A guide to Software Asset Management
Contents
1. Contents Testimonials 1 What is Software Asset Management 2 3 Learn about the fundamentals of Software Asset Management and how the process can really benefit your organisation Software licensing basics 4 11 What is a software license What licensing solutions are available What are the types of piracy you should look for Is your organisation at risk What are the steps to Software Asset Management 12 17 Follow the 4 step implementation plan to put a complete Software Asset Management process in place FAQ 18 29 Find the answers to your questions on intellectual property licensing and piracy Software Asset Management Checklist back cover This will help you keep track of each step of the Software Asset Management process Check off each item as it s completed Testimonials Sst george xl St George Australia s fifth largest bank takes its software licensing responsibilities seriously The St George Group employs over 7 400 staff Australia wide and has four key business divisions According to Michael Page Chief Manager of Open Systems Services St George has a dedicated licensing consultant who looks after our software library our licensing agreements and the associated maintenance budgets In addition our standard operating environment ensures that only the software required to do each job function is delivered and that no software can be manually installed St George also has an inventory tool w2. For Resale or Not For Retail or OEM Distribution Are you at risk Should you acquire software over the Internet Scenario The Internet is full of amazing deals on software programs Many seem Curious as to whether your company is at risk for using unlicensed or pirated software legitimate and the prices are unbelievably cheap You make a purchase Answer the following questions to help assess your risk although you re not sure whether the seller is reputable You receive your software in the mail but it isn t what you expected 1 L Yes No Do you know how many PCs laptops and servers your organisation Facts Internet piracy is on the increase and recent investigation indicates that more paneer than 60 percent of software sold through Internet auction sites is counterfeit 2 O Yes No Do you have a software license for all software programs installed on and more than 90 percent is sold in violation of the publisher s license you PCs laptops and servers agreement The Internet is a high traffic area for illegally copying or distributing 3 L Yes No Are you confident that no employees have made unauthorised copies unauthorised software It s often the medium for advertising offering acquiring ey ean oe of your software or distributing pirated software Be suspicious of prices that seem too good to be true or sellers who won t provide physical addresses or a
3. Further by using software that is inappropriately licensed you are risking your business and professional reputation Have legal confidence that your business uses genuine and licensed software 11 Can make a second copy of my Microsoft Office software for my portable computer The terms and conditions between different versions of the Microsoft Office software product may differ therefore it is best to check your EULA and review the terms and conditions of use of your particular product 20 21 12 Can make a second copy of my operating system software for my home work or portable computer No The right to make a second copy of a Microsoft software product applies only to some application products and not to operating system software 13 Is it legal for me to sell a software license that have bought and used Yes as long as you follow the terms of transfer outlined in your license agreement For example in relation to retail Microsoft software you may transfer your rights under the End User License Agreement on a permanent basis provided you transfer all copies of the software and all written materials including the original license agreement and the Certificate of Authenticity where applicable For any valid transfer the software recipient must agree to the terms of the EULA Any transfer must include the most recent product upgrade as well as any prior version that you have including media and document
4. This is not a Microsoft endorsement of any particular tool If you are in the process of selecting a tool we recommend you extend your search beyond what is listed on this Web site For downloadable templates and further information on Step 1 Perform a software inventory visit www microsoft com resources sam sbs_1 mspx 12 13 Review how you use the software programs installed Do you actually use all of the software Step 2 Match software licenses acquired with software installed programs for which you own a software license The second SAM step of matching your software licenses with software installed is perhaps If your company is over licensed software assets are going to waste The software may be the most challenging The following information will help you with this step installed on additional PCs until the number of licenses equals the number of installs Locate the licensing documentation for each software program your organisation If your company is under licensed now is the time to acquire additional licenses through currently holds For tips on locating licensing documentation visit an authorised Microsoft software reseller www microsoft com resources sam sbs_2 mspx For downloadable templates and further information on Step 2 Match licenses with Once you have collected all of your company s license documentation record the software visit www microsoft com resources sam sbs_2 mspx information in a report
