A Guide to Software Asset Management

Transcription

1 A Guide to Software Asset Management

2 About this Guide This guide has been developed to help businesses understand the fundamentals of Software Asset Management, to equip your organisation with the essential information, tools and tips to ensure that your company, however complex, has a robust Software Asset Management system in place. In it you will find valuable information about how Software Asset Management can benefit your business and importantly how you can protect your organisation from the risks associated with poorly managed software. With its help you will be able to perform a quick assessment of your organisation s current Software Asset Management needs, and where appropriate, develop a whole range of best practices for your business, to optimise the return on your software investment. Software is an essential business Asset and Software Asset Management is essential to good business practice. We have designed this guide purposely with practicality and portability in mind, to be viewed as a working document that you can carry with you, refer to frequently and store safely. You may want to make notes or add additional information to the guide. So we have included a personal/notes section at the back, accompanied by a handy hole punch mechanism, that will enable you to personalise and customise this guide, if you wish.

3 Follow our step-by-step approach Using the Index pages and Table of Contents opposite, the following Software Asset Management topics are explored in more detail: - How can Software Asset Management benefit your business and what are the risks of failing to manage software correctly? Are you curious as to whether your business could be at risk? Complete our 10 question assessment to find out. Committed about putting a Software Asset Management programme in place? Follow our 4 step implementation plan (Policies, Procedures, Records, Review). Want more help and information? Turn to the Tools and Resources section. Looking for the right licensing solution for your company and how to protect your business from Software Piracy? Turn to the Licensing and Anti-Piracy Section. Benefits and Risks Page No: How can your business benefit from 7 Software Asset Management? A software policy can protect you from risk 9 Legal basics 11 Are you at Risk? Could your business be at risk? 14 Quick 10 question assesment 15 Performing a self-audit 16 Software Asset Management Principles of Software Asset Management 21 Establishing Corporate Policies 24 Designing & Implementing Procedures 30 Managing & Maintaining Records 38 Ongoing Management & Review 44 Tools and Resources Software Management Tools 49 Microsoft Software Inventory Analizer 50 Quick reference guide 59 A Guide to Licensing and Anti-Piracy Microsoft Licensing - What to look for 63 Anti-Piracy Guide 73 Microsoft Product Indentification 76 Personal Information & Notes 79

4 Protect your business from risk and learn about the benefits of Software Asset Management Poor Software Asset Management can be very costly.

5 How can your business benefit from Software Asset Management? Computer software is a central part of many businesses operations but its increased importance brings new risks. An effective Software Asset Management policy can help protect you against these risks. Improved software planning and cost control - Software acquisition can represent a significant proportion of the IT budget. So it makes good fiscal sense to control these costs effectively. Good Software Asset Management can help you determine which software programs you need and which you don t. It can also help you take advantage of volume license discounts offered by many software publishers and determine how to deploy software most efficiently across your organisation. Manage technological change - Software Asset Management can help your company identify its software needs, avoid obsolescence, and ensure proper technology to help meet business goals to stay ahead of the competition. Alleviate communication and data transfer problems - In organisations where technology has proliferated without controls, many different software platforms and versions may exist, contributing to communication problems. Managing software can help address and resolve these issues, improving workflow and efficiencies. Justify investments in technology - Managing software can help organisations understand the value they receive from their software investment as well as identify parts of the organisation that may be in need of software upgrades or new software programs. Benefits 7

6 A Software policy can protect you from risk Setting up a software policy may not seem like a pressing concern, but without one, your business will be exposed to a range of risks some of which could be highly damaging. Non-Compliance Risks Legal costs and penalties - Abuse of software licenses can result in financial penalties and legal costs. Additionally, company executives can be held individually liable both criminally and civilly, for any copyright infringement that occurs within the organisation. Damaged reputation - Abusing software licenses can damage your company s reputation. Viruses that can harm computers and networks - Unauthorised copies of software can contain viruses with the potential to damage both individual computers and entire networks. Viruses can and do cause irretrievable data loss, which would be devastating to most companies. Ineligibility for technical support or product upgrades - When using unlicensed software, you are not eligible for technical support from the software publisher. If you have a technical issue in need of resolution, often at times a work-stopping issue, you are on your own. In-addition, product upgrades (less expensive upgrades of existing products) are not available to you. Legal costs and penalties - Legal costs and fines, damaged reputation, computer viruses, ineligibility for technical support and software compatibility issues all equate to lost time, which means lost opportunities to your business. Risks 9

