How do you track and manage desktop application licenses in your organization?

The first step is to identify all desktop applications in use by scanning the network, devices, and servers using tools like PowerShell, Microsoft Endpoint Manager, or third-party SAM solutions. Additionally, review purchase records and contracts to verify license entitlements and ownership.

In the course of my working as a desktop support engineer, the regulation of desktop application licenses is crucial for legal aspects and budgeting. Organize licenses based on the type of productivity, security, etc., and assign appropriate roles to the users accordingly. Monitor contract expiry, and thus minimize interferences and maximize utilization. The license information has to be managed using tools such as Flexera or ServiceNow to track, monitor, and enforce. Any periodic examination shows the organization what licenses were acquired but not effectively used, which leads to cost cut.

Next, categorize licenses by type (perpetual, subscription, volume, open source), status (active, expired, suspended), and usage (frequency, duration, concurrency). This helps assess demand, availability, and identify any gaps or overlaps in your license management.

The third step is to optimize licenses by consolidating, upgrading, renewing, or retiring them based on their type, status, and usage. Compare license consumption with entitlements to avoid under-licensing or over-licensing, minimizing legal risks and unnecessary costs.

The fourth step is to monitor licenses using tools like license keys, activation codes, or SAM solutions to ensure compliance and proper functionality. Regularly review and update license policies to reflect changes in the organization, applications, or regulations.

The final step is to report on license inventory, usage, compliance, and savings using tools like spreadsheets, dashboards, or SAM solutions. Share these reports with stakeholders to support decision-making and improve security, compliance, and cost-efficiency in managing desktop application licenses.

It's important to continuously assess and adjust your license management strategy as technology, regulations, and business needs evolve. Regular training for staff on compliance and efficient software usage, along with leveraging automation tools, can further streamline the process and reduce risks.