Rosemary M. Amato, CISA Deloitte Accountants B.V.

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1 Rosemary M. Amato, CISA Deloitte Accountants B.V.

2 ABOUT THE PRESENTER Rosemary M. Amato Director within the Netherlands member firm of Deloitte, based in Amsterdam Program Director for Global Client Intelligence (GCI) GCI s mission is to be the one comprehensive source for timely, complete and accurate quantitative global client information Leading a virtual team which is focused on collecting data from the 44 member firms of Deloitte, storing the data, and delivering this information using next generation visualization capabilities to those that require it to serve clients with distinction. CISA, CMA, CPA, Six Sigma Green Belt ISACA International Vice President Board member Institute of Management Accountants Previous role as Global Enterprise Risk Services (ERS) Knowledge Management leader. Focused on enabling a knowledge sharing environment for the ERS professionals throughout the world. Responsibilities included intranet as well as internet knowledge assets, managed a virtual team of knowledge advocates located throughout the world including a content editing team located in India. 12 years in the client service area of Deloitte as an experienced Risk Services Director, focused on Internal Audit, Security and Privacy, IT Audit, Business Process controls, GRC, and other Enterprise Risk Services market offerings. Speaking engagements included subjects of: CRM, KM, Social Media, Controls Transformation, GRC, Risk Intelligence, FDA/EU regulatory strategy, IT Governance and Data Visualization, Big Data, and Digital Darwinism

3 UNLOCKING THE VALUE OF SAM After this session, you will be able to: Have a good understanding of what comprises Software Asset Management, known as SAM Understand the value and benefits of adopting a Software Asset Management Strategy Learn why a SAM program can help reduce IT costs while limiting risk Takeaway a basic methodology which can be used to implement a SAM program

4 WHAT IS SAM SAM involves managing and optimizing the purchase, licensing, deployment, maintenance, utilization, and disposal of software assets within an organization. The goals of SAM are to optimize IT costs and limit operational, financial and legal risk related to the ownership and use of software.

5 LETS START WITH A QUESTION HOW MANY LICENSES SHOULD I BUY?

6 WHAT IF YOU HAD ADDITIONAL INFORMATION

7 WHAT IS THE CHALLENGE It s no secret that managing software assets can be a challenge. Multiple stakeholders are involved in the purchase, installation, deployment, maintenance, utilization, and disposal of software. The technologies involved are complex and constantly changing. License agreements are increasingly complicated and multi-layered, frequently containing hundreds of metrics and provisions for how the software can be deployed. Expanding reliance on cloud computing, virtualization, and software as a service (SaaS) The mounting complexity of the licensing models to be maintained by an organization And a growing array of discovery and information technology (IT) management tools add even more layers of complexity to software asset management (SAM).

8 SO DO YOU WANT TO BE OVER-LICENSED OR OUT OF COMPLIANCE?

9 THE COST If software assets are not well-managed, it can be costly. As the economy has faced stiff headwinds over the past few years, software vendors have increased their focus on audits, actively pursuing payment for non-compliance to meet revenue goals. In fact, roughly sixty percent of companies are subjected to at least one software audit per year. This number doubled over the last six years

10 WHY SAM NOW SAM s Objective Provide a single, integrated view of installed software in order to allow a one-to-one reconciliation between usage and purchase/license records. SAM Defined SAM is a business practice that involves managing and optimizing the purchase, deployment, maintenance, utilization, and disposal of software assets within an organization. The goals of SAM are to reduce IT costs and limit operational, financial and legal risk related to the ownership and use of software. SAM helps organizations understand what software they have licensed, deployed, in use, and the deltas between those figures. Further, SAM empowers an organization to better understand the hierarchical ranking of software products from a vendor management perspective. Why SAM Now Risks Software Audits software companies continue to increase audits of their customers and generate BILLIONS in revenue based on avoidable licensing discrepancies. Poor Asset Management most companies do not do a good job of managing their software assets, which leaves them at risk of unplanned and unbudgeted costs. Cost Savings opportunities many companies do not closely track the procurement, deployment, and use of software resulting in unnecessary spend on excess licenses and annual support. By not focusing on SAM, companies are at risk of: Wasting money on unnecessary software licenses Not addressing controls over software procurement, asset tracking, and retirement Non-compliance with software agreements resulting in financial exposure Creating significant unrecorded liabilities

11 A SAM PROGRAM ASSESSMENT Start with a risk assessment Assessing and benchmarking the current process Deloitte has established a SAM framework, which is based on International Organization for Standardization (ISO) and Information Technology Infrastructure Library (ITIL) standards. The assessment should include: Organizational models Government practices Tools deployment Management processes, policies, and procedures

