Policy for ICT Company
Software License Management Policy.
Introduction
Software license management is defined as a process that involves activities dealing with, documenting, reducing, and the management/control of the overall costs related to information technology. According to Manteghi (2017), it is crucial to note that software license management oversees all overall activities dealing with software asset management. In this study software, license management is a strategy that is to be used in helping the company to maintain and monitor an average of the company’s software licenses.
Problem Statement.
In regards to any company on operation either a small startup or a global one, disbursing excess money just to procure or purchase unused resources is an adequate factor that makes a company or an individual get weary of particular software. In addition, other predominant additional costs are in line with software maintenance, costs of hardware, and security audit costs among others. These additional costs that are highlighted may prove to be difficult in the case where a company is not in compliance. Despite the threatening cost repercussions this doesn’t need to be the case, and it is at this juncture that any company or organization needs to get rid of the unnecessary additional costs, and the procured unused software. This is only possible through obtaining a very strong effect, and efficient software license management capability.
Scope
What follows is an account of the structure of the required software. In any company’s setting, programs are supposed to be installed in various ways, but most importantly it can be installed directly to the company’s desktops which is a digital device. This proves the point that all software that is involved has sorts of license attachments. All this is a fragment of the complex data center ecosystem. In this study, the company needs to ensure that they must develop mechanisms that are a step to be taken in license management. The mechanisms which are to be set by the company are to assist in ensuring an understanding of the required contractual terms under which the type of software’s in use by the company is in consideration. Glass (2012) opines that in respect to licensing management a company should possess various license types, however, this depends, and varies with the platform. The types of licenses are distinct depending on the company. The company’s types of licenses that are to be in use will include general public license which is meant to cover software of the company which has no charge, and in which they can be shared, modified for free, and put to use. In addition, the company has to have a database, this is due to the fact that a company’s database licensing calls for a special consideration caused by the fact that there are instances in which the costs are extremely high, and the existence of complex licensing constructs. The company has to ensure that they are versatile by habitually changing their models to ensure that they will remain relevant in, and in tune with the market. Furthermore, other licensing types that are relevant in this study will include, per network, and per subscription. Per network is important as it will ensure that it covers all the necessitated mechanisms that are on a particular network, on the other hand per subscription is also crucial in this study as it is managed by the company subscription for the device, and despite the concept of being under the management by a subscription it also has a termination date. To ensure that the company does not take unnecessary perils in the process that involves the management of all the software’s licenses there are predominant requirements that must be met by the company. In the process of a company wanting to ensure that there is data quality and that there are asset systems that contain important models that ensure the company can attain the needs of both software, hardware assets there has to be asset management. Furthermore, the company is required to ensure that it is in a position to keep records and track how the applications are being utilized, and the manpower that uses them. The main aim is to ensure that the company can ensure provisioning automation for all end users. This requirement is known as traceability. More so for the company to ensure that it establishes a very clear understanding of the licenses, the company must exercise the integration of its contractual database. This will enable the company to obtain knowledge on the company’s license types, the quantity needed, and the termination dates. This type of requirement is known as contract integration. Furthermore, the company will have to ensure that after a certain specified period the company will automatically uninstall the unused applications and software. This requirement is known as reclaim. The company is expected to come up with control mechanisms on the software usage which should be enforceable within the expected set up guidelines of the company, and also to determine the individual who should be accountable in the procurement, and installation of the software. This requirement is under clear control. Turning now on to another substantial requirement is that the company is expected, and should ensure that there is an establishment of developments and roles which will are responsible for managing software, and hardware development. In accordance with Marotta (2007) with the establishment of the new developments, and roles the company is also expected to carry out an implementation process, to ensure there is effective communication, and also to engage in software assets policy enabling developments. This requirement falls under the process and governance.
It is important to note that a company will experience various benefits if they comply with the already set up requirements. In this study, it is evident that if the company ensures that it has installed all the necessary software licenses the biggest advantage is saving on costs. Therefore by carrying out activities to do with monitoring, and tracking all the procurement, the company will ensure that the software licenses are in use, and accounted for. One of the most prevailing benefits of software license management is that it will acutely assist a company in the process of certifying the existing software’s are strictly ensuring compliance with software licenses. In line with Marotta (2007) to ensure that the company enjoys the benefits of the software license management is that it is recommendable that the company should ensure that it exercises regular interior audits to conceal all the stations. It is evident that in the proper management of the software convention, and the available licenses the company is in a position to eradicate the perils that are caused by undesirable audit outcomes, and other preexisting damages that are likely to strike. In conclusion, whether a company is a global enterprise, or that which is on its startup stages, one of the most crucial tools that should be considered is strong asset management since it helps a company in budgeting. By a company ensuring that it has taken all the measures of the software license management practices will give a company a competitive advantage in terms of quick adaptation to the market’s demand, maintenance of compliance, and also ensuring that there is security in the company’s reputation.
References
Glass, R. (2012). A Study about Software Maintenance. Information Systems Management, 29(4), 338-339. https://doi.org/10.1080/10580530.2012.716997
Manteghi, M. (2017). Understanding Open Source and Free Software Licensing Mechanism: A Close Review of the Alternative Approach to Traditional Notions of Software Licensing. SSRN Electronic Journal. https://doi.org/10.2139/ssrn.3082313
Marotta-Wurgler, F. (2007). What’s in a Standard Form Contract? An Empirical Analysis of Software License Agreements. Journal of Empirical Legal Studies, 4(4), 677-713. https://doi.org/10.1111/j.1740-1461.2007.00104.x