7 Legal Basics What is a software licence? Software Licensing Microsoft offers many licensing programmes designed to meet the needs of differing customers. The software licence that accompanies these programmes will vary. A summary of the licensing programmes in place can be found in the Guide to Licensing and Anti-Piracy section of this folder on page 63. Please see for further information on these licensing programmes, including the documentation you ll need to retain to verify licence compliance. When you buy software you are buying a licence. A software licence grants you the legal right to run a software program. For each software program you use, you need a licence granted to you and documented in the licence agreement. Breaching the terms of the licence agreement is software piracy. Typical breaches include: Using legally acquired software on more computers than the licence allows. Allowing employees, or contractors to make unlicensed copies of software. Making or selling illegal copies of software. Using illegal copies of software, even unknowingly. (The law does not require you to know that your activity is illegal. The mere act of using an illegal copy of the software makes you liable). Allowing or asking a consultant (for example) to install software on your system when you do not have a licence for it. Legal Basics 11

8 Software Piracy can be a criminal offence You (or your directors if you are a limited liability company) risk up to two years in jail, or an unlimited fine. Are you at risk? The civil courts have the power to grant injunctions to stop the continued use of unlicensed software and make you deliver up all infringing copies of the software, and they will also make awards for compensation to be paid to the owner of the intellectual property rights in the software. Software publishers may sue you for piracy You can be sued for any improper use of their intellectual property. Compensation can run to tens of thousands of pounds. It is usually calculated by reference to the amount of money that the copyright owner has lost. That in turn depends on the number of illegal copies and the length of time those illegal copies have been in use. You also face the expense and disruption of legal action, regardless of whether you go to court. It can be easier than you think to be found out The software publishers trade association, the Business Software Alliance (BSA), offers a reward of up to 10,000 for information on the illegal use of software. See the BSA website for more details: If your business was at risk are you certain you would know. Your reputation could suffer if it is made public that your business has been using illegal software 12

9 A fragmented or poorly managed Software Asset Management system can lead to the use of unlicensed software, thus putting your company at technological and legal risk. Your business could be at risk, if any of these scenarios sound familiar: Your company has grown, expanding rapidly in recent years Your organisation has undergone a merger, de-merger or acquisition Your business is geographically diverse, with many subsidiaries You are operating with a de-centralised purchasing/ procurement policy Your company has witnessed a high turn-over of IT staff over recent years We understand that maintaining control of and managing your valuable software assets in any of these very common circumstances can be extremely challenging! Are you at risk? Step 1 Curious about whether your company is at risk for using unlicensed or pirated software? Answer the following questions to help assess your risk. QUESTIONS YES NO UNSURE 1. Do you know how many PC s, laptops, and servers you company currently has in use? 2. Do you have a software licence for all software programs installed on your PC s, laptops, and servers? 3. Are you confident that no company employees have made unauthorised copies of software? 4. Did you acquire all the software installed on your PC s, laptops and servers from reputable sources? 5. Does your company have a written policy for copying software and/or purchasing software licenses? 6. Does your business have a clear written software management policy approved and sponsored by senior management? 7. Does your business maintain an accurate inventory of software, hardware and licence ownership? 8. Are licence confirmations reconciled with your organisation s orders? 9. Does the person who is responsible for software licence compliance have specialist knowledge about software licensing issues? 10. Do you operate regular checks of installed software against software licences held? If you answered no to any of these questions, or if you are unsure about any of the answers, you need to evaluate your organisation s software situation in greater detail. Are you at risk? 15

10 Step 2 If you have identified that your organisation may be at risk then there are a number of things you can do, e.g. you can undertake a self-audit or ask an appropriate company for assistance in doing one. Step 3 Undertaking a self-audit Should you elect to undertake a Software Asset Management audit internally, you will need to ensure the following: That overall responsibility for development and implementation is assigned to a single individual. That the assigned individual has the ability to delegate specific tasks to appropriate personnel within your organisation. The next stage is to perform an initial software inventory. Step 4 Perform a software inventory by doing the following: Establish the number of PC s, laptops and servers your company has in use and the type of software installed on each machine. Compare this information against the number of legal software licenses your company owns. Account for any licence deficiencies and purchase sufficient additional licenses to bring your organisation into compliance. Depending on the size of your organisation, and the condition or your records, this may be quite simple, or it can take a bit of effort. In either case, establishing this initial inventory is critical to effective Software Asset Management. There is a free Microsoft software inventory tool contained within the CD that accompanies this guide. Refer to the Tools and Resources section on page 49 for further assistance. Or visit For a listing of other available tools, please visit 16 Performing a software inventory 17

