software asset management (sam) its offsite workshop 2002 november 8, 2002
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Software Asset Management
Implementation of SAM
at PolyU
by
Fleming WooChief Computing Officer
And Demonstration by
Ernest YuAnalyst Programmer
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
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
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.
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