12 A SAM PROGRAM ASSESSMENT Then move to the development of a strategy and organizational structure development Define a corporate-wide SAM strategy, vision, and execution plan, as well as establish and document company-wide governance process and objectives for SAM Create SAM policy, procedures, and roles Design scalable SAM policies, processes, and procedures Establish SAM management and execution responsibilities

13 A SAM PROGRAM ASSESSMENT SAM transformation Design the plan to move from transactional efforts to strategic SAM practices in the area of process, sourcing, tools, and demand management Scope your efforts and prioritize them against five SAM lifecycle areas, which integrate the SAM framework into an operational day-today plan and establish a realistic and achievable roadmap

14 THE FRAMEWORK Strategy Vision & Objectives Policies & Procedures People SAM/ITAM Technology Communication Awareness SAM Organization & Governance 5. Decommission & Reuse 4. Monitor & Track 1. Forecast & Request Software Asset Management Lifecycle 3. Install & Maintain 2. Analyze & Procure Software Asset Repository Software Discovery & Metering Data Data Validation Data Model & Standards

15 ANOTHER WAY TO LOOK AT THE FRAMEWORK

16 3 AREAS WHERE YOU CAN START Software license optimization Establish a point-in-time software inventory baseline (licenses versus deployment) with suggested license optimization approaches. Focus on a specific vendor or multiple vendors Software vendor rationalization Rationalize the selection of software vendors, eliminating duplicative services and software This can improve your organization s efficiency and investments in software, and reduce exposure to security threats SAM training Develop training focused on your organization s specific SAM processes and requirements, while also incorporating your SAM tools and technologies

17 OTHER ITEMS TO CONSIDER SAM tools installation and configuration Develop an overall story for the use of SAM tools to support your organization Advise and assist on the selection, implementation, configuration, and management of SAM tools Contract administration system implementation Advise and assist on contract administration system selection, implementation, and configuration Continuous SAM compliance Develop a process to perform self-audits to assess license compliance on an ongoing basis

18 INCREASED FOCUS ON COMPLIANCE Gartner's yearly software survey shows 65% of respondent organizations were the subject of at least one audit in 2011, up from 35% in 2007 Software vendors continue to increase the number of audits, because customers lack SAM and internal communication 88% of customers audited have unrealized cost savings averaging over 20% of their annual subscription & maintenance spend from neglecting to reduce quantities to appropriate level By using required licensing tools, customers save on average over 30% in license, subscription, and support costs SAM is here to help Avoid surprises large audit settlements go to CEO/CFO Save on software spend Get a true Total Cost of Ownership (TCO) for systems & applications Prepare for and enable the Cloud it s driving usage-based licensing and metric changes Adjust for virtualization VMs per server reaching 10:1 and outnumber physical servers 2:1 Prepare for and make the Software License Review efficient almost every software vendor in the market today has some enforcement or audit program

19 VALUE/BENEFIT STATEMENT

20 PEOPLE AND PROCESS ARE THE KEY

21 UNREALIZED COST SAVINGS Unrealized cost savings averaged 23 percent of annual maintenance spend Software licenses and maintenance costs are second only to what is spent on people Enterprise software is forecasted to be the fastest growing segment of the IT budget

22 TOOLS Over 70 vendors and still counting Couple of main tools - a Swedish company - SNOW software strong in Europe moving to US Flexera US based, strong in US, moving to Europe Both able to inventory data and handle license management In the License management area Aspera - feed in existing inventories (rely on other sources for the inventory) IBM and HP also have solutions

23 FOR FURTHER INFORMATION Diederik Van der Sijpe: EMEA Software Asset Management Leader Dave Dawson: US Software Asset Management Leader

24 Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited, a UK private company limited by guarantee ( DTTL ), its network of member firms, and their related entities. DTTL and each of its member firms are legally separate and independent entities. DTTL (also referred to as Deloitte Global ) does not provide services to clients. Please see for a more detailed description of DTTL and its member firms. Deloitte provides audit, tax, consulting, and financial advisory services to public and private clients spanning multiple industries. With a globally connected network of member firms in more than 150 countries and territories, Deloitte brings world-class capabilities and high-quality service to clients, delivering the insights they need to address their most complex business challenges. Deloitte s more than 200,000 professionals are committed to becoming the standard of excellence. This communication contains general information only, and none of Deloitte Touche Tohmatsu Limited, its member firms, or their related entities (collectively the Deloitte network ) is, by means of this communication, rendering professional advise or services. No entity in the Deloitte network shall be responsible for any loss whatsoever sustained by any person who relies on this communication.

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