5. 26 What is Product Activation Microsoft Product Activation is aimed at reducing software piracy the number of illegal copies of a software program Product Activation also helps verify that the software has been legally licensed and ensures that Microsoft s customers are receiving the software quality that they expect For more information on Product Activation visit www microsoft com piracy activation mspx 24 25 26 FAQ How to tell if your Microsoft Software is genuine 27 What is a Certificate of Authenticity COA The COA assists you to determine whether the Microsoft software you have acquired is genuine The COA is not the license but forms part of the documentation to prove ownership of your software If you would like more information visit www microsoft com au howtotell 28 My Microsoft product came with a Certificate of Authenticity COA Is that my End User License Agreement EULA No The COA is an anti counterfeiting security certificate that accompanies all Microsoft products The COA label that accompanies all retail products can be found on the outside of the retail box In relation to OEM software the COA label is affixed to the outside of the product and when the software is installed onto the PC the installer must affix it to the outside chassis of the PC The COA label may also be found on the cable cord of OEM hardware products such as the Microsoft Natural keyboard Microsoft
6. Mouse and Microsoft IntelliMouse pointing device The COA is one assurance that the software is legitimate For instance if you purchased a PC from a computer store and it came with Microsoft Windows operating system software FAQ How to tell if your Microsoft Software is genuine preinstalled on its hard drive the COA should be affixed to the outside of the chassis on the PC The COA contains anti counterfeiting security features such as a latent image to prevent the production of counterfeit Microsoft products If you have not received a COA with your OEM or retail product or if your COA appears to be counterfeit please contact the Microsoft Anti Piracy Hotline on 1800 63 99 63 Australia or 0800 74 72 29 New Zealand 29 just bought a PC that came with Windows operating system software Is the number on the Certificate of Authenticity COA that accompanied my computer the same as my Microsoft product serial number No The number on the bottom of the COA helps Microsoft and its OEM vendors track legitimate product in the marketplace Your product serial number is the number that first appears on your computer screen when you turn on your computer 30 The CD Hologram Genuine Microsoft software comes with an Edge to Edge Holographic CD features a three dimensional holographic image over the entire surface of the CD This holographic image is part of the CD itself not a sticker so it s easier to identify gen
7. be installed on more than one computer system The EULA states that the license may not be shared transferred to or used concurrently on different computers You must acquire a new operating system license for the new PC 16 Do the same OEM rules apply to Server products as they do to Desktop Operating Systems products Microsoft OEM EULAs vary Check the EULA for each product In general OEM Server and OEM Desktop operating systems have similar license terms such as restrictions on transfer 17 What are License Downgrade Rights Downgrade Rights entitle a customer to a previous version of the suite or application Suites Editions may not be broken up into their individual components for example Microsoft Office is a suite of programs You should refer to your relevant license agreement for each Microsoft product and review if downgrade rights apply 18 If have several versions of the same product for instance Microsoft Word in both Spanish and English do need more than one license Yes You need a license agreement for every Microsoft product you have installed on your computer All Microsoft license agreements are version and language specific If you have Microsoft Word in both Spanish and English you need two license agreements one for each language version If you licensed a bilingual product for example with the English Arabic version of Microsoft Word the license agreement covers both language ver
8. business goals What are the benefits of SAM For more information on the benefits of SAM visit www microsoft com au sam Software licensing basics Before you begin implementing SAM in your organisation it is important to understand software licensing and the options available to you and to ensure that your organisation s current licensing is up to date What is a software license Software isn t like most assets you acquire A software license grants a person or company the legal right to use a software program The software itself is the intellectual property of the copyright owner however the license accompanying the software provides the terms and conditions for use of that software program For each software program you use you need a license Using the software outside the terms of the license is an infringement of copyright typically referred to as software piracy Infringement of copyright can include Installing your software on more computers than the license allows Allowing employees or contractors to make copies of software without the required license Making or selling illegal copies of software Using illegal copies of software even unknowingly For you to be liable for copyright infringement it is not necessary that you know that your activity is illegal The mere act of using an illegal copy of the software can make you liable Allowing or asking for example a consultan
