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SAM experts remain one of ITAM's primary pillars, but demand has also grown substantially across other industries that specialize in its management.
Software Asset Management plays an essential part of IT Asset Management. Software Asset Management solution encompasses software discovery, forecasting software usage patterns, and software license compliance to ensure maximum use.
In addition, this tool gives complete visibility over software installed on your network by tracking how many licenses were purchased, installed, or remain - giving total visibility over its presence and usage patterns as well as helping inform decisions regarding license allocation needs.
What Is Software Asset Management (SAM)?
Over the last several decades, most businesses have witnessed technological innovations which have enhanced their work efficiency when managing assets needed to run their business.
We can see this when looking at automation which has allowed businesses to be agile, mobile, and flexible as a result; but has led them down a path of increasing reliance on software tools used for optimizing processes and increasing overall productivity. SAM refers to Software Asset Management which involves overseeing assets a company needs in order to operate effectively.
SAM (software asset management) refers to a set of policies, procedures, and processes used in an organization for procuring, installing, using, maintaining, and disposing of software applications within it.
As part of IT asset management practices, it helps ensure licensing agreements are upheld as well as helps reduce overspending by organizations.
SAM serves three primary goals: speed up the discovery of software assets, verify end-user license agreements (EULAs), and enable the ethical use of freeware.
SAM documentation helps organizations protect themselves against anti-piracy lawsuits, prevents the overuse of licenses inadvertently, and gives a layer of shadow software control.
SAM in large organizations can be complex, necessitating both an experienced team as well as software Asset Management tools for creating and maintaining an asset database to store details about software purchases, subscriptions, patches, and license agreements.
SAM teams typically need to renew license agreements regularly as well as identify any seldom used programs and eliminate them as soon as possible.
Software Asset Management Encompasses Three Core Areas
Software Licensing
A SAM strategy's primary purpose is ensuring compliance with software products in use throughout a company by managing, updating, and renewing terms, policies, installed software, and product usage across an enterprise.
Software vendors tend to be very strict about licensing agreements; businesses should make sure not to violate them in any way.
Software Audits
When vendors suspect a business is violating its terms of service, they can conduct a license audit to investigate the potential misuse of their software license.
Such an investigation can reveal any instances of misuse which can prove expensive for your organization and disrupt daily operations; such infringement could even give rise to legal disputes down the road - with SAM helping reduce this cost significantly.
Software Asset Management
Software Asset Management can optimize spending, reduce costs and get rid of unused software. Without proper SAM plans in place, businesses could end up overspending on the software they do not use or need.
This is especially crucial with SaaS applications which often come equipped with features that become irrelevant over time; to keep costs under control, it's vitally important that businesses understand which components they regularly use regularly while others can go unused; also, passing their audits without fail!
Software Asset Management Best Practices
Organizations need to incorporate Software Asset Management best practices into their operating systems for maximum effectiveness and success.
Below is a list of SAM Best Practices:
Gaining The Support Of C-Suite Executives
To make sure that implementing SAM runs smoothly, be sure to enlist an experienced C-suite executive from early on as an advocate and collaborator in creating an impressive business case for cutting IT expenses.
Selecting An Appropriate Tool
It can be daunting sifting through all of the Software Asset Management tools on the market; choosing one should not be daunting.
A suitable SAM solution must be both scalable and flexible enough to align with a business model's specific requirements yet offer features for software license management as well as operational/financial metrics measurement that enable team decision-making processes.
Establish The Ideal SAM Team
In order to effectively implement Software Asset Management (SAM), one needs the right skill sets. In order to guarantee its optimal operation, creating the ideal team containing people capable of handling Software Asset Management should be prioritized when selecting individuals for this position.
Measuring SAM Success
To evaluate your SAM system's success, set KPIs. Your SAM team should monitor the license recycling rate as well as the total license count relative to unutilized ones on a regular basis.
Software Assets Categorised
Software Asset Managers (SAM's) primary objective is to catalog all software used within your company and classify each program according to how it impacts business operations.
Software License Recycling
A SAM team should prioritize recycling software licenses over purchasing new ones whenever possible. Take, for instance, when an employee leaves: you could transfer their license without incurring additional expenditure; recycling licenses is a great way of cutting IT costs significantly and can save companies considerable sums each year! It should always be practiced.
Always Being Audit-Ready
Software Asset Management analyses are similar to gap analyses in that they should be run periodically to keep an eye on both licensed and unlicensed programs, as well as any under- or over-licensing issues that might put at risk your finances and reputation.
Conduct regular compliance analyses so as not to run into audit problems with regard to SAM analyses that could threaten both their financial standing and reputation.
