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Software Asset Management - Detail

What is Software Asset Management?

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 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.