Software Asset Management - Details

What is it?

It is the process of managing and tracking your software assets. There are usually four steps involved.

Step 1: Perform a Software Inventory.  Find out what you are currently using.

Step 2: Match Software with licenses and locate documentation.

Step 3: Review Policies and Procedures

Step 4: Develop a SAM Plan

Microsoft SAM Step-by-Step animated training

Benefits of implementation

• You know where licenses are being used
• Save Money
• Helps to avoid over-counting or under-counting licenses
• Aids in assigning licenses
• Helps determine if you’re qualified for volume discounts
• Manage Technological Change
• Helps in determining if you need to retire software or hardware
• Work More Efficiently
• Justify Investments

Risks of non-implementation

• Lack of technical support
• Difficulty determining upgrade paths
• Potential exposure to viruses and/or security threats
• Software compatibility issues

What you can use to keep track of your licenses

• Database: You can an excel spreadsheet to keep track of your software assets
• Send info to software@tulane.edu for input into University’s database. If you take advantage of this option, you must provide information indicated in the next section (titled "What to track").

What to track

• End-user’s name and contact information (phone, e-mail, address, department/division, community status)
• Computer name, if user has more than one computer
• Computer’s physical location
• Software developer
• License type
• Date ordered
• Expiration date
• How purchased (PO, P-card, personal purchase)
• Proof of license (Physical or electronic copy of one of the following: purchase order, invoice, order acknowledgement, or license confirmation)
• # of licenses
• Cost per license
• Software name
• Software version
• Software license key
• Number of licenses

Types of Software Licenses Individual (Single-user)

• Perpetual license
• Subscription license
• Freeware license
• Shareware license
• Special Channel Licenses
• OEM (original equipment manufacturer)
• Educational or Academic Software
• Not for Resale (NFR) Software License
• Concurrent Use

Individual/Multi-user licensing

• Volume licenses
• Site/Enterprise
• Network/Multi-user licenses

Server (Network)

• Per Seat (Machine)
• Per Processor
• Per Mailbox
• Per user

Add-on’s to existing or new licenses (optional)

• Upgrades
• Student use
• Home use
• Secondary use
• Work-at-home rights
• Subscription/Maintenance
• Technical Support

**In-depth explanation of each type of software license.