9. may not be an easy one In either case establishing this inventory is critical to effective software management and general office organisation For smaller businesses the inventory can be done manually or there are a number of automated discovery tools that can scan your entire network easily and efficiently Manual Inventory You can perform a manual inventory simply by going to each PC and viewing the Add or Remove Programs screen This will tell you exactly what programs are running on that particular PC What are the steps to SAM Software Inventory and Asset Management Tools There are many Software Inventory and Asset Management Tools available on the market Software Inventory Tools primarily take an inventory of the software installed on your PCs while the Software Asset Management Tools are designed to help you manage your network of computers and the associated software e Free Microsoft Inventory Tool The free Microsoft Software Inventory Analyser MSIA will generate an inventory of core Microsoft programs installed on your local computer or throughout a network Download MSIA at www microsoft com resources sam msia Please note that the results of the scan performed by MSIA are completely confidential and are not sent to Microsoft Other Inventory Tools Other tools are available on the market to help you perform your software inventory Find a SAM tool by visiting www microsoft com resources sam tools mspx N B
10. Then compare this report with 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 or what software may have been installed on your computers without your knowledge or permission Record your findings by tallying the total number of licenses held for each software program and version in a database or spreadsheet similar to the following example Microsoft Office XP 14 az 2 Microsoft Office 2000 12 2 0 Microsoft Windows xe 2 10 2 Microsoft Windows 2003 37 40 3 14 15 Step 3 Review your policies and procedures Step 4 Develop a Software Asset Management Plan Now that you have a good assessment of the software and licenses in use at your You have worked hard to assess your organisation s current SAM practices conducted an organisation it s the perfect time to review your organisation s policies and procedures inventory of the software located all the license documentation and written policies and Review or develop the following documents procedures Now you can create an ongoing SAM plan Software Acquisition Policy This should describe the steps employees should follow e Create a baseline Before you go ahead it s important to create a solid baseline when needing a new software program for your SAM p
11. ation Prior to transferring your software you must remove all copies of the software from your machine including your portable computer in instances where a second copy is allowed Licenses under a Microsoft Open License Agreement can be transferred in most circumstances If you wish to transfer software licenses you purchased under a Microsoft Open License Agreement you must transfer all licenses purchased under your authorisation number to a single legal entity Licenses purchased under a Microsoft Open License Agreement cannot be broken up There are additional requirements for transferring licenses under a Microsoft Open License Agreement Please refer to the relevant transfer clause in your License Agreement 14 Can I transfer an OEM operating system license from an old PC to a new one No Current OEM licenses for all operating system software are not transferable from one machine to another Note Some older EULAs for copies of certain OEM operating system software that is MS DOS Microsoft Windows 3 1 and Microsoft Windows for Workgroups 3 1 distributed in 1995 or earlier may permit transfer of the OEM operating system software license under limited circumstances 15 bought a new PC and want to move my operating system software from my old PC to the new PC May do that The software is licensed with the computer system on which it was originally installed OEM licenses are single use licenses that cannot
12. com au sam Microsoft Licensing Programs For detailed information visit www microsoft com au licensing Other Resources For detailed information visit www microsoft com au piracy 2 For detailed information on differentiating between genuine Microsoft software and pirated software visit www microsoft com au howtotell ess es Call 13 20 58 or email licensing microsoft com au Business Software Association of Australia Information ON SOftWare piracy and Software Asset Management relating to non Microsoft software visit this industry association site at www bsaa com au sooo a There are 2 ways you can help by reporting information on software piracy ile Call the Microsoft Anti Piracy Hotline 1800 639 963 2 Make a report on line by visiting www microsoft com au piracy report Resources for Resellers Microsoft has a range of tools and resources available to help you with providing Software Asset Management services to your customers understanding licensing options and selling genuine Microsoft software Visit the following sites for assistance o www microsoft com au partner licensing sam yee o o www microsoft com au partner licensing Piracy Guide www microsoft com au partner licensing softwarepiracy piracyprotection aspx 2004 Microsoft Corporation All rights reserved Microsoft the Microsoft logo BizTalk FrontPage InfoPath MS DOS OneNote Powerpoint SharePoint SQL Server the Office logo Visio Windows and W