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Best Software Asset Management Tools
SAM (Software Asset Management), in the IT industry, has reached its maximum efficiency and includes various forms of tasks.
SAM can be seen as an investment of time, capital, and knowledge by companies; its primary purpose is balancing licensed software assets at optimal levels while tracking how long they've been used from purchase through disposal - it has an enormous effect on optimizing assets with company growth and development; knowing about different Software Asset Management tools can ensure successful SAM integration.
Symantec Asset Management Suite
The primary aim of Symantec Asset Management Suite is to give companies a holistic view of their assets:
- Software audits should be carried out to ensure compliance.
- You should ensure there are no fines or penalties associated with vendors and, where applicable, refrain from purchasing unnecessary licenses in order to save more capital.
IT Asset Management Solution was designed to track all software and hardware assets within an organization's IT infrastructure with its comprehensive Computerized Maintenance Database (CMDB).
A Configuration Management Database (CMDB) serves to manage hierarchical relationships among assets, linking them with various configuration items like users and departments as well as locations, contracts, cost centers, or any other contracting entities.
According to its provider, the CMDB provides organizations with valuable insights into license statuses and locations of operating systems or platforms as well as application instances, according to which detailed and up-to-date data allows organizations to more quickly detect problems, find solutions quickly, document compliance obligations quickly and ensure system availability for service delivery.
Snow License Manager
Snow License Manager, another popular Software Asset Management solution, can be utilized in both cloud or on-premises versions for optimal software management needs.
Some benefits that Snow License Manager provides:
- Software Asset Management software was designed to reduce costs, mitigate risks, and streamline licensing for software and assets across networks.
- Employees can manage multiple software vendors, locations, and device types with one easy user interface.
- Snow License Manager allows users to easily import audit data from various platforms - Windows, iOS, and OSX are covered, as well as Unix, Linux, Android, as well as many others.
- Snow License Manager can automatically calculate compliance for every software licensed to a processor; both virtual and physical resources can be included as parts of its core license software license agreement.
Snow Inventory
Snow Inventory has quickly become one of the go-to Software Asset Management tools in numerous companies as more adopt it.
Snow Inventory helps maintain SAM structures by:
- This software automatically collects usage data on all applications running in the cloud or network, including virtual and streamed applications as well as server-side RDS or Citrix services running out of data centers.
- Snow Licenses Manager uses data analysis techniques to pinpoint opportunities for cost optimization and license harvesting and generate management reports on cloud services and applications used across them all.
BelManage
BelManage is an IT management tool developed specifically developed to streamline Software Asset Management processes within large organizations that deal with an abundance of software assets, this platform has several key benefits that make using BelManage worth considering:
This article covers the discovery phase of Software Asset Management using data analytics as its centerpiece for licensing software management and licensing as well as IT asset management & configuration management.
Flexera ONE
Flexera ONE software has also simplified configuration management processes.
Flexera One is an internationally-recognized tool for optimizing software licenses. Below are its advantages:
- Cloud and SaaS Management allows users to visualize their entire estate from on-premises through SaaS to the cloud.
- It offers robust integration that reduces risks.
- Cloud and SaaS Management is proven to lower costs while optimizing technology investments.
Why Is Software Asset Management Essential?
Are you aware that SaaS waste has nearly doubled year after year? SaaS waste refers to software purchased but never utilized within your organization, including duplicate and orphaned applications that you've paid for but never used.
Rapidly expanding companies often fall prey to this trap when adding several SaaS applications without proper planning - often at substantial financial cost if these rogue expenditures go undetected and cost hundreds of thousands.
Are you trying to cut costs without breaking the bank? An asset management system for software assets could provide the answer. Other advantages to consider in using SAM include the following:
Software Asset Tracking
Software assets can be challenging to track since they exist only as intangible files on computers or phones, making compliance monitoring more complex than with physical components.
Costly mistakes such as this one can quickly add up; US firms spend, on average, $255 annually for software that remains mostly or entirely unused by staff members.
Software Asset Management can reduce software costs while helping you manage SaaS tools more efficiently. SAM practices with clear usage visibility make controlling these expenses simpler than ever.
Asset Lifecycle Management
SAM allows for a greater understanding of the software's life cycle.
Plan
One of these processes entails determining what software your business requires and selecting an ideal solution that addresses all its requirements.
Purchase
Whilst purchasing software can be daunting, don't panic just yet - here comes Step three where licenses for software will be purchased and installed onto computers.
Commission
At this step, users will implement your new software into business processes (known as software deployment) and gain access.
