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Software Asset Management - Detail

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.

Technology Services, Tulane University, New Orleans, LA 70118 -- TSNOC: 1-866-276-1428 -- help@tulane.edu