13. ducts with their PCs Under these programs the Original Equipment Manufacturer should provide a Certificate of Authenticity label adhered to the side of the PC For more information on Microsoft Licensing Programs visit www microsoft com australia licensing or call 13 20 58 What are the types of piracy you should look for It s a common assumption that piracy pertains only to casual copying of software While this may be the most common form of piracy it s not the only one There are other types of piracy that you and your organisation should be aware of Are you under reporting your software installations Scenario Computers software programs and employees come and go Consequently your company has had a difficult time accurately reporting the number of software installations and controlling access to software media Facts End User or corporate copying is the most common form of piracy This occurs when copies of Microsoft software are made in an organisation for employees to use in the office or to distribute outside the workplace and the number of copies or installations made exceed the number of licenses held for the relevant software Is your preinstalled software legitimate Scenario You ve just bought a new PC from an individual who seemed reputable You got a great deal and the PC came complete with software programs preinstalled Facts Hard disk loading is a common practice by dishonest resellers This occurs
14. earning com au Testimonials Testimonials have been provided from the Business Software Association of Australia BSAA For more information visit www bsaa com au What is Software Asset Management SAM Software is a critical tool in today s business world and it is essential to keep your organisation running smoothly It s surprising that so little attention is given to its management documentation and upkeep after the initial purchase Essentially software is often taken for granted That s where the business process of Software Asset Management comes in Software Asset Management or SAM is a series of business processes that provide you with everything you need to manage control and protect your organisations software through all stages of its lifecycle SAM can help you to e Recognise what software you own Discover what software is installed and where it is installed Determine where your software can be best utilised e Ascertain what s needed in terms of licensing documentation e Plan for future technology investments Assist in determining the best licensing solution for your organisation Software is an asset and should be managed as an asset By engaging in SAM you can streamline processes reduce costs and enhance reliability and security SAM also assists you in fulfilling legal and contractual obligations required by the software copyright owners Just like software SAM is essential in today s business
15. ensing questions 19 in the marketplace If you have questions about the legitimacy of your Microsoft EULA please contact the Microsoft Anti Piracy Hotline on 1800 63 99 63 7 What is the difference between OEM Original Equipment Manufacturer software and retail Full Packaged Product OEM software is licensed for use only on the computer system on which it was installed originally However retail software may be transferred in its entirety to a different computer system as long as the person transferring the software deletes all copies of the software from their personal computer Another difference is the identity of the licensor for retail software the license agreement is between Microsoft and the end customer For OEM software the license agreement is between the PC manufacturer and the end customer 8 What is Microsoft Volume Licensing Microsoft Volume Licensing is the licensing method available to customers who wish to acquire multiple copies of Microsoft software Volume licensing programs provide flexible volume software license purchasing options for corporate customers and other customer types including Academic and Government Customers who participate in Microsoft s Volume Licensing programs can realise savings over retail Full Packaged Product and enjoy the flexibility of forecasting in order to budget for software acquisitions For customers who need more than one copy of Microsoft software acquisition throu
16. gh volume licensing can be an effective way to reduce their total cost of ownership TCO For each license acquired the customer is granted permission to use a copy of the software We provide volume licensing opportunities through a variety of channels to give customers greater access and choice 9 How do establish that have a legal license Microsoft strongly recommends that you keep the following in order to establish that you have genuine and fully licensed software e All software and applicable components including media and manuals Certificate of Authenticity COA End User License Agreement EULA which explains the terms and conditions of use that software e Purchase orders receipts to demonstrate the purchase of your licenses If you have purchased licenses through a Microsoft Volume Licensing program you should retain your License Agreement and license confirmation s 10 What happens if use my Microsoft software without a license If software is copied or not legally licensed you are not only potentially putting your own home PC or organisation s PC network at risk you are also breaking the law If you acquire software that isn t genuine you could find that the software is defective missing valuable code and can affect the security of your PC Registered users of genuine software enjoy reliable and secure software and receive added value through technical product support and software upgrades
17. granted to it and proper documentation evidencing that license Microsoft offers many licensing programs designed to meet your every need The software licenses that accompany these programs will vary Refer to the table in the Software Licensing Basics section of this booklet on pages 6 and 7 4 What is an End User License Agreement EULA The EULA outlines the terms and conditions of use for the software program you have acquired For retail Full Packaged software the license agreement is between Microsoft and the end customer for OEM Original Equipment Manufacturer software the license agreement is between the PC manufacturer and the end customer 5 Where do I find my End User License Agreement EULA The EULA may be found in one of several different locations depending on your Microsoft software The three most common locations for the license agreement are 1 printed on a separate piece of paper that accompanies the software 2 printed in the User s Manual usually on the inside front cover or the first page of the manual or 3 located online within the software product 6 How are Microsoft s End User License Agreements EULAs delivered EULAs may be included with Microsoft software products in online or hard copy form Please note that Microsoft does not authorise the bulk distribution of single EULAs on a stand alone basis Counterfeiters however have been known to distribute EULAs in this form FAQ eral lic
