Managing your software assets can help you save moneyBusinesses that systematically manage the life-cycle of their IT assets will reduce the cost per asset by as much as 30 percent during the first year, and between 5 and 10 percent annually during the next five years.*

This is partly due to the cost of software growing significantly over the past decade to the point where it can make up a substantial portion of an organisation’s IT budget.

What is Software Asset Management (SAM)?Software Asset Management, or SAM, is a series of business processes that provide you with everything you need to manage, control and protect your organisation’s software through all stages of its life cycle

How can SAM help?SAM helps you recognise what you’ve got, where it’s running, where it can best be utilised, what overlap you may have and what’s needed in terms of licensing documentation.

What is the risk of not implementing SAM processes?Software is a critical tool in today’s business world, and is essential to keeping your organisation running smoothly.

After the initial purchase often little attention is given to software management, documentation and upkeep. This will potentially expose you to;

•Legalriskfromlicenseagreementinfringements

•Lackoffinancialcontroloverorganisationalpurchases

•Increasedsecurityrisksandexposuretoviruses

•Softwareincompatibilities

•Outdatedsoftware

•Inefficientdistributionofsoftwarelicenses

Microsoft SAM GuideWhy implement SAM?Here are ten great reasons to get a SAM program in place today:

SAM for DepartmentsThere are organisational benefits for everyone to implementing a comprehensive SAM solution. Here is what SAM can offer Managers, IT departments and the Purchasing Department.

What is involved in SAM? Software asset management may seem complex at first, but we suggest you approach it by breaking it down into 4 key steps:

Step 1: Perform a Software Inventory. Find out what software titles you are currently using.

Step 2: Match Software with Licenses. Locate the license documentation for each software title installed.

Step 3: Review Policies and Procedures. Review or write policies and procedures to assure good SAM practices.

Step 4: Develop a SAM Plan. Create an ongoing SAM plan to use moving forward.

* Gartner Research “Life Cycle Management Underpins IT Asset Management” by Frances O’Brien. August 6, 2004.

** Please note certain license agreements may limit the transfer of software. Check your agreement(s) before transferring software

Your entire organisation runs better with SAM. SAM lets you focus on running your business and takes your mind off things like unsupported programs, viruses and security problems stemming from a lack of patches or updates.

SAM will improve relations with your software resellers and give you an advantage in future negotiations. A better knowledge of your software needs can enable you to buy in volume and let you take advantage of the price benefits associated with bulk purchases.

SAM gives you a better understanding of how many and what types of licenses are needed. Should you buy on a per-person, per-PC basis, or look into volume license acquisition? Your SAM plan will tell you exactly what you need and save you money when it comes to purchasing your licenses

Software that functions as it should and is trouble free will result in better overall employee morale. A centralised SAM program will also cut down on individual training for managers and lower the costs associated with it.

Thorough software reconciliation, one important step in any good SAM plan, will show software that’s not being used but is still being maintained. That software can then be removed and used elsewhere along with its associated license.**

A good SAM program gives you financial security from unexpected licensing costs as well as providing tax benefits associated with software depreciation.

Up-to-date licensing and an extensive, comprehensive media library can result in faster, easier mergers and acquisitions. SAM also gives you a faster time-to-market with streamlined software functionality and a thorough knowledge of your existing database.

SAM gives you better insight into your future software needs. Instead of buying all the newest software and updates available, you’ll be able to decide exactly what software is needed and when you’ll need it. With SAM you can plan for your future software needs now. This can also help you when deciding if new hardware is needed as well

There are two basic steps towards ensuring good corporate governance: identifying the risks, and controlling and mitigating these risks. SAM can help you identify and control your software risks.

SmootherOperations

BetterPricePoints

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A good SAM program requires all employees to be aware and responsible on their own, but the ultimate responsibility rests with senior management. Your primary role will be to prepare a proper business case for SAM. In addition, you will also need to ensure the program is being handled adequately (either by your own staff or through a contractor), see to it that SAM is being properly maintained, and show your employees how SAM will streamline their daily work flow and keep the office running smoothly.

No one has a better grasp on what SAM can do for an organisation than the IT department. That’s why it’s essential that IT work hand in hand with management, purchasing and the staff designated to implement SAM to ensure that the program is handled properly and efficiently. The IT department most likely will have ultimate responsibility for establishing, maintaining and monitoring the SAM database; and a smooth-running program will reap many rewards.

A good SAM program will bring added efficiency for all employees though purchasing will ultimately benefit through increased awareness of the organisation’s software needs and the roles its vendors play in maintaining those needs. Purchasing makes key economic decisions, isn’t typically swayed by the newest and latest software programs, deals better with paperwork and legal issues, and has the bargaining and negotiating skills necessary to deal effectively with vendors. Working together with IT, management and the SAM implementation team, the purchasing department will play an integral role in establishing the SAM program.

SAMforManagers

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Does Microsoft offer SAM services?Microsoft sees tremendous value in educating customers on the benefits of properly managing their software assets. Microsoft also provides a number of SAM offerings directly to its customers. In addition, we actively support our partner community in developing their own SAM services and skills.

Through these programs Microsoft hopes to achieve an industry wide understanding and appreciation for the importance of SAM.

What SAM offerings are available through Microsoft?Microsoft has a number of offerings which may be available to you †

1. Direct SAM License Reviews A Direct SAM License review is a select service provided

by Microsoft where a representative will work directly with an organisation through a specialist SAM partner to help them understand exactly what Microsoft products they are licensed for and to evaluate and report on organisational SAM processes.

2. SAM specialists Microsoft has telephone based SAM specialists who work with

customers to analyse their license ownership position through a self-audit process. They also provide recommendations on how to enhance their internal software procurement and tracking processes to ensure that they get the best value from their software investment.

3. SAM Seminars Each year select Microsoft Partners host a series of

complimentary nationwide SAM seminars. These sessions are presented by industry SAM experts.

For more information on the dates and locations of the SAM seminars visit microsoft.com.au/sam

4. SAM Specialisation Partners The Microsoft Partner Program SAM specialisation is offered

as part of the Microsoft Licensing Solutions Competency. Partners who achieve this competency can then achieve recognition for SAM specialisation.

To find a SAM Specialist visit microsoft.com.au/sam and click on ‘Find a SAM partner’

How can I find out what my organisation is licensed for?

Microsoft Volume Licensing Service This online tool enables you to manage your licenses for Open License Value, Select, and Enterprise agreements https://licensing.microsoft.com/eLicense

Or, contact your preferred reseller and work with them to understand your licensing options.

I’m interested, where do I find out more about SAM?

1. Visit microsoft.com.au/sam

2. Download the Microsoft Software Inventory Analyser (MSIA) a free Microsoft audit tool from microsoft.com/resources/sam/msia.mspx

3. Take 5 minutes and use the SAM ROI Calculator to understand the potential return to your organisation microsoft.com/resources/sam/tool.mspx

4. Visit Business Software Alliance site for free SAM tools and business templates visit bsaa.com.au

5. Read real world examples of SAM implementation through organisational Case Studies microsoft.com/resources/sam/case_studies.mspx

6. For specific licensing queries call the Microsoft Licensing Hotline on 13 20 58

7. Email samaus@microsoft.com if you are interested in finding out more from Microsoft.

8. Contact your preferred Microsoft Reseller and ask them what SAM offers they can provide you.

SoftwareAssetManagement(SAM)putsyouincontrol

Get a grip on your IT

† Not every SAM offering listed above may be available for every Microsoft customer.

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