Why should you include third parties in your organisation's SAM Process?

Nowadays the business relies heavily on Information Technology. The use of IT in day to day operations of an enterprise requires an efficient solution to manage its IT Assets. The expanding use and cost of software and associated risks have given birth to a much-needed Software Asset Management solution.

What is Software Asset Management?

In simple terms, Software Asset Management or SAM is a set of business practices to manage an organisation's software usage. It covers the efficient management and optimisation of purchasing, deploying, maintaining, utilising, and disposing of software applications within an enterprise. 

Software Asset Management is a subpart of the broad concept of IT Asset Management that involves hardware, software, and all other aspects of IT Management. SAM focuses on all software applications within an organisation at all levels, right from procurement to disposal.

The SAM Process

There are currently many organisations that provide different methodologies for the SAM process. All of each may differ by its terminology and steps involved. In my research I have narrowed it down to six steps:

Step 1: Analysis of SAM Maturity

The first step involves a thorough assessment of the organisation's current position in terms of software efficiency. Further, the key priorities, present weaknesses, and untapped potential are carefully observed to get a clear picture of the enterprise's current ability to manage its software assets.

There is some good reference model like ISO 19770-1 that can be used to compare and measure the company’s current ability to manage the software assets.

Step 2: SAM Business Plan

The second step is developing a robust SAM Business Plan that is created for your enterprise. It has to be formulated and should consider governance, compliance with all rules and regulations, agility, and effectiveness.

Step 3: Choosing the Right SAM Tools

The next step is selecting the most relevant SAM tools for your organisation based on people, the process used, and the technology in practice.

Step 4: Implementation of Smart SAM Processes

According to the continuously changing factors, the entire SAM Process should be kept as a Continual Service Improvement Method that is dynamic and adaptive. 

Step 5: Be Software Audit Ready

The organisation should be ready for any audit with accurate data and updated records complying with all rules and regulations.

Step 6: Employing a strong SAM team

Your business needs a highly efficient SAM team well-versed with all the latest up-grading in technology, rules, applications, etc., to efficiently handle the SAM process. You can either build your own team or outsource the third party SAM experts.

The SAM Tools

SAM tools offer the advantage of enhanced software recognition, licensing ease, the ability to manage the asset on a mobile device, tracking of cloud-based licenses, and monitoring the usage of web portals through licenses. 

There are many robust SAM technologies offered by the market today. So, if you intend to invest in one do talk to experts. My personal recommendation would be discussing with the agency that is well known worldwide e.g. Connor-Consulting. The SAM tools can be easily procured from vendors after a thorough assessment of your organisation's SAM needs.

The Outcome of Successful SAM Implementation

The success of the SAM Process lies significantly in its effective implementation. An efficient SAM process could add to the organisation's profit and productivity, while an inefficient one could lead to your enterprise's adverse outcomes. In short, it could lead to increased IT costs, unclear visual data and poorly connected processes.

The third-party reviews can alter the chaotic and deadweight situation of ill-managed software assets in your favour. The third-party experts could prepare a report stating the strengths, weaknesses, usage, and cost of each software with calculated scores. The information could help you with the insight needed to get rid of the software that is not in use, banking on the most used one, and procuring the much-needed ones, making it more economical and efficient. 

Further, the cloud migration, GDPR, changing licensing rules, and security risks associated with software require continuous monitoring of the entire process. The service providers can provide SAM tools that fit entirely into the present SAM process. The Service providers offer a fully automated system providing real-time assessment of your organisation's software assets. The team of experts establishes and monitors a dedicated SAM Program based on your current software asset condition that helps your enterprise move smoothly to the next level of business planning. In other words, SAM providers remove the interfering hiccups to make your company benefit from the latest technology at affordable prices.  

The robust reporting ability of the SAM service providers at different levels helps assess the data differently, allowing the organisation to manage the entire software asset as per company requirements. Here are some advantages of SAM in the organisation through third parties:

       ·       You employ the software expertise of third parties as per your SAM need while your company's internal team is free to handle other strategic decisions.

       ·       SAM third parties help you successfully budget the technological needs of software acquisitions, the cost-effectiveness of licensing agreements, deploy necessary software, and reuse them effectively.

       ·       The team of experienced SAM service Providers solely focuses on outsourcing a profitable growth option for you by minimising risks and increasing ROI. 

       ·       A tailor-made SAM Program for your enterprise includes planned infrastructure optimisation and a cost-saving strategy to deliver value through tools. For example, metering tools lowers expenses and increases ROI. 

       ·       Third-party SAM providers are experienced in smooth negotiation with multiple vendors. It eliminates the need to employ numerous experts in your internal team to deal with each vendor.

       ·       SAM service providers take care of your software security through proper configuration, anti-virus, and proper technological vigilance.

       ·       The SAM team helps you adopt the most suitable licensing system with appropriate licenses and compliance to rules.

       ·       The SAM Program designed for your organisation also includes reallocating the software lying idle, thus reducing redundancy.

       ·       SAM includes the decision of how to procure software that entitles you to volume discounts and reasonable purchase offers.

       ·       SAM Service providers offer complete integration of SAM processes with other IT managed services and the organisation's cloud-based environment.

       ·       A centralised SAM Program with support solutions for employees provides efficient training and guidance through complicated software functions. 

       ·       The SAM team will help you gain knowledge about your licenses and software, empowering you with the right technology, agility, and efficiency to use the software assets fully.

       ·       You can easily plan appropriate future growth of the software needs.

SAM processes enable you to optimise the use of all software resources and enhancing business productivity. However, SAM is an ongoing practice, and your company's SAM process should be dynamic, continuously improving and adapting to any change in the internal or external factors. 

Employing third parties like Connor-Consulting in the SAM Process enables you to bank on their expertise while managing cost, minimising risks, relieving you from the specialised software functions, and helping you focus on your organisational goals. Whereas an internal team helps you build your skillset. The best method could be a hybrid approach comprising a well-organised combination of both internal and outsourcers to focus on different elements of the entire SAM process, helping you get the best of both worlds.