1. Miami University Fall 2009 Software Asset Management

2. What is SAM? Purchasing, deploying, managing and tracking software from purchase to the retirement of the software. The lifecycle of software

3. 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!

4. 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

5. 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!

6. 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!

7. 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!) oElectronic or manual Determine best location or process for storing media and lock it up!!

8. What is your responsibility? Know the best way to obtain software Step 1-Software download page www.muohio.edu/software www.muohio.edu/software Free or site licensed software Step 2-Software store www.software.muohio.edu/storewww.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/storehttp://www.software.muohio.edu/store

9. 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!

10. 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.

11. 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!

12. Comments and Questions? FAQ’s