Savvy Software Mangement Techniques
Author: Scott Davidson
April 2007
By Scott Davidson, Heartland Area General Manager, Microsoft Corporation Small and Midmarket Solutions and Partners Group
As businesses begin migrating to the new Microsoft Windows Vista operating system and the 2007 Microsoft® Office system, they are finding that that this is a critical time to gain a better understanding of exactly what software they are running in their operations and what steps they should take to optimize that software to take advantage of Windows Vista features.
Windows Vista is the most secure operating system Microsoft has developed to date. Moreover, combined with 2007 Microsoft Office, it simplifies the way people work together and dramatically reduces the amount of time required to find and retrieve files, thereby significantly improving productivity.
To take full and immediate advantage of this powerful new technology, however, businesses must be certain all their software is secure. A virus that spreads from a piece of software that someone brought in from home, for example, can cripple any IT network. Likewise, businesses must ensure that their technology is placed in the hands of the employees who need it most to maximize the company’s efficiency. Software that sits on an unused machine or on a shelf is not adding to the company’s profitability.
To ensure they are ready for the upgrade to Windows Vista and the Microsoft Office system, and to get the most from the dollars they are investing in their technology infrastructure, many companies are adopting software asset management (SAM) techniques. They’re finding that SAM speeds the implementation process.
Here are five SAM tips to identify, verify and set policies for software currently on the company’s computers and future software acquisitions. To implement SAM, businesses should:
- Review current software policies and procedures to ensure that only authorized, virus-free software is operating on the IT network and to prohibit employees from installing downloaded software or software they purchase on their own that has not been approved by the IT department.
- Perform an inventory of software to determine which applications are on which machines, which software is being used the most and which is sitting in storage without ever having been installed. Companies pay license fees on software, and unused applications can result in substantial unnecessary fees. Similarly, the inventory should indicate if specific software has been deployed to the individuals in the organization who need it most. Automated tools are available online for performing this inventory, programs that will search the company’s entire network to find and record all the applications that have been installed. Microsoft.com/sam offers a list of such tools from third-party providers. Alternatively, the company can carry out the inventory manually by checking the list of programs on each of its computers.
- Locate license documentation. Companies should retain and have ready access to information on the number of copies of each application that it has purchased and the license requirements for this software.
- Match software with licenses. Sometimes companies find they have not paid fees on all the copies of the software being used. At other times, they are paying for software that has not been deployed to workers. And on still other occasions, the company determines it may be eligible for discounted fees, based on quantities ordered, but has acquired software piecemeal and failed to take advantage of those discounts.
- Create an ongoing software asset management plan. A one-time inventory in itself is not sufficient to optimize the company’s software usage. The business should develop a plan for how software will be acquired and deployed in the future, who is authorized to purchase software, when and how software will be retired, and how software will be inventoried on a periodic basis.
This SAM process offers a number of benefits to companies as they invest in new operating systems, new people and new capabilities. First, it enables companies to optimize their technology assets. By making certain that they are not running different versions of a particular application or operating system, they can avoid potential technical problems and maximize employee efficiency. When software operates properly, businesses function more smoothly and people can do their jobs with fewer technology interruptions. Likewise, fewer problems mean less troubleshooting and training, reducing the costs involved in addressing technology issues.
Secondly, SAM helps assure the business’ processes by improving the security of its software. Knowing that only authorized software is running on the network mitigates risk and offers peace of mind to management and employees alike. Also, companies that use genuine, licensed software usually have access to free or low-cost technical support and product upgrades, neither of which is available for unauthorized software.
Finally, businesses rely on SAM to help them build for the future. The SAM methodology enables management to determine which applications are providing the most value to the business. As a result, they can make better decisions on where to invest their future IT expenditures for upgrades and related software, while removing software that the organization does not need and that is not adding to the company’s productivity or innovation.
SAM becomes even more important as companies introduce Microsoft Windows Vista and the 2007 Microsoft Office system to their networks. The SAM process helps businesses carry out these upgrades much faster and far more efficiently so that companies can begin taking advantage of their software’s productivity aspects more quickly. The new operating system and Office suite offer unprecedented opportunities to improve business efficiencies and productivity. Software asset management can assure company leadership that they are obtaining the full value from their investment in Windows Vista Microsoft Office, are slashing unnecessary costs, and are implementing Window Vista and Office upgrades efficiently to gain an even more rapid return on investment.
About the author: Scott Davidson is the Heartland Area General Manager for Microsoft’s Small and Midmarket Solutions and Partners Group, which consists of Kentucky, Michigan, Ohio and Tennessee.