18. greement either hard copy or online a manual media and a Certificate of Authenticity that is found on the retail box Visit microsoft com au howtotell Log onto the eOpen License Web site at eOpen microsoft com to check the number and products for which you have licenses The Microsoft Volume Licensing Services MVLS site is a password protected Web site that serves as a license management tool for customers It displays customer s license status agreement numbers online records and other license information The Microsoft Volume Licensing Services MVLS site is a password protected Web site that serves as a license management tool for customers It displays customer s license status agreement numbers online records and other license information You will receive an original Select Master CD ROM from Microsoft upon executing the agreement Customers with later version agreements can view their License Confirmation and agreement details online at licensing microsoft com How can tell if it s genuine licensed Microsoft product Where should look for the terms of my license agreement End User License Agreement End User License Agreement Open License Agreement Available on the eOpen License Web site at eOpen microsoft com Open License Value Agreement Microsoft Volume Licensing Service Microsoft Business Agreement Select Agreement Select Enrolment and Product Use Rights at
19. hich tells us what software is installed and how often it is used to allow us to ensure we are fully licensed for all the software we use This also provides us with details of the actual software usage which assists us in negotiations with both the business units and vendors www stgeorge com au InLearning In Learning provides an extensive range of self paced self directed or blended learning courseware including 950 computer training courses 250 personal management and organisational development training courses as well as instructor led training According to Richard Gordon director of In Learning the audit process was a real wake up call for the business and an unexpected financial bonus for the business In the first month following our audit and clean up we benefited from a 650 saving in bandwidth fees extrapolated over the next 12 months that is going to be a significant saving for our business We will also be able to reduce our upgrade fees by tens of thousands of dollars simply because we now accurately know what software we have and require Overall our business processes and systems have been updated and simplified and we are seeing real benefits in improved productivity financial savings and sheer peace of mind he said I would urge every business to take time to review their software licenses said Mr Gordon Software asset management is just as important to a business as cash management www inl
20. indows Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries The names of actual companies and products mentioned herein may be the trademarks of their respective owners MICO35 09 04 amp Paper produced with recycled fibre content
21. lan Standardise software programs and retire obsolete desktop PCs laptops or servers and software throughout the organisation By doing this you will New Software Check In List What happens when your organisation receives new save money by reducing the support time needed to keep on top of many different software Is the software sent to the department that requested it or is it sent to the software programs IT department for proper check in Having a software check in list is critical if you want to keep your software and license inventory up to date Schedule inventories An essential part of an ongoing SAM plan is regular software inventories Determine the proper schedule depending on the size of your Software Use Policy Your Software Use Policy should cover the organisation s rules organisation software acquisition habits and hiring rate Schedule inventories on a for downloading installing and using software programs A good Software Use Policy schedule that will work best for the needs of your organisation will help keep your organisation s computer system secure free from viruses reduce the number of support calls and keep the software inventory up to date Inventory spot checks In between full inventories it s a good idea to perform periodic spot checks on the software inventory Spot checks can be performed on a Disaster Recovery Plan It s impossible to predict the future but it is possible to random sample of
22. needs many of the basic components in the original software in order to run This is true for both application and system product upgrades 22 Can transfer or give away old versions of my products when acquire an upgrade The original full product and the upgrade product together are considered a single software unit Therefore you must retain the old product to remain legally licensed 23 What if I ve upgraded to the latest Windows operating system Do still need to keep my End User License Agreement EULA for the older version as part of my legally licensed product Yes All copies together are treated as a single product regardless of how many upgrade versions you ve acquired The upgrade license attached to the base license full license and together they become the legal license 24 What if my original product was acquired from a different software publisher and upgraded to a Microsoft product If the Microsoft software is an upgrade from a product of another supplier sometimes called a competitive upgrade you may only transfer the other software in conjunction with the Microsoft upgrade product 25 What if don t upgrade my product but acquire a completely new version Do still have to keep my old version of that product No However as you acquire upgrades for the new product you must retain both the original product and the upgrade versions that together serve as a single product