Maintaining
Should any issues arise with your software solution, do not hesitate to get in touch with our software support team - they're there for your peace of mind and to maximize its value!
Retire
If the current software no longer meets your business needs, if its features no longer satisfy, or if your organization has evolved and needs change significantly, it might be beneficial to switch out for something different.
A SAM system helps you quickly identify stages, choose more suitable software applications, and identify when an existing solution no longer applies to your business needs.
Increased Accountability
You can rest easy knowing that your software asset management system complies with audits. Your software vendors will become more accountable to you, and having access to an audit trail of their compliance will prove valuable in tracking compliance efforts.
Automated Asset Discovery And Tracking
Asset management systems have automated discovery of new software or user accounts added to an organization's network, adding them directly into SAM as soon as they appear on it.
Your account administrator can quickly detect and prevent duplicate accounts as well as inactive software or accounts.
SAM And Software Licensing: Exploring Their Relationship
Software Asset Management and Licensing are distinct disciplines, although their definitions might seem similar.
Here we explore their differences to gain greater insight into their interactions.
Software Licensing
Software licenses are legal agreements made between an end-user and the vendor of software or copyright holder that outlines rights and responsibilities regarding use.
They inform users what types of activities can and cannot use an application; licensing informs the user what he/she can or cannot do with an app; software management of licenses must be undertaken correctly, or there could be serious repercussions such as discrepancies or instances of noncompliance which will have negative repercussions for both user reputation as well as finances.
Software Asset Management
Software Asset Management is an integral component of IT Asset Management and should be treated as such. SAM involves discovering new software applications, license compliance auditing and forecasting processes, as well as optimizing license usage patterns to gain full visibility over all installed programs within network systems and how many unclaimed licenses remain; SAM plays an integral part in monitoring usage trends in software license usage patterns and is dedicated solely for this task.
Let us now examine their similarities.
Relationship Between SAM And Software Licensing
Software License Management is an integral aspect of Software Asset Management; SAM covers more of an organization's software assets, whereas licensing involves rights associated with them.
Organizations do not typically employ two separate software license management teams. Instead, organizations will appoint one SAM team as both License Management and Asset Management teams; that team's main responsibility will include overseeing Software Assets, including license terms and conditions compliance.
How To Select The Ideal SAM Tool?
Many services and solutions for strategic account management (SAM) exist today - most in cloud form - making choosing one an arduous process.
But which SAM service or provider offers the optimal digital transformation service to match?
What factors should you keep in mind when purchasing a SAM? This section will answer your queries to assist in making an informed choice and selecting a software asset manager suitable to your business.
Consider these elements when selecting SAM software:
Consider Your Company Size
Assuming you operate a small business using only limited software applications, then chances are slim that you would break any laws due to using them.
Software Asset Management tools will save both time and money if your organization relies on multiple software and apps for operations and can assist with more effectively overseeing software usage.
Your Infrastructure Is Complex
This happens if Your company has undergone a merger or acquisition if multiple offices exist around the globe. Outsourcing some part of your business is often beneficial.
Due to multiple complex variables, however, tracking software can often prove challenging; using a SAM tool will simplify this process significantly.
What Is The Main Function Of SAM?
Software Asset Management tools typically focus on either inventory management, license management, or both; inventory helps identify accounts that may be costing money due to being underutilized, while license management ensures you meet regulatory compliance.
Think carefully about which licensing model best meets the needs of your business, and choose a SAM with inventory and license management capabilities.
Integrating Your SAM Tool Into Existing Systems
It is vitally important that a SAM seamlessly fits with existing systems within your organization, such as HR systems, IT asset inventories, and procurement procedures.
Always ask vendors if the tools they offer can connect seamlessly. Inquire if their tools can connect seamlessly, as well as what key features exist so you can assess whether or not they work effectively for your specific organization.
SAM Streamlines Software Management
By tracking inventory in real-time and optimizing usage patterns for maximum time and cost savings. Software Asset Management tools also increase accountability, enforce compliance standards, automate inventory tracking processes, and discover assets.
How To Implement An Effective SAM Program?
Software Asset Management is an essential element of IT strategies in organizations of any size and industry, helping lower costs while simultaneously increasing security while complying with licensing agreements and legal regulations.
Here are the steps for successfully implementing SAM:
Assessment Of Your Current Software Environment
For a successful SAM initiative, the first step should always be a comprehensive evaluation of your current software environment.
It is vital to identify all assets used within an organization as part of this assessment, in addition to areas that could pose threats, and devise measures to lower them.
Consideration must be given to all forms of software used within your company - be they commercial software, custom-built solutions, or open source.
