Software Asset Management (SAM)

ITS Offsite Workshop 2002November 8, 2002

Software Asset Management

Implementation of SAM

at PolyU

by

Fleming WooChief Computing Officer

And Demonstration by

Ernest YuAnalyst Programmer

Agenda

The PolyU SAM SolutionDemonstration

Start Scanning

Extract and ReorganizeUseful Data

Preliminary InstalledSoftware List

Central SAM Database Server

PolyU Individual User

PolyU SAM System (Client Side)

Start

Finalized InstalledSoftware List (Categorized

By License Type)

End

Enter Basic Info: User Name,

e-Mail, Machine Location & Dept.

Identify andRe-Classify

ScannedSW License

Gathered System Info.

Export a Local copy for future

referenceIndividual Machine’s

InstalledSoftware Information

Upload Scanned Results

Scanning Engine

Configuration definition

PolYU Site License List

Freeware List

Dept. License List

Shareware List

ITS SAMSupport Team

Update and Maintenance of PolyU SiteLicense List

Try our best to UpdateCommon Freewareand Shareware List

Upgrade, EnhancementAnd Maintenance of PolyU SAM System

Departmental CLO

Update andMaintenance of

Dept’sLicense List

Review Dept’sInstalled Software

Information

MaintenanceOf Dept’s

Machines List

Re-Scan the system

Deployment of SAM Tool

No need to install client agent on user’s PC

Invoke SAM tool by clicking an URL or attachment of e-mail

Prompt for User Information

Identify user namePolyU e-mail addressDepartmentOffice location

Scan Hardware

Time stamp data OS Version Collect hardware configuration data

Computer nameProcessor TypeProcessor Speed

Memory SizeIP AddressMac Address

Scan Installed Software

Scan Windows Registry for installed software in user’s PC

NameVersionVendorProduct ID

Product KeyInstallation DateRegistered OrganizationRegistered Owner

Organize Software List

Prepare preliminary software listClassify software

Classification of Software

Campus licenseDepartmental licenseSharewareFreewarePersonal software

Campus License

Software site license arranged by ITS ITS maintains the software list for

SAM Details available from the ITS

homepage at URL:

http://www.polyu.edu.hk/its/services_facilities/r_other_01.html

Departmental License

Software purchased by Department Include software purchased by a

research grantCLO provides the list for SAM

Shareware

ITS monitors the Shareware list on a best-effort basis

Cautions:– Software for free use under certain

conditions– License free only for a limited period – Most shareware are workable after the

expiration of an evaluation period Example: ICQ Lite, WinZip, Acdsee32, etc.

Freeware

ITS monitors the Freeware list on a best-effort basis

Cautions:– Free for personal use may not be free for

organizations– Free for educational use may not be free for

personal use– Certain free version do not imply free higher

versions Example: Microsoft HKSCS, Acrobat

Reader, Eudora Internet Suite, Netscape Communicator, etc.

Personal Software

Gift to user by authorized personsOpen source software Software developed by user

Installed Software List

Generate a local copy on user’s hard disk for future reference

Display software installed on user’s PCAllow users to amend category and put

remark against each piece of software, if applicable

Allow users to save a softcopy in Word or HTML format

Submit SAM Data to Server

User can choose to uninstall some unwanted software on his/her PC

Re-scan the PC for fresh SAM dataSubmit the SAM data to the central

SAM server

Summary of User Procedures

Users conduct periodic software scan to ensure only licensed software are installed in their PCs:– Invoke the SAM tool– Scan PC for installed software– Examine and classify any unknown software – Put remarks to indicate any software that

should be classified as departmental, shareware or freeware

– Re-scan the PC if necessary– Submit the SAM scan result to the server

Summary of CLO Procedures

Prepare the departmental software list for the SAM tool

Ensure colleagues in the department perform the SAM scan exercise at a prescribed intervals

Examine and work with ITS to deal with remarks posted by users on the SAM data

Review the list of software installed in department from reports generated by the SAM tool

Summary of CLO Procedures (cont.)

Prevent overuse of departmental software licenses

Acquire additional number of licenses If necessary

Advise users to uninstall software when appropriate

Should maintain a departmental software list, including those on servers and non-Windows platforms

Summary of ITS Procedures

Maintain the campus licensed software list for the SAM tool

Monitor the shareware software list Monitor the freeware software listMonitor consolidated PolyU-wide

software list

Summary of ITS Procedures (cont.)

Monitor overuse of software site licenses at PolyU

Advise users to uninstall software where appropriate

Examine and act on remarks posted by users on the SAM data

Update users on software licensing issues

Decentralized Approach

A decentralized approach is adopted to cope with the diversified number of software installed in the multi-disciplinary PolyU Departments

SAM is an ongoing process and is everyone’s responsibility

ITS provides a tool to implement SAM by individual users

Limitations of the SAM Tool

Serve as a tool to assist usersBase on the Windows XP platformScan Windows registry only, does not

scan all kinds of software

Limitations of the SAM Tool (cont.)

Run on Office AccessScan staff PCs only, not servers and

PCs in computer labsTentative implementation schedule:

Semester 2 of 2002/03 when all PCs are upgraded to Windows XP

Demonstration

of

The SAM Tool