11 Step 5 Establishing software policies and procedures While the number of policies and procedures your organisation needs will vary depending on the company size, scope and culture, at a minimum they should cover the following: Software Asset Management Software use and copyright policy - Your company should have a clear and enforceable policy on copyrighted software, which addresses your companies adherence to software license agreements, and employees responsibilities to follow the software procedures set by management. Procurement policies and procedures - Your company should have written policies covering how employee s request software, responsibility for software acquisitions, approved software vendors, software installation procedures, personal software policies and disposition of software assets. Proper Software Asset Management takes time and effort. But the payback is well worth it. For more detailed information, please refer to the Software Asset Management section of this guide on page 21, which covers the Principles of Software Asset Management in greater detail. 18

12 How to keep your business compliant Managing your software assets can lead to improved performance. As businesses invest more in technology, Software Asset Management plays an increasingly critical role in promoting efficiency, productivity and performance. The Principles of Software Asset Management Once you have identified that you need to implement a Software Asset Management Programme then we recommend you follow these guidelines. Here we guide you through some of the principles of Software Asset Management: CORPORATE POLICIES Evidence that a company is committed to Software Asset Management Establishing Corporate Policies Designing and Implementing Procedures Managing and Maintaining Records Ongoing Management and Review PROCEDURES To ensure the implementation of the policies REVIEW To ensure that processes are working and being implemented, so that records always remain accurate RECORDS Software Inventory Hardware Inventory Licence Inventory Software Asset Management 21

13 There is no universally correct solution to Software Asset Management or Software License Compliance, and there can be no guarantee that by following any set of guidelines that all problems will be avoided. However, by following the guidance in this section many of the most common problems should be avoided and the major underlying issues clarified. So your organisation can more easily find a unique solution, tailored to your own business specific needs and circumstances. Establishing Corporate Policies

14 Developing a Policy Making it work Company culture Before anything else, your company culture must be one in which all your employees understand the value of software, learn the difference between legal and illegal use, and pledge their commitment to the proper use of software. To do this, you must have a clear statement of policy on the legal use of software. The statement should express the company's goals to manage software for maximum benefit, use only legally licensed software, and spell out the company's procedure for acquiring legal software. Establish policies If your business has no written policies or procedures, now is a good time to write them. While the number of policies and procedures your business needs will vary according to company size, scope, and culture, at a minimum they should cover the following: Software use & copyright policy Is there a clear and enforceable policy on software copyright? (creating and communicating a policy on software use and copyright enforcement is an important step in reducing the business's liability for copyright infringement). Personal software Do you permit personally owned software to be installed on PC's? If so, under what conditions? We recommend that if a user needs access to software at home, the company purchases a separate licence and records it as an asset on the software register. Communicate the policy to all employees Tell them that the company will not allow or tolerate the use of illegal or pirated software. Consider referring to the policy in your statement of employment terms. Alternatively, ask employees to sign a statement saying they understand and accept the policy. Regularly remind employees of the policy, particularly when breaches are suspected. Encourage employees to tell you if they think they may have dubious software, or if they have any other concerns. Rigorously enforce the policy Make sure that following the implementation of your software policy, all employees understand the consequences of not adhering to it. The more effort you put into enforcing your policy and making sure that employees know that use of illegal software is not acceptable within your organisation, the less vulnerable your organisation will be. Showing that you made all reasonable efforts to prevent unauthorised use of software could also help you with the defence of a claim against your organisation, should an employee breach the policy. 24 Establishing Corporate Policies 25

