What are the best practices for managing software assets across multiple locations?

Unfortunately this is the wrong approach. Many companies think that having such a tool solves their problem. A SAM tool may provide you with the inventory, but you will only have numbers. These numbers only provide visibility in which software is running, how many installations of a certain software are there etc. You need to make the tool work for you. For a start you will have to enter all software purchases in it. The tool wants to know what you're entitled to. Otherwise, it will not be able to show the short fall or surplus. SAM is more than just a technical tool.

Use centralized asset management systems and tools to maintain control and visibility over software assets across all locations. This allows for efficient tracking, monitoring, and reporting. Integrate security measures into software asset management, considering the specific requirements of each location. This includes measures to protect against unauthorized access and potential cybersecurity threats. Regularly back up software configurations and settings to ensure quick recovery in case of system failures or disasters.

If only it were that simple. There are different SAM tools available and the correct choices (yes, plural, not singular) must be made based on your business model and unique software inventory. If you are in the engineering or scientific industries, there are special SAM products that can manage the complexity of the license types of CAD, FEA and BIM tools. If your enterprise runs on SAP, there are SAP point solutions. There are general solutions that are adequate for less specialized organizations, but you will need to do your homework. A second consideration is your SAM/ITAM maturity, and your teams that use the SAM tools. The tools help identify areas that need optimization. Your SAM team need to analyze and act on the information.

Go for a central SAM (Software Asset Management) superhero tool! ???? All-Seeing SAM: Imagine a dashboard that shows you all your software goodies - who's using what, where. It’s like having a spy satellite for your software! ??? Auto-Magic: This SAM tool sorts out everything - from counting your software treasures to updating them. It's like having a robot sidekick! ?? Save the Loot: Find and ditch the old or unused software. It's like cleaning your digital closet and finding extra cash! ?? Scale it Up: Make sure your SAM can grow with you. It’s like choosing a backpack that fits all your gadgets and snacks. ?? Choose a SAM that fits your world, and you’re set to be the software boss across all locations! ??????

Effectively manage software assets across multiple locations: Use a centralized asset management system for consistency. Choose consolidated license agreements to cover all users. Conduct regular audits for license compliance. Standardize software across the enterprise. Control software access with role-based privileges. Provide consistent training and support for users. Maintain clear communication with software vendors. Periodically review and adjust asset management strategies. Distribute clear software usage and acquisition policies. Integrate SAM with IT Service Management (ITSM) processes. Consider cloud services for easier access and management. Ensure robust asset reporting for informed decision making.

Effective SAM process, policies and procedures are one of the key requirements for the SAM maturity journey. When you are managing across different geolocations, clearly stated policies as to license entitlement, availability and harvesting should minimize denials at peak times, as well as potential compliance risks introduced by BYOD and BYOL (bring your own device, license). We have not mentioned FinOps yet. Most organizations are still getting to grips with the alignment of FinOps with ITAM, SAM, ITSM and the organization as a whole. If you are still working on your software policies and procedures, take the opportunity to define them in the light of FinOps and ITAM alignment, as well as GreenOps, which will be big in 2024.

This is where software asset management software comes into play. It gives you the visibility of what is happening in your software portfolio. Where you are using concurrent licenses, you need to be able to balance the number of licenses available against user demand, and decide whether more licenses are needed, or just closer management with techniques like license harvesting. Chargebacks are a very effective instrument in keeping software licensing costs down; once license costs are attributed to the business unit and users in that unit, the head of department will be very aware of unnecessary spend. This should be achieved with tactful change management and education, and is a key milestone on the journey to software maturity.

While this sounds rational and an easy solution, all of the organizations out there who have taken the plunge know that it is not the quick fix it promised to be. Hence the rise of FinOps to manage the cloud. Understanding the cost structures of the hyperscalers (AWS, Google and MS), let alone other cloud solutions is a mastery all on its own. Plus, you need to build a bridge between the FinOps and ITAM teams, and create synergy rather than discord.

We have already mentioned the importance of educated users and managers. The irony in many organizations is that license costs are placed firmly in the budget of IT, who do not use the software or understand its importance to the business, especially with specialized software. This is where chargebacks are so vital; the users of the software (and their managers) are aware of the costs incurred in using a specific software tool, like PTC Creo or Catia, and become more mindful when checking out a license. The rise of FinOps has opened the eyes of CFOs and other C-suite executives to the importance of effective ITAM and SAM management. The impending requirement for IT sustainability (GreenOps) will further raise ITAM's profile in 2024.