A key to unlocking the mysteries of Asset

Management ?Paulette Makepeace

Assistant Head IT User ServicesUniversity of Glamorgan

........... Keys ?Challenges and responsibilitiesSolutions uncoveredProof of conceptRaw Data Data AnalysisUsing information wiselyFuture thinking

Challenges and responsibilitiesThe University strategic objectives are to demonstrate

more effective and efficient ways of managing resources. Adhoc procurementbased on the number of seats in a teaching or office

space.

The university has a legal requirement to demonstrate compliance in its management of software resources Proprietary licence agreementsPublished software policies (est. Feb. 2010)FAST

Meaningful and accurate?Data

Relevant data on use (students only)By whom, where and whenAcademic year cycle

InformationCentral v devolved

Site licences Concurrent licences Individual licences

How many?How many different software products are being

monitored, (includes suite components ie Excel, Photoshop

etc)

A) 219B) 156C) 101D) 375

Over 30 suppliers and 100s of terms and conditions and licence types

Open source - massive ‘growth’ area – traffic lights

Need for changeLoss of team leader; loss of knowledgeFAST membershipInformation management

Storage DB with prompts

New Team Leader:Fresh EyesOptionsOpportunities

Keyserver: the dream product?Reduce the total cost of ownership of software Facilitate buying decisions with accurate software

usage statistics including options to consider the use of concurrent licenses

Organise the universities’ entire software library Serve as the automatic 'software librarian' for the

network Audit, report and enforce all software policies Stay legal with respect to all software licenses Provide substantive evidence of good management

for all external software compliance audits

Keyserver (K2): the realityExisting installed software: used to transfer access

from specialist computer labs to 24/7 open access lab

Funding for additional licences to cover all student machines agreed Oct 2011– PC and Mac platforms

Installation ‘fun’ as identified needsTo review Active Directory structures/cleanse entriesTo standardise desktop processesTo maintain consistency

Impact on team resources

SAM Project 2010/11Use of K2 as part of larger Software Asset

Management projectAssuring university software policiesBeing fit for external auditSupporting University in being more efficient

in spend on software costsEnsuring compliance

Data resultsShocks

Most frequently used software is....Academic exposure – wish v realityMisspent monies ?

AnomaliesPartial data view (Nov 10 – March 11 with a

gap)Inconsistent manual setupData import to excel – time values

Peaks and trends

Above illustrates peak usage for MS office and again the peak trend for 1 week for L216

Data AnalysisWorking with faculty Business Development

ManagersLCSS not decision makers – InfluencersData caveats

Snap shot not full yearHistorical data – not predicting future L&T

needsReportingTrends

Using the K2 information wiselyModel options:

Purchasing of licences based on corporate useConcurrent licensingSite licensingShared licensing

Peak use analysis – generated 4 x savings v. costs in year 1

Software versioningHardware choice – (student)TimetablingComputers in use ie flags support requirementsProblem solving ie slow computers

Future thinkingNext steps

Licences for Staff machinesSoftware management – locked nodesFull years data - whole picture 2011/12Concurrent licensing at component levelVendor negotiationLinks to other projects – App Jukebox

Hardware Management

Over to you

....... Any questions ?