15 Make your software policy part of a wider IT policy designed to safeguard the security of your systems and data and protect you against a range of legal risks The policy should: State what you consider to be acceptable and unacceptable use of your IT system. Set out who is responsible for administering and repairing systems and enforcing your policy. Regulate how the Internet and are used. Protect your own intellectual property rights. Employees can use the Internet and to copy and pass on your intellectual property or other confidential material, perhaps unwittingly. Implementing an effective policy and a good document management system is essential Whatever your policy, make sure it is included in the packet of information given to new employees and visible to all, so that everyone can abide by it Corporate policy regarding the use of personal computer software 1. (Name of Business) licences the use of computer software from a variety of software vendors. (Name of Business) does not own the rights to this software or its related documentation and unless authorised by the software developer, (Name of Business) does not have the right to reproduce it, other than expressly allowed by the software developer (eg for back-up purposes). 2. With regard to Client/Server and network applications, (Name of Business) employees shall use the software only in accordance with the terms of the relevant licence agreements for that software. 3. (Name of Business) employees shall not download or up-load unauthorised software over the Internet. 4. (Name of Business) employees learning of any misuse of software or related documentation within the company shall notify his/her department manager or relevant personnel. 5. According to English Copyright law, persons involved in the illegal reproduction of software can be subject to civil and criminal penalties including payment of compensation (for a civil claim) or fines and imprisonment (following a criminal prosecution). 6. (Name of Business) does not condone the illegal duplication of software. (Name of Business) employees who make, acquire, or use unauthorised copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include or lead to the termination of the individual s contract of employment. 7. Any doubts concerning whether any employee may copy or use a given software program should be raised with a responsible manager before proceeding. I confirm that I have read and understood the software use policy of (Name of Business) and I agree to abide by and uphold that policy. Employee signature Date 26 Establishing Corporate Policies 27

16 Manage organisational change A common requirement for most organisations is to manage mergers and de-mergers, or other radical organisational change, effectively. This should include reviewing and transferring licenses. Due Diligence - if your organisation is acquiring or merging with another, you should ensure that it is legally licensed for all of its software usage. If not, you will acquire its legal exposure as well, irrespective of whether or not you are aware that you are doing so. Designing & Implementing Procedures 28

17 Designing & Implementing Procedures Appoint a software asset manager Clearly identify a Software Asset Manager who is responsible for ensuring that your companies Software Asset Management policy is understood, implemented and adhered to. Purchasing software Be careful about how you buy and install software. This is essential if you want to be sure that the software you buy is legitimate. Only buy software from reputable sources. Typically, this will be an authorised distributor in Europe or a partner outlet recognised by the software publisher. If in doubt, make further checks (e.g. through the Microsoft Product Identification Service) or buy the software elsewhere. Centralise purchasing Require all software purchase requests to be in writing with department manager approval. Don't permit employees to buy software directly or charge it to their expense accounts. Ensure that employees without special approval cannot download software from the Internet. Keep proof of purchase Always keep the original documentation including the Certificate of Authenticity (COA), End User Licence Agreements (EULA) and purchase invoices they are your proof of purchase. Keep a formal inventory of what these documents relate to and where the software has been deployed in a safe place. More information can be found in the Managing & Maintaining Records section on page 38. Be particularly wary of software sold through e-auction houses, much of it is illegal and you also risk paying for software that you will never actually receive. N.B. Turn to page 76 to find out about Microsoft s Product Identification Service. 30 Implementing Procedures 31

18 Procurement policies and procedures How do employees request copies of software or upgrades of existing software programs? Specifically: Who makes the acquisition decisions and on what criteria is this based? From which vendors is the software acquired? What effort does your business make to find the best pricing? We recommend that all software be purchased through the IT department and that users must obtain approval from their manager to do so. It is recommended that software is not paid for by cash, credit cards or on general expenses. That way, if all software is purchased centrally, detailed purchasing records can be maintained. Software installation procedures Who is responsible for the software when it first arrives? Who records serial numbers, sends in the registration, and records this information? We recommend that the Software Asset Manager (or someone authorised by him/her) is the only person authorised to install software. We also recommend that manuals (if supplied), along with other materials (eg Certificate Of Authenticity (COA), End User Licence Agreement (EULA) and CD roms with the software program), should permanently reside in the IT department. Once installed on the hard drive, the original software CDs should be locked in a secure storage facility with a tracking number to help identify who the supplier was and when the supply was made, (should that ever be necessary) which the Software Asset Manager will be responsible for maintaining. Carry out basic checks to make sure the software is legitimate Software packages should typically contain a licence document with a serial number, a registration card and a manual. If you are buying multiple copies of software for use on a number of computers, (e.g. through a Volume Licensing Programme such as Open or Select) you will only receive one licence document. Pre-installed software supplied with computers may only have an electronic manual. Check the packaging Poor quality labels, photocopied manuals and the like are often signs of pirated software. NB. Please see information on Microsoft Product Identification Service in the Anti-Piracy section on page 73. Obtain original licences and receipts for each purchase. 32 Implementing Procedures 33

