Microsoft’s Software Asset Management Review Process
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Microsoft’s Software Asset Management Review Process
Explore Microsoft's Software Asset Management Review Process, a comprehensive system designed for efficient software asset control, compliance and optimization.
1
Initiation of Software Asset Management Review Process
2
Assemble the Software Asset Management Review Team
3
Standardize Asset Classification
4
Define Key Categories
5
Develop a Software Asset Repository
6
Populate the Software Asset Repository
7
Verification of Asset Data
8
Approval: Asset Data Verification
9
Identify and Resolve Discrepancies
10
Conduct Asset Valuation
11
Update Software Lifecycle Applications
12
Deploy Approved Software Asset Policies
13
Monitor Compliance with Policies
14
Approval: Compliance Monitoring
15
Schedule Regular Software Audit Reviews
16
Conduct Software License Reconciliation
17
Document Software License Reconciliation
18
Submit Report to Software Asset Management Team
19
Approval: Report Submission
20
Close Software Asset Management Review Process
Initiation of Software Asset Management Review Process
This task marks the beginning of the Software Asset Management Review process. It involves creating a plan for the review, defining the objectives, and identifying the key stakeholders involved. The outcome of this task is a well-defined roadmap for the entire review process.
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High
2
Medium
3
Low
Assemble the Software Asset Management Review Team
In order to conduct an effective Software Asset Management Review, a dedicated team needs to be formed. This task involves identifying the team members based on their expertise and assigning roles and responsibilities. The team will be responsible for gathering data, conducting analysis, and making recommendations for improvement.
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Team lead
2
Data analyst
3
Software expert
4
Project manager
Standardize Asset Classification
In this task, the team will develop a standardized method for classifying software assets. This will involve creating a classification framework, defining asset categories, and establishing criteria for the classification. The objective is to ensure consistency in asset classification throughout the organization and facilitate effective management of software assets.
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Operating systems
2
Productivity software
3
Development tools
4
Security software
Define Key Categories
To effectively manage software assets, it is important to define key categories based on their criticality, usage, and other relevant factors. This task involves identifying and defining key categories for software assets based on the organization's needs and priorities.
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Mission critical
2
Business critical
3
Support applications
4
Non-essential
Develop a Software Asset Repository
In this task, the team will create a repository to store and manage software assets. The repository will serve as a centralized location to track and access software assets, allowing for efficient asset management and facilitating future reviews and audits.
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Public
2
Private
3
Restricted
Populate the Software Asset Repository
This task involves populating the software asset repository with relevant information about the software assets owned by the organization. The team will gather information such as software details, license information, and purchase history, and enter it into the repository for effective management and tracking.
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Software name
2
Version
3
License type
4
Purchase date
Verification of Asset Data
To ensure accuracy and completeness, the team will verify the data entered into the software asset repository. This task involves cross-checking the information with available records, conducting spot checks, and resolving any discrepancies or errors identified.
Approval: Asset Data Verification
Will be submitted for approval:
Verification of Asset Data
Will be submitted
Identify and Resolve Discrepancies
During the verification process, discrepancies or errors may be identified in the asset data. This task involves identifying and resolving these discrepancies to ensure accurate and reliable data in the software asset repository. The team will investigate the discrepancies, update the repository, and communicate any necessary actions to relevant stakeholders.
Conduct Asset Valuation
In this task, the team will assess the value of the software assets owned by the organization. This will involve reviewing purchase records, existing contracts, and market prices to determine the current value of the assets. The objective is to have an accurate valuation of the software assets for financial reporting and decision-making purposes.
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Cost-based valuation
2
Market-based valuation
3
Income-based valuation
Update Software Lifecycle Applications
To effectively manage software assets, it is important to update software lifecycle applications with the latest information from the software asset repository. This task involves integrating the repository with existing software lifecycle applications, ensuring that the data is synchronized and up to date.
Deploy Approved Software Asset Policies
In this task, the team will deploy approved software asset policies to ensure compliance and effective management of software assets. This involves communicating the policies to relevant stakeholders, implementing necessary procedures, and ensuring awareness and adherence to the policies.
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Software procurement policy
2
Software usage policy
3
Software retirement policy
Monitor Compliance with Policies
To ensure adherence to the deployed software asset policies, it is important to monitor and track compliance. This task involves implementing monitoring mechanisms, conducting regular audits, and addressing any non-compliance issues identified. The objective is to maintain a high level of compliance and minimize risks associated with software asset management.
Approval: Compliance Monitoring
Will be submitted for approval:
Monitor Compliance with Policies
Will be submitted
Schedule Regular Software Audit Reviews
To ensure ongoing compliance and effectiveness of software asset management, regular software audit reviews should be scheduled. This task involves defining the frequency and scope of the audits, identifying the key areas to be reviewed, and establishing procedures for conducting the audits. The objective is to periodically assess the software asset management practices and make necessary improvements.
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Quarterly
2
Bi-annually
3
Annually
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Software usage
2
License compliance
3
Asset documentation
4
Vendor management
Conduct Software License Reconciliation
Software license reconciliation is a critical task in software asset management. This task involves comparing the software licenses in the repository with the actual usage and identifying any discrepancies or non-compliance. The team will conduct a detailed reconciliation process and take necessary actions to address the identified issues.
1
Compare licenses with usage data
2
Identify discrepancies
3
Investigate non-compliance issues
Document Software License Reconciliation
To ensure proper documentation and record-keeping, the team will document the software license reconciliation process and outcomes. This task involves creating a comprehensive report of the reconciliation activities, including identified discrepancies, actions taken, and recommendations for improvement.
Submit Report to Software Asset Management Team
In this task, the team will compile the documentation and submit a report summarizing the software asset management review process. The report will include details of the activities performed, findings, recommendations, and any proposed changes to the software asset management practices.
Approval: Report Submission
Will be submitted for approval:
Submit Report to Software Asset Management Team
Will be submitted
Close Software Asset Management Review Process
This task marks the completion of the Software Asset Management Review process. It involves finalizing all outstanding activities, reviewing the outcomes of the review, and ensuring that all necessary actions have been taken. The team will close the review process and prepare for future reviews as part of the ongoing software asset management practices.
