ITAM (IT Asset Management)

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1 ITAM (IT Asset Management) Владимир РАЗУВАЕВ Руководитель Департамента бизнесконсалтинга

2 Why do you need software asset management 1 Decrease of risks Control 2 Savings 3

3 ITAM IT asset accounting

4 ITAM a place in IT management system Service Desk IT Governance User configuration data Location data Needs estimation data Data for negotiations with vendors/ suppliers manageability ITAM Investment Analysis ROI calculation data TCO calculation data Financial risks minimization IT Security Control of unauthorized devices Control of unauthorized applications installations/launch Decrease of legal risks

5 Short review of IT risks Category Description Example Technology Hardware or software is inoperable, unreliable or do meet business requirements Router failure Failure of the database server Safety Policy and rights Loss, damage or theft of the hardware or data, unauthorized access or use of data Lack of procedures and the politics causing misuse, impossibility of emergency recovery, noncompliance with the legislation Unauthorized access to a network via the web server Data leakage on CD, a flash cards, etc. Breaking of passwords Leakage of keys, activation codes, distribution kits Procedure of emergency restoration isn't documented and tested Unlicensed software use Installation of unnecessary or improper software Staff Human mistakes, dismissal of key employees Double purchase Incorrect accounting Lack of necessary skills Infrastructure Shutdown of external services (electric power, phone, Internet); refusal of key vendors Impossibility to use Impossibility to solve business problems by means of key applications

6 Assessment of legal risk Legal risk Number of Legality coefficient Average cost of the = * personal * software per user * computers rubles (maximum compensation) (incl. server software and business applications) 3 (twice payment to vendor within civil proceedings + 1 (legalization cost)) The legal risk of use of 10 "counterfeit" AutoCAD (Autodesk AutoCAD 2014 Commercial New SLM ML03): 10 * * = !

7 Structure of operational risk Difference between planned and actual use of IT assets Incomplete accounting of contract options The incomplete accounting of configuration changes, move and phasing-out of IT assets Incorrect management accounting of IT assets Lack of information for planning of purchases

8 SAM the main part of ITAM Software Asset Management The major task within IT assets management Software requires: qualitative identification recognition of bundles consistent license compliance verification upgrade/downgrade management version/release management standardization Different types of licenses upgrade/downgrade rules different usage scenarios/models (terminal, virtualization, SaaS etc.) Software has:

9 Main ITAM processes Management of requirements Phasing-out Budgeting Changes/manageme nt of lifecycle Purchase/manageme nt of suppliers Accounting/manag ement of contracts

10 ITAM step by step IT-asset management Discovery IP Devices Non IP devices Identification Software identification Hardware identification Verification Of licenses compliance Of physical location Management user-device-software contract information financial information workflow/business process

11 Discovery of deices Discovery of deices with IP Or own agent Asset Manager

12 Discovery of devices Discovery of devices not connected to LAN Agents are installed from the flash-drive Inventory ID

13 Software identification Registry Executable file WMI Software library Licenses Important!!! Discovery and identification of distributive copies

14 Hardware identification 1 inventory ID 2 PC name 3 responsible user job title 4 department/division/business 5

15 License compliance B Inventory DB Verification

16 Key processes Documentation Management Financial Management Covers document flow supporting IT asset lifecycle. Includes management of requirements, budgeting, forecasts, etc. Acquisition Management Compliance & Legislation Management Provides process of execution of purchases and correct accounting. Concerns providing of compliance with legislation, first of all in the field of copyright (software). Asset Identification Basis for the accounting and decision-making. Disposal Management

17 Requirements to the software Key requirements Management of the software Quality of the software recognition/identification Recognition/management of packages Addition of the software description Appointment/removal of licenses Software usage monitoring Storage of electronic copies of documentation Management of the hardware History logging Appointment of the unique identifier Statuses of life cycle General Interface of contracts management Interface of financial management Simplicity of integration KPI and Dashboard