19 Disposal of software What happens to the old copies of software that have been upgraded or are no longer used? Retire obsolete workstations The software inventory process will let you identify and retire workstations and the accompanying software that are no longer in use. You should note that Microsoft software acquired with the purchase of a new machine (also known as "OEM software") is not transferable to new or other workstations and must be retired along with the PC. However software purchased through Microsoft retail (full package product) and Volume Licence programmes can be re-deployed to other PCs, which can provide your business with additional savings. Transfer of licences If an organisation being acquired or divested has been part of a larger organisation, it is possible that its software licenses have been ordered and are owned by an affiliate, which is not part of the divesture. In this situation, licences do not transfer automatically, but must be formally transferred. You must read your own agreement for details, but the following are general principles: Electronic licences Where licences are electronic only (eg Microsoft Open or Select) then a notification procedure should be followed, in accordance with the terms of your relevant licence agreement. Change of ownership Change of ownership and responsibilities must be evidenced in writing. Where licences have been registered to a specific named organisation, we recommend that the change of ownership document is stored safely. Technical Ensure the software being requested is on the company's list of supported software. Standardise software If you discover that employees are using out of date or various versions of software programs, this may be a good time to look at standardising the software usage through upgrading existing licences. This can often lead to greater productivity, as all employees are standardised on the same version of software, thus reducing file share or transfer issues promoting greater employee efficiency. Physical licences Physical evidence of licences must be transferred where this exists (refer to the Licensing Section on page 63 for more details). 34 Implementing Procedures 35

20 Review procedures It is usual to find that software acquisition is not co-ordinated well between one department and the next. In such a case, centralising the software acquisition function could lower costs by allowing you to take advantage of Volume Licensing options. Further, those businesses who centralise their software acquisition tend to: 1. exhibit greater compliance with licence terms and conditions. 2. generate cost savings by purchasing the correct type of licence - as it is generally known what existing licences are on hand and whether these licences can be upgraded or not. 3. more readily align the software IT budget with actual spending against that budget, which can lead to more efficient resource allocation. All of the above points in this section should be addressed in your companies procedure for Software Asset Management to ensure consistency, to aid in the record keeping process and to generate cost savings for your business. Managing & Maintaining Records 36

21 Records The software register A software register is the simplest way of keeping tabs on the software you are using, helping you to control purchases and upgrades and pre-empt potential licence problems. Create an inventory of all the software you use Record the product name, version number and serial number for every software program loaded on every computer. Note down the same details for software you have not yet installed. Principal Inventory Databases Installed Software Inventory Hardware Inventory License Inventory If you own licences which allow you to use multiple copies of a piece of software, record how many copies are installed, and on which computers. Include details of any software pre-installed on computers you have bought. Keep all the information in a secure software register. You may want to design your own software register or consider using an off-the-shelf product. Many solutions are available with a range of functionalities from simple inventories which must be updated manually to more sophisticated inventories which are updated automatically by software scanning tools. A list of some of today s most popular Software Inventory and Asset Management Tools can be found at N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this website. Store original software and documentation securely This should include original software CDs or floppy disks, and any manuals, Certificates Of Authenticity (COA), licence documents and invoice details. If you cannot find all the relevant information, you may want to contact the software publisher to check that your software is legitimate. File manuals and documentation properly so you can find them easily. 38 Maintaining Records 39