Each has unique challenges which must be managed differently for optimal success.
Formation Of A SAM Team
Once assembled, an integrated cross-functional SAM group composed of members from finance, IT, legal, and procurement will be created.
Their task will include designing and implementing an appropriate SAM program as well as overseeing compliance with existing policies and procedures.
SAM teams should include individuals who specialize in licensing software, purchasing it, and optimizing usage to meet business requirements.
To make sure their SAM program aligns properly, including individuals from various departments is key to its success.
Develop A SAM Strategy And Policy
Assuming you have established a SAM team, the next step should be developing an asset management policy and strategy which details how software assets should be administered within your organization.
This should involve outlining roles, responsibilities, and procedures related to inventory control, licensing procurement optimization usage as well as disposal. SAM policies and strategies must align with the overall IT strategy and business objectives of an organization and be communicated to employees as such.
All should understand its purpose.
Implementing Software Asset Management Tools & Processes
It is the responsibility of the SAM team to select and implement SAM processes and tools which align with both its policy and strategy, such as software inventories, license management systems, and usage optimization tools.
SAM teams must establish processes to monitor software use and ensure compliance with license agreements, including conducting regular audits on usage patterns and agreements as well as procedures for disposing of software that no longer meets requirements.
This may involve regular audits of usage statistics as well as disposal policies for unneeded software.
Monitoring And Continuous Improvement
SAM teams must continuously evaluate and monitor the SAM program in order to ascertain its efficacy and identify areas for enhancement.
This may involve reviewing software usage data, conducting regular audits, and gathering feedback from stakeholders. SAM programs should be regularly evaluated to ensure organizations are managing software assets effectively and making the best use of their IT investments.
Core Processes For SAM
Software Asset Management relies upon seven core processes as the foundation for any SAM initiative.
Use Of Software
This policy/process outlines what actions users are permitted to take with installed software, so vendors can detect misuse and ensure their services comply.
Software Acquisition
Our experienced software purchase process helps companies acquire software. Through this method, they determine their needs as well as who will use and benefit from this purchase.
Software Implementation
Whilst Systems Administration processes facilitate proper deployment and approval for new software requests, System and Asset Management processes help streamline applications and software deployment and usage.
Employee Movement
Any software being utilized by new hires, department changes, or departing employees must be tracked so it can be reallocated accordingly to new employees.
Disaster Recovery
Anytime disaster strikes, software asset management processes help maintain crucial IT services and software until its effects have subsided.
Recycling
Software recycling can help ensure software assets are redistributed efficiently and in an orderly manner when employees leave an organization, as well as avoid hidden fees or costs that might otherwise appear - something which should also apply when reviewing license agreements within an enterprise.
License Compliance
SAM processes are also crucial in helping companies meet license compliance audits quickly and address any problems as soon as they arise.
Why Should You Choose Software Asset Management for Your Business?
Software asset management (SAM) is an indispensable practice in IT departments, giving visibility on software resources within your organization that may aid decision-making about use, upgrade, or exit options.
Adopting SAM systems such as an enterprise asset system can be fruitful in the following ways:
- SAM helps companies attain maximum transparency in the software ecosystem, enabling vendors to differentiate between the products they support and those they do not support, creating an extra layer of security to avoid noncompliance costs and save on wasted effort.
- Your SAM team can also ensure compliance with the COBIT framework or ITIL V3 service standard management standards in terms of procedures and operations for SAM management.
- SAM analyzes all software license purchases to automate the information gathering from multiple devices like mobiles, desktops, and data centers.
- Software Asset Management tools provide an efficient means of keeping track of how many licenses remain.
- With this knowledge at hand, reallocated or removed software that is no longer being utilized can be reallocated or deleted to reduce additional expenses and save on costs.
- Software Asset Management Tools can be invaluable resources for organizations that wish to streamline the purchase of perpetual licenses, subscription-based licensing, or fall under volume licensing programs.
- SAM software features an intelligence layer that alerts SAM team members of specific licensing criteria related to software licensing and Asset Lifecycle Management in order to actively find ways to reduce costs - for instance, identifying instances when support costs could be combined into license fees, for instance.
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Conclusion
Software is essential in any organization, no matter its industry. Even for basic tasks like emailing or typing, employees depend heavily on software licenses for email and typing tasks.
Software Asset Management (SAM) services provided to employees if they use certain applications, such as software, are ultimately paid by all of them through payroll deduction. SAM plays a pivotal role in overseeing software assets efficiently over their life cycles - an indispensable competency within organizations heavily dependent upon software.