23. new economy the most important determinant of the profitability of a business is its intellectual capital or the knowledge information and experience that can be used to create wealth Industries such as computer software film music performing and recording and publishing industries are based almost entirely on the development and sale of their intellectual capital These industries stand or fall on the strength of intellectual property protection provided by legal systems Computer programs in some form or another underlie every action taken in cyberspace and are therefore the fundamental building block of the new economy From a global perspective the computer software industry employs 1 35 million people and produces US 175 billion in worldwide revenue annually But while the information economy is soaring so is intellectual property theft and information piracy The long term health of the global information economy rests upon the ability of the public and private sectors to work together to protect intellectual property rights against the growing problems of technology theft worldwide Intellectual property protection provides the legal framework to safeguard intellectual capital FAQ Intellectual property FAQ General licensing questions 3 What is a software license A software license grants a person or company the legal right to use a software program For each software program you use you need a license
24. omers with 250 or more PCs with mixed Microsoft product requirements Microsoft Enterprise Agreement Customers with 250 or more PCs who want to standardise on a Microsoft platform across the enterprise Most likely customers License program benefits Where can purchase these licenses Preinstalled and supported by the OEM on the new PC Only available with a new PC Easy availability of Full Packaged Product from numerous resellers Any reseller Instant discount when purchasing as few as five licenses Continued discount for a full two years with no minimum reorder quantity Any reseller Provides ability to spread payments annually over three years with new agreement term reducing upfront costs Any reseller Tiered pricing with discounts based upon forecasted volume Authorised Large Account Resellers Per desktop pricing based on volume commitment and installed base Easiest license to administer over the term of the agreement Authorised Large Account Resellers License program benefits Where can purchase these licenses How can tell if it s genuine licensed Microsoft product All genuine Microsoft software should come with a Certificate of Authenticity found in the product materials that accompany a new PC attached to the new PC or its packaging Visit microsoft com au howtotell All genuine Microsoft software should come with an End User License A
25. on the PC you must delete that software from the hard disk drive of the PC prior to the transfer Alternatively you may purchase a new license for that software which you must then supply to the purchaser or recipient with the PC at the time of transfer If you wish to purchase new licenses for Microsoft software please contact a Microsoft Channel Partner or Microsoft Authorised OEM Distributor 33 Guidelines for recipients If you are acquiring a second hand PC on which Microsoft software is installed whether as a purchase donation gift or otherwise you must ensure that the supplier provides you with the EULA original CDs and printed materials for each Microsoft program installed on the PC If the supplier is unable to comply with the terms of the EULA by providing you with the EULA and original CDs you may not use the software product In this case you must either acquire a license for the software or delete the software from the computer system 34 Volume licenses You should be aware that licenses granted under an Open License Agreement Select Agreement or Enterprise Agreement are not transferable other than in very limited circumstances If you are proposing to transfer a computer system containing Microsoft software which is licensed under a volume license agreement please refer to your agreement to ascertain what is permitted 29 SAM Quick reference guide SAM For detailed information visit www microsoft
26. return policy for 4 7 Yes No Did you acquire all the software installed on your PCs laptops and goods which you are not satisfied with servers from reputable sources If you are familiar with any of these scenarios and are concerned about piracy in your 5 LJ Yes No Does your organisation have a written policy for copying software and organisation take the Are You at Risk quiz on the next page to help determine your current or purchasing software licenses licensing situation If you answered no to any of these questions or if you are unsure about any of your For more information on what you should be looking for visit answers then you need to evaluate your organisation s software situation in greater detail www microsoft com au piracy basics whatis aspx The next chapter of this guide will outline the steps you need to take to implement SAM in your organisation Are you at risk 10 11 What are the steps to SAM We understand that maintaining control of and managing your software licenses can be extremely challenging That s why we have developed a step by step process to make SAM easier for you Step 1 Perform a software inventory Performing a software inventory is the first step in any SAM plan Performing an inventory will establish the number of desktop PCs laptops and servers your organisation has in use and the type of software installed on each computer Depending on your company this initial step may or
