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SOFTWARE LICENSING
HOW GOOD IS YOUR SAM ?
ARE YOU PREPARED FOR A SOFTWARE AUDIT?
Michael Cooper, West Virginia University
West Virginia University
• Public, land-grant institution, founded in 1867. Located
in Morgantown, West Virginia
• Sixteen colleges and schools offering 185 bachelor's,
master's, doctoral, and professional degree programs
• Main campus: 29,500 students 21,500 undergraduate
• 8000 faculty/staff
• Four regional campuses
• WVU Extension Offices in all 55 counties
POLL
Recently received Compliance Audit notice
Ongoing Compliance Audit
Completed Compliance Audit
Never been audited
WHAT IS SAM?
Software asset management(SAM) is a process
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managing and optimizing the purchase
deployment
maintenance
utilization
disposal
ITIL DEFINES SAM AS
“…all of the infrastructure and processes
necessary for the effective management, control
and protection of the software
assets…throughout all stages of their lifecycle.”
GOALS OF SAM
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Reduce costs
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Limit risk related to the ownership and use
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Maximize responsiveness and productivity
CAPABILITIES
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A single interface to deploy all hardware/software
inventory and IT asset management processes
Asset data audit, tracking
Tracking of all hardware/software assets within a single
database
Asset tracking throughout the lifecycle including move,
add, change and delete activities
Service and maintenance contracts ensuring accurate
tracking of financial and service impacts of asset
changes
Software metering functionality providing accurate
monitoring of application usage
Details on discovered software applications
LEVELS OF SAM
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Post graduation employment
Meaningful sense of inclusion
Sensitivity and flexibility
Fun place to work
THE FUTURE IS “CLOUD”
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SaaS – Software as a Service
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PaaS – Platform as a Service
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IaaS – Infrastructure as a Service
SAAS
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most hype/focus
USD $12bn in 2011 /$22bn by 2015.
Salesforce.com and Office365.
The SaaS providers bill monthly
systems and processes can cope with
monitoring SaaS spend
PAAS
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relatively uninteresting to the enterprise.
Azure and Cloudbees are examples of PaaS.
USD $0.5bn in 2011 / 2015 $1.7bn,
PaaS is mainly used by SaaS companies as a
platform for their offerings and to interconnect
data.
IAAS
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Where your focus as an enterprise SAM practitioner
needs to be.
The phrases “Internal Cloud”, “External Cloud” and
“Hybrid Cloud” typically refer to IaaS clouds.
Moving from physical servers to an internal, shared
services cloud of VM’s is what IaaS is all about.
Migrating from internal VM’s to externally hosted VM’s in
Amazon AWS or Rackspace is also IaaS.
USD $4.2bn in 2011. / $19.6bn by 2015 –
IaaS is the game changer for enterprise/corporate IT.
TAKE ON TOO MUCH
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Prioritize the events and vendors
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Go for quick wins!!
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CRAWL, WALK, RUN
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80% software spend = 20% supplier portfolio
JUST A TOOL WON’T DO IT!!
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People
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Processes
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Tools
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= Savings and compliance
DEFINE SUCCESS
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Define metrics and dashboards
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Measure
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Not just back office function
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= Savings and compliance
RESOURCES
1.
ISACA audit program ‘Software Licensing’
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COBIT 5:
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www.isaca.org
a)
APO10.02 Select suppliers
b)
BAI03.04 Procure solution components
c)
BAI09.05 Manage licenses
TechRepublic’s Software license compliance in 6 easy steps:
http://www.techrepublic.com/article/get-it-done-software-license-compliance-in-six-easy-steps/5034304
4.
Business Software Alliance http://www.bsa.org/country.aspx?sc_lang=en
5.
Business Software Alliance: Software Audit Tools
http://www.bsa.org/country/Tools%20and%20Resources.aspx
6.
Business Software Alliance: Government Guide for Software Management
http://www.bsa.org/~/media/C72B329D6F7E4B46A7467DE0151210A1.ashx
7.
eHow’s Prepare for Software Licensing Audit:
http://www.ehow.com/how_2102721_prepare-software-licensing-audit.html
8.
Sassafras KeyServer
http://www.sassafras.com/auditing.html
CAN YOU ANSWER THESE QUESTIONS?
How does your institution track software?
How many resources are deployed for SAM?
Have you used Engagement Services such as SoftAID or CDW?
How are your resellers helping you with SAM?
Does your Internal Audit office understand the risks?
Are all your Software agreements reviewed by General Counsel?
POLL
Audited by
Microsoft
Adobe
Oracle
Novell
Other
DISCUSSION
ADOBE CHANGES - CONCURRENCY
After your CLP expires, you no longer can use concurrent
licenses in non-classroom/library installations.
This impacts those who are using concurrent licenses to
deliver Adobe products to staff and faculty in their
administrative offices or laptop computers.
Concurrent licenses can be used to install the product
on a single user PC.
ADOBE MAINTENANCE
As of Jan 1, 2013 not available on:
Design Standard Design and Web Premium
Master Collection
Photoshop CS6 Extended
InDesign CS6
Dreamweaver CS6
Premiere Pro CS6
Audition CS6
Prelude CS6
Production Premium
Photoshop CS6
Illustrator CS6
Flash Pro CS6
Fireworks CS6
After Effects CS6
SpeedGrade CS6
InCopy CS6
ADOBE OPTIONS
Individual products – perpetual license
Enterprise Term Licensing Agreement
Creative Cloud - Future
DISCUSSION
AUDIT PROCESS
Software License Review Process
The Adobe software license review process is comprised of the following standard procedures, including
but not limited to:
1. West Virginia University’s completion of the attached Adobe Environment Worksheet,
which will help determine the scope of the review. Please be prepared to discuss these
worksheets in detail at our initial conference call, to be set within five business days of the
date of this letter.
2. Submission of an Active Directory hardware report exported via the Windows based CSVDE
command tool (see attached instructions). This tool needs to be run on each domain within
your organization (if more than one). This report(s) is due to Adobe within 15 days of the
date of this letter.
3. Submission of two installation data reports from your specified Software Asset
Management (SAM) tool or Adobe scan tool (if needed) for all regions deemed within scope,
as agreed upon during the phone conference. These reports are due to Adobe within 30
days of the date of this letter and will include the following:
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Desktop data - for all workstations in your organization
Server data - supplemented by the Adobe Environment Worksheet
4. Submission of all additional purchase data, including data from your resellers, for all related
entity names, for all regions, for all available historic dates, within 30 days of the date of this
letter. To ensure completeness, please include the most data possible and go back in time
as far as the reports allow.
5. Upon complete submission of the above deliverables, Adobe will compare your software
deployment with your license purchases and the terms of the associated EULAs. Adobe will
submit to you a findings report including complete license reconciliation for your records.
6. If the above analysis shows a deficit in licensing, we will ask that you work with your Adobe
Account Manager and/or your reseller of choice to resolve any compliance findings by
purchasing the deficient licenses immediately and no later than 14 days from the
notification of findings by Adobe.
Please prepare to make all supporting records available upon request. These steps will help to ensure an
efficient review process as well as proper licensing for your organization. We have also enclosed a
document containing frequently asked questions for your review.