What’s in a Role?

When you are in the implementation cycle of your Software Asset Management (SAM) solution, it is critical that each process, operating procedure and role in an organization is reviewed. Technology can help automate processes to save time and effort. For a successful project, however, it is important that processes are updated to ensure the asset management life cycle is sustained, and software data within the SAM tool remains current. This allows for sound business decisions and proper actions to be taken when renewing and reallocating software license entitlements, and is a vital step in setting up any SAM program.

Multiple Stakeholders Necessitates Role Clarity

SAM crosses many organizations within an enterprise. SAM is impacted by software procurement, contract/agreement negotiations, installation requests, hardware deployment/refresh, etc. With all of these functional stakeholders as part of the lifecycle, it is important to have role clarity. During an implementation phase, a role and feature matrix can assist with feature assignment. And when evaluating SAM tools, there are specific capabilities you should consider to help in creating a transparent environment

  • The capability to create roles based on the responsibilities defined in the SAM processes and RASIC/RACI documentation.
  • The flexibility for data to be maintained by those who have the responsibility across the enterprise.
  • The capability for role based access. This allows users to have access to only those areas that they are required to read and/or edit the data that is specified by their role within the SAM processes.

Revisiting Processes May Also Require Role Re-Definition

SAM processes and procedures are not solely impacted by the implementation of a SAM program and tool. The way software is handled in each organization across the enterprise may be required to change.

  • The SAM team should meet with each stakeholder organization (i.e. procurement, contract, hardware asset management, request management, etc.) to outline new processes as well as document roles and responsibilities.
  • Each organization needs to understand the impact, role, and effort in maintaining software asset management data. RASIC or RACI matrices can assist in documenting which organization will own the tasks and activities that are needed for each process.
  • Once the processes have been documented, roles and responsibilities clearly defined and organizational stakeholders have agreed and approved, a SAM tool can be updated accordingly.
  • There are times where a role must be divided up across regions and, at times, even by countries.
  • It is of the utmost importance to ensure that all parties are in agreement with the roles and responsibilities to support SAM going forward. Do not underestimate that this can be a challenging task.

Reporting Can Assist with Adherence to New Processes and Roles

In an effort to ensure that the processes and procedures to support SAM are being adhered to and are functioning correctly (no adverse effects), there needs to be reporting and dashboards put in place to measure success.

  • The SAM team will need to monitor and report the percentage of success to all business stakeholders. This will ensure that the SAM team and data within their SAM tool is maintained and accurate across the enterprise and the success of the SAM program.
  • If available, leverage the out of the box reports to assist with providing a holistic view of your data health.
  • Create custom reports to meet the needs of stakeholders. Be sure to distribute the reports on a regular cadence to support process adherence.

In summary, revisiting your stakeholder role definitions in concert with your SAM processes and operating procedures will ensure that you have a team “rowing in rhythm” and enabling you to harvest optimal benefits from your SAM program.

If you need help with your Software License Optimization project, check out the comprehensive consulting, implementation and training offerings from Flexera Global Consulting Services. Our experts in license compliance services are fully versed in software asset management (SAM) best practices as well as the functionality of our solutions. They apply proven methodologies that result in thorough planning, sound design, and smooth implementation and configuration of your Software License Optimization solutions.

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