Software Asset Management

Software Asset Management can be complicated - especially if there has never been any control. Ultima uses a 'tried & tested' methodology which has been used many times, and can be tailored to suit any organisation, from small single-sites, to complex global companies. Ultima has a dedicated Software Team, Project Management Team, security experts and experienced field engineers whose skills can be called upon to ensure the integrity of a Software Asset Management project.

Many (if not most) organisations are unsure of their software license position, and in most cases don't have an effective process by which to manage licenses on a day- to-day basis. This situation presents two key problems - legal compliance and budget overspend. It happens all too easily. Staff numbers go up and down, there's an acquisition, you lose track of the employees who are working off-site, and some employees have a desk PC, a notebook and a handheld device. No wonder IT departments struggle to keep up!

Organisations that provide a myriad of software applications for their workforce in order to make them as productive, competitive and cost-effective as possible are expected to pay for each and every point of use. After all, no one is forcing them to adopt and use a particular application! The implication of not maintaining the correct number and type of license for ALL applications used within an organisation is now a legal matter backed by the power of the law. Quite simply if an organisation is not licence compliant the company executives are leaving themselves open to prosecution under the terms of the Design Patents & Copyright Act.

The Federation Against Software Theft (FAST) and Business Software Alliance (BSA) are very active in identifying offenders and law suits are not uncommon. There have already been a number of widely published cases of organisations being prosecuted and fined, and the number is set to rise. With the estimated 'cost' of software piracy at around £204m in the UK last year, application developers and publishers are now trying to address the issue by getting increasingly proactive in seeking out offenders. There is even a phone-line where individuals can report organisations who they think are breaking the law. It only takes one disgruntled ex-employee to blow the whistle...

Another problem experienced by organisations is that spending on new licenses can get out of control. If you don't know exactly how many licenses you have for each product, how can you know if you could be qualifying for discounts? Large software publishers, like Microsoft, all have their own software licence volume purchasing agreements and each one is different. It's a minefield of information and it's a brave IT Manager that sets out to understand the intricacies of each software vendor. Thousands of pounds can be saved if organisations only pay for the software which is actually in use and if software licences, including version upgrades, are bought in the correct way, using a software licensing scheme that suits the organisation.

Software Audit

Organisations of all sizes will benefit from taking a close look at the management of their software assets - if they get it right they will save money and be legally compliant. Once the situation has been established the next vital step is to ensure that effective year on year software budget plans are established so that only what is needed is purchased! Finally, it is important that a cost-effective management framework for ongoing control is implemented. Ultima has the expertise to assist organisations with all phases of their software asset management which can include some or all of the following:

Initial Project Scoping Exercise This phase is used to get an understanding of the extent of the project and to estimate the likely schedule.

Benchmark Assessment A review of the existing arrangements, i.e. the policies and procedures currently in place.

Software Audit Establishing exactly which applications are being used and by how many users. Appropriate tools are utilised to establish the facts and to monitor usage on an on-going basis. Engineering resource may also be used if a manual audit is is favoured or found to be necessary.

Data Analysis The findings of the audit are analysed.

Software vs. License Reconciliation Tying up the software in use with the actual licenses held.

Ongoing Review & Implementation of Software Management System Implementing policies and procedures for ongoing, effective and legal management of software position.

To find out more about Ultima's Software Asset Management and Audit services, telephone 0118 902 7256/7215, or email softwaresales@ultimabusiness.com.