Software Asset Management Miami University Fall 2009
What is SAM? • Purchasing, deploying, managing and tracking software from purchase to the retirement of the software. • The lifecycle of software
Why is Software Asset Management Important? • Software is an Asset • FY08 • $425,000 spent on new, non-capital software purchases • $1,000,000 spent on renewal of maintenance outside of IT!
Why is Software Asset Management Important? • Documented Cost Savings • Educational pricing • Volume discounts • Consolidated purchases • Adobe • FY07 $177,000+ over education pricing • FY08 $104,500+ over educational pricing • Techfee Purchases Fy07 $100,000 additional savings. • IT Services Budget cost savings or cost avoidance • FY08 $324,400+ • FY09 $407,027 • Miscellaneous Saving $31,834
Why is Software Asset Management Important? • Compliance • What we don’t know can hurt us! • 1 in 4 pieces of software is illegal! • >2500 employees = audit in next four year! • Ramifications of non-compliance or deliberate piracy • Huge fines starting at $150K • Loss of employment • Jail!
Why is Software Asset Management so difficult? • Inconsistent licensing models that are difficult to understand. • Similar or same terms might mean different things. • Volume license keys make it very easy and tempting to use improperly. • Home use is not a component of all agreements. • Who reads those End User Licenses anyway? • What happens if I don’t read? Am I still responsible? • Yes!
What is your responsibility? • Acknowledge that this is a departmental responsibility. • Responsible Use of Computing Resources-section 16.6.A.2 • As a department/division: • Develop good SAM Strategies • Inventory existing software • Locate and store purchase documents • Develop a departmental specific tracking mechanism • Identify a single location for documents (Remember any of us could win the lottery!) • Electronic or manual • Determine best location or process for storing media and lock it up!!
What is your responsibility? • Know the best way to obtain software • Step 1-Software download page www.muohio.edu/software Free or site licensed software • Step 2-Software store www.software.muohio.edu/store Purchase software for your institutional computer. • Step 3-Use the software store to ask for quotes or pricing information.http://www.software.muohio.edu/store
What is your responsibility? • Teach and Promote Awareness • Communicate your SAM plan • Who can purchase? • How to purchase? • What to do with the license documents and media • What are you buying? • Do an annual refresher!
What is IT Services Responsibility? • Empower the staff to be Compliance Agents • Know what to do if you identify software violations • Who do you tell? • Your Supervisor, Manager, Dean, Chair, or Technical Staff • Do you need proof? • It is appropriate for someone in your division to ask for proof of purchase. • The client needs to be able to provide proof of license upon request if installing personally owned software on institutional computers.
What can IT Services do for you? • Assist with purchasing. Right place, right price • Communicate software availability and best pricing. Can we use this listserv to communicate promotions? • Do license interpretation. Research and explain • Advise on compliance issues. Conduct departmental training • Resources-coming soon!
Comments and Questions? FAQ’s