and to help you maintain your optimum SAM program Software Asset Management can be challenging This is especially true if your organization is not keeping track of any of its software or licenses or if there are a large number of PCs and laptops to inventory Fortunately there are several companies that provide Software Asset Management services If you would like to get help with your SAM efforts you can search the SAM Partner listings http www microsoft com resources sam aspx search aspx to find a SAM Partner near you A SAM Partner can help you inventory your software track your licenses review your policies and procedures around software procurement and deployment and much more Microsoft Ongoing Software Asset Management Plan You have worked hard to assess your organization s current SAM practices conducted an inventory of the software located all the license documentation and written policies and procedures Now you can create an ongoing SAM plan gt Create a b
9. t of your standard software check in practice and should be performed before new software is installed This step will also help to maintain all proof of acquisition documentation and installation media Remember to execute software inventory checks quarterly and generate the results in a full report annually www microsoft com canada sam STEP 6 Put an ongoing Software Aasset Management program in place gt Software Acquisition Policy Centralizing software acquisitions could help your company save money by making it easier to take advantage of volume license savings A centralized acquisition system can also help your company Stay organized by keeping all licenses and agreements in one central location Reduce costs by acquiring the correct type of license Allocate resources efficiently by easily matching software budgets with actual spending e Maximize software value by potentially re using or redistributing software to other departments Please refer to the terms in your license agreement before transferring software Your Software Acquisition Policy can achieve these goals by implementing these practices Clearly delegate and document responsibility and accountability for acquiring new software and keeping records Acquire software only from reputable resellers Always keep the evidence of license documentation original CDs Certificate of Authenticity End User License Agreement original
10. tory www microsoft com canada sam Microsoft STEP 1 Take an individual inventory of installed software There are two options Manual Inventory You can perform a manual inventory by checking the hard drive of each PC and recording the information in a report One easy way to start is to view the Add or Remove Programs screen on each PC Automatic Inventory You can use a software inventory tool to perform an automatic inventory of your company s PCs and servers The Software Inventory and Asset Management Tools catalogue contains a searchable list of these types of tools In addition the Microsoft Software Inventory Analyzer MSIA will help you determine which major Microsoft titles are installed These automated tools make inventorying software easy Use MSIA or a software asset management tool to scan PCs that are on a network or to scan each non networked PC stand alone Most SAM tools automatically generate software inventory reports there are example reports available on Microsoft s SAM resource site If you use such a tool on stand alone PCs you will need to install the tool on each PC When you have inventoried all of your company s PCs combine the information into one master report www microsoft com canada sam STEP 2 Track down existing licenses Contact the person who is responsible for new software acquisitions in your company If you have a centralized purchasing department start t
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