27. sions of that single product 22 23 19 What is concurrent use of software Are concurrent Product Use Rights PUR available to commercial volume licensing customers Concurrent use is the sharing of software licenses among multiple users Commercial volume licensing customers are not offered concurrent product use rights through volume licensing For further details please check your specific Microsoft product and version 20 What is the Product Use Rights PUR document PUR are the product specific terms and conditions that govern how our products can be used in the volume licensing programs They are the equivalent of the EULA that a customer would receive when purchasing a retail product Much of the wording is common to both the EULA and the PUR It is an addendum to the Open License Select License or Enterprise Agreement and list for each customer how they can use the products that they acquire through the volume licensing program they are participating in The PUR document can be found at www microsoft com au licensing basics default aspx 21 When I upgrade a Microsoft product does my End User License Agreement EULA for that product change Yes The EULA included with the upgrade version sets forth the license rights for both the original product and the upgrade With every new upgrade product you will receive a new EULA Upgrade versions are treated as part of the whole product because an upgrade often
28. software can help address and resolve these issues improving workflow and efficiencies Justify investments in technology Software management can help organisations identify what software investments have proven beneficial while highlighting those areas that may need upgrades or new programs Avoid costs and fines Abuse of software licenses can result in financial penalties and legal costs Additionally Directors can be individually liable both in criminal and civil proceedings for any copyright infringement that occurs within the organisation Maintain integrity and honesty Be secure and reliable Software management will help ensure that your organisation is using genuine software and is paying for all the software in use This will give peace of mind to management employees and shareholders alike Unauthorised software can contain viruses that may potentially damage both individual computers and entire networks Ensuring that your company is using only authorised genuine software will help alleviate these concerns Be eligible for technical support and product upgrades When using licensed software you are eligible for technical support and product upgrades from the software publisher Be efficient and productive With properly managed software you can be assured that employees will not be focusing time on the software issues raised above Instead they ll be focusing on your company s core
29. specific PCs or for a few specific software programs Determine prepare for future catastrophes All organisations should have a thorough Disaster a threshold or error for these spot checks If the difference between the software Recovery Plan DRP that describes what to do if tragedy strikes A section of the DRP inventory report and the spot check is significant it may be wise to perform a full should discuss how software assets will be recovered This should include information software inventory on protecting and restoring your systems and software For downloadable templates and further information on Step 4 Develop a SAM Plan visit For downloadable templates and further information on Step 3 Review your policies and www microsoft com resources sam sbs_4 mspx procedures visit www microsoft com resources sam sbs_3 mspx 16 17 18 FAQ Intellectual property 1 What is intellectual property Intellectual property is a group of legislative and common law rights affording protection to creative and intellectual effort Intellectual property protection covers literary artistic and musical works including computer programs and inventions scientific discoveries industrial designs trademarks trade secrets confidential information The four most common forms of intellectual property are copyright patent trade secrets confidential information and trademarks 2 Importance of intellectual property protection In the
30. t or employee to install software on your PCs when you do not have a license for it For more detailed information on Software licenses visit www microsoft com resources sam lic_whatis mspx Software licensing basics What licensing solutions are available What licensing solutions are available Microsoft offers many licensing programs designed to meet your every need The terms and conditions that accompany the licensing program will vary according to the type of license purchased Use the table on pages 6 and 7 to help determine the best options for your licensing and software needs Once you have determined the best option for your organisation contact an authorised Microsoft reseller to acquire your software To find your nearest reseller visit www microsoft com au licensing buyit default aspx For more detailed information on licensing solutions visit www microsoft com au licensing What licensing solutions are available Most likely customers Microsoft OEM License Customers who are buying a new PC Retail Full Packaged Product License Customers who acquire at retail in very small volumes organisations with fewer than five PCs Microsoft Open License Program Customers with two to 500 PCs incorporating Open Business and Open Volume Microsoft Open License Value OLV Customers with2 to 250 PCs with mixed Microsoft product requirements Microsoft Select License Agreement Cust
