Australian Software Asset Management Association




Software Asset Management 

Centralised Software Purchasing - How: Part Two

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Part of the fulfilment of the software request process is to ensure all the appropriate records associated with the software purchase are checked, recorded and filed in a location that is known and accessible to approved staff. For organisations that have SAM technology system, high level details that are required on a fairly regular basis should be recorded into this SAM technology system, with detail records held in the organisations record management system. This approach to record keeping will be invaluable in demonstrating the organisations software entitlements. Software vendors are more likely to want to audit organisations with poor software licensing entitlement records, than organisations that have good software licensing entitlement records. This approach to record keeping will also contribute to good work practices in paying attention to detail for other SAM processes and procedures.

There is a requirement to be able to identify software that can be reused. This capability can save the organisation a lot of money for commonly requested software products. Usually this is appropriate to software that uses the installation licence model and for software that uses the named user licence model. To do this there needs to be a good understanding of the terms and conditions of the licensing model. Any reuse of software must be compliant to the terms and conditions of the licensing model. For a installation software licence, there will be a need to be able to remove the installation of software, this is usually done by scripts. For a named users software licence, there will be a need, to have very good access control processes and management of the access control mechanisms to the software, usually this will be done by active directory groups.

Communicating the changes to the software purchasing delegations is a key requirement to undertake. Communication should include the business reasons for the changes, what will be the new process for software purchases and what is the expected service level that people can expect from the new process in purchasing software. Communication should be a continual processes and should be across a number of well established communication channels. The communication style and approach should constantly vary, to keep it looking fresh and to attract interest. Major achievements should be communicated to demonstrate that the changes have been better for the organisation, if not for the individual.

There should be a compliance program implemented to monitor and take action on who is exercising the software purchasing delegations. This compliance program should be well known by all staff, as it will provide an incentive for staff to comply to the new centralised software request process.

This article on how an organisation could centralise software purchases has covered some of the issues that fall within this subject. There are a number of additional requirements and strategies on this subject. More in-depth information will become available in the topic specific articles and in-depth information articles.


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