18 What will the project give to you? The guaranteed economy of payments for licenses and support 7-25% per year. Ensuring compliance of purchased IT assets to the business requirements economy will be 7-15% of the IT assets budget. Optimization of IT assets usage structure classification and standardization savings at 4-10% of the IT assets budget. Assessment and minimization of legal/reputation risks providing a continuity of business. Reduction of operational expenses for implementation and maintenance of workplaces optimization of activity of the IT personnel. ROI 130% per year

19 Realized projects Customer One of the largest banks of Russia. More than personal computers. Location Head office in Moscow. More than 160 branches in the Russian Federation Project terms The project was realized in 2010 in 7 months. The methodology of TCO and ROI calculation specialized for the company Project results The project was paid off within 9 months; index of return of investments 140% Software management processes are developed in compliance with ISO

20 Realized projects Заказчик Large production holding More than users Location Head office in Yekaterinburg 26 branches in Ural and nearby territorial subjects of the Russian Federation Project terms The project was realized in within 6 months Project results The concept of purchases centralization is adapted The economy of the software budget within the first year is more than 30%

21 Realized projects Customer One of the largest energy companies More than users Location Head office in Moscow More than 18 branches across all Russian Federation. Project terms The project was realized in 2012 within 6 months The cumulative cost of IT assets possession is reduced by 35% Project results Management of requirements is created and automated Optimization of server software is more than 25%

22 Realized projects Customer Branch of multinational corporation About 800 users Location Head office in Moscow. Representatives of the organization in 20 regions of Russia Project terms The project was realized in 2013 within 3 months Project results Optimization of Microsoft, Oracle, IBM, Symantec server licensing - Payback within a month since the end of the project; IT assets management is completely automated.

23 RGRK "Voice of Russia". General information General: RGRK "Voice of Russia" The broadcasting company, in Moscow PCs. 4 consecutive projects were realized: SAM - the main objective discovery of the structure of used software and implementation of SAM processes according to ISO HAM the main objective - implementation of hardware management processes and automation of hardware accounting. Automation of hardware location inventory the main objective is real time hardware tracking (comparison of hardware MAC addresses at network sockets) and display of the current situation on the building map (MS Sharepoint portal). Service Desk implementation the main objective automation of management processes incidents, configurations and changes..

24 RGRK "Voice of Russia". Solution Inventory of software and hardware configurations Automation of installations Software inventory data Software Management Hardware inventory data Данные SAM Management of incidents ZNO management Management of changes Resource and service model

25 LLC Rusvinil. Project purposes Formalization of basic Service Desk processes: Management of incidents; Management of problems; Management of changes; Management of releases. ITAM installation Distribution of the agens software to target personal computers; Inventory of the personal computers and software; Recognition of the software. Automation of Service Desk processes Formation of services and SLA catalog; Automation of Service Desk basic processes. Automation of Service Desk processes Connectors design; Adaptation of tabular forms; Development of the connector with possibility of schedule control.

26 PLATFORMS LLC Rusvinil. Solution Management of incidents Management of changes Management of demands Management of problems Management of releases and installation Software installation and providing of the hardware Statistics of incidents Configurations Management (CMDB) ITAM SAM HAM

27 Some statistics "70% of the organizations have 30% discrepancy between the actual number of the personal computer (discovered during inventory) and accounted quantity (data of management accounting)" Correct accounting allows to reduce a total cost of license contracts. Namely, difference in 10% between registered and real number of the personal computer allows to lower royalties and payments for technical support by 10% annually. "Average ROI (return of investments index) at implementation of SAM/ITAM is 131% annually" Return of investments is provided with economy of the IT budget: Compliance of purchases with real/reasonable business requirements is 12% from the average annual software budget Reuse of licenses brings % from the average annual software budget

28 Some statistics "Systematic management of IT assets life cycle will reduce the cost of each asset by 30% within the first year and by 5-10% within each following year". "Organizations practicing ITAM lower TCO by 15%". "Lack of proper ITAM practices may increase the total cost of property for hardware assets by 7-10% annually". "The cost of possession of the personal computer may be reduced approximately by 30% at implementation of ITAM". "50% of Helpdesk service operating time is spent on discovery of the user PC configuration".

29 Will be pleasured to answer your questions Vladimir RAZUVAEV Head of Business consulting Department

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