31. tachment Master Business Agreement Enterprise Agreement Enterprise Enrolment and Product Use Rights attachment Where should look for the terms of my license agreement What records should maintain to assess license compliance Retain all documentation including the End User License Agreement may be provided in hard copy or online the Certificate of Authenticity media and manual Also recommended to retain all invoices You should retain the original End User License Agreement and a copy of your invoice Your electronic license copy can be found on your secure license Web site at eOpen microsoft com You should retain the original End User License Agreement and a copy of your invoice Order confirmation proof of purchase record of transfers or refer to your Select Agreement for details The License Confirmation is issued upon expiration of the Agreement What records should I maintain to assess license compliance End User License Agreements EULAs historically always accompany products in paper format Beginning in 1998 a number of Microsoft products were distributed without a paper EULA EULA customers need to retain their hard copy license agreements issued prior to November 1998 What licensing solutions are available Some national multinational branded Original Equipment Manufacturers offer multiple programs for shipping genuine Microsoft pro
32. uine Microsoft software 27 FAQ Guidelines for second hand PCs 31 Overview Both suppliers and recipients of second hand computer systems on which Microsoft software is installed must be aware of the terms of the EULA which govern the transfer of PCs on which Microsoft software is installed Failure to comply with the terms of the EULA when supplying a second hand computer system may put you at financial legal and professional risk In accordance with the Microsoft EULA the software can only be transferred if the EULA CDs and associated printed materials are physically transferred to the purchaser or recipient of the PC and the purchaser or recipient agrees to the terms of the EULA 32 Guidelines for suppliers If you are transferring a second hand PC on which Microsoft software is installed whether by way of sale donation gift or otherwise you must deliver to the purchaser or recipient the EULA original CDs and printed materials for each Microsoft program which is installed on the PC For example if you are supplying a computer system on which Microsoft Windows 98 and Microsoft Office 97 are installed you must supply to the purchaser or recipient of that computer system at the time of transfer the EULA CDs and printed materials for each of those computer programs FAQ Guidelines for second hand PCs If you are unable to locate the EULA or original CDs for a Microsoft program which is installed
33. when PCs are sold with preinstalled software however the customer does not receive the original genuine media and documentation therefore they are left with no proof of ownership and do not have fully licensed software What are the types of piracy you should look for Are you acquiring illegal software programs Scenario An acquaintance sells discounted software His offer seems fair and you need Facts the programs so you make the deal Counterfeiting software piracy on a grand scale occurs when software and its packaging are illegally duplicated often by organised crime rings and redistributed as supposedly legal software Counterfeiting can be very sophisticated including significant efforts to replicate packaging logos and anti counterfeiting security features It can also be unsophisticated consisting of software burned on to CDRs with inferior or handwritten labels Are you working with an authorised reseller Scenario You ve recently purchased a software license from your reseller It reads Not For Facts Resale on the packaging but you assume that didn t apply to your sale Mischannelling occurs when software is distributed under special discount licenses to high volume customers computer manufacturers or academic or government institutions and then redistributed to others who don t hold or qualify for these licenses Look for packaging marked as Academic Price Not
34. world For more information on SAM visit www microsoft com au sam What is Software Asset Management SAM What are the benefits of SAM Managing an organisation can be both gratifying and overwhelming With so many decisions and management responsibilities it s not uncommon to let important details slip However proper software licensing is an aspect of your organisation that should receive the utmost attention Software Asset Management can make a world of difference in the smooth operation of your organisation Likewise illegally copied software acquired intentionally or not is an unnecessary risk that can put your company in jeopardy Implementing a step by step SAM process will provide numerous benefits for an organisation Specifically it will allow you to Save money Good software management can help you determine what software you do and don t need It can also help you take advantage of volume license discounts offered by many software publishers and determine how to deploy software more efficiently company wide Manage technological change Software management can help your organisation identify its software needs avoid obsolescence and ensure proper technology enabling you to stay ahead of the competition Alleviate communication and data transfer problems In organisations where acquisition of technology has gone unchecked many different platforms and versions may exist Managing
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