22 Hardware register Locate the exact number of workstations deployed in your organisation. Know the quality, type and function of hardware. Create a Hardware Asset Register where all stations and servers are logged. As with the software register you may wish to consider offthe-shelf solutions. The more complex solutions will combine software and hardware registers with automated software scanning capabilities. Such tools can often deliver benefits outside of Software Asset Management, such as the ability to remotely take control of PCs for helpdesk support. A list of some of today s most popular Software Inventory and Asset Management Tools can be found at N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this website. Licence register Locate licences or other proof of purchase documentation and summarise the number of total licences owned. Proof of licence purchase may exist in a number of forms depending on the type of licence you have acquired. Please refer to the Guide to Licensing section on page 63 for information and examples of Microsoft licence proof of purchase. Good Software Asset Management provides good Software Licence Management as an inexpensive by-product. It provides benefits which are greater than the associated costs. For example, Software Asset Management addresses the areas of help-desk support, version control, and deployment planning which allows an organisation to respond quickly to changing business requirements and opportunities. With Volume Licensing programmes, e.g. Open or Select, licence confirmations from Microsoft, either hard copy or electronic, are the only legal evidence that a licence is owned. The certificate sent by some re-sellers as a proof of purchase is not proof a licence is owned. It is the responsibility of the end-user organisation to check that they have received the appropriate Microsoft License Confirmations. Microsoft Enterprise Agreements do not eliminate the need for Software Licence Management. They just simplify the process and reduce the volume of work required for the software products covered. Proper systems and procedures are still required for these reduced requirements. Furthermore, standard Software Licence Management requirements will continue to exist for all software not covered by Enterprise Agreements. 40 Maintaining Records 41

23 Ongoing Management and Review

24 Review Ongoing management Effective Software Asset Management is a continual process. You need to monitor adherence to your organisations software policy, and perform periodic reviews of the software, hardware and license registers to ensure they remain accurate. It makes sense to have someone within your company responsible for these review processes. unapproved software has not been installed. As with hardware and software, license registers should periodically be reviewed to ensure all purchases have been included and all important license documentation can still be found. If your organisation has an audit function, this is probably the best group to perform the review of procedures and determine the accuracy of the registers. We recommend that you carry out such a review once a year at the very minimum. Review of procedures The procedures you have designed for good Software Asset Management are there to protect against the risks mentioned earlier in this guide. It is therefore a good idea to review the procedures from time to time to ensure that they still address the risks appropriately. For example, a company may wish to change its Software Asset Management procedures if there has been a development in technology which will help in reducing the administrative effort for a particular process. It is also appropriate to perform reviews to ensure that the processes which have been defined are actually being followed. Review of registers Unfortunately, it is a fact of life that records become inaccurate over time. It is therefore important to perform periodic checks on sample workstations to ensure that 44 Ongoing Management and Review 45

25 Tools and Resources Many Software Asset Management resources and support services are available.

26 Software Management Tools Software Inventory and Asset Management Tools This folder is just one element of Microsoft s campaign to help customers understand how to manage software in their business and to ensure their licensing is fully compliant. There are many Software Inventory and Asset Management Tools available on the market. Software Inventory Tools primarily inventory the software installed on PCs, while Software Asset Management Tools are designed to help you manage your network of computers and the associated software. A list of some of today s most popular Software Inventory and Asset Management Tools can be found at This information can also be found on the enclosed Software Asset Management CD. N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this website. However there is a Software Asset Management CD enclosed, which enables you to conduct a review of the Microsoft software that is installed in your business. This CD carries out its review remotely on your systems and servers and does not transmit any information outside your business. Tools and Resources 49

27 Microsoft Software Inventory Analyzer The Microsoft Software Inventory Analyzer (MSIA) * is a free tool designed to help businesses conduct an inventory of their key Microsoft software programs. It's easy to use, lets you perform the inventory yourself, and works whether you have a single computer or are part of a networked environment. After running the tool, a summary report of Microsoft Product Installations will be generated which will allow you to enter corresponding license purchase information for a complete analysis of your companies license compliance status. It takes only a few minutes, it's easy to do and totally confidential. An Intel 486 or greater processor, 25 MHz or faster At least 2 MB of free hard-disk space to run Setup Microsoft Windows 95 or higher operating system Note that if you are attempting to inventory a network of PCs which utilize Microsoft Windows 95, Windows 98, or Windows Millennium operating systems, there are a few initial procedures necessary for the scan to work. Feedback and Support We want to hear from you! To submit questions or feedback about the Microsoft Software Inventory Analyzer, send us an to: msiahelp@microsoft.com *Internet connection required. Reports MSIA generates a summary report of the core Microsoft software products it discovers on your machines and provides a table for you to add licence information so you can quickly and easily determine if your software is correctly licensed. Language Support The MSIA tool and interface are both written in English, however, MSIA does identify international language products. Systems Requirements You can run the Microsoft Software Inventory Analyzer on any computer with the following characteristics: 50 Tools and Resources 51

28 Microsoft Software Inventory Analyzer Step-by-Step Guide Each step of the MSIA program has been documented here to help answer any questions you may have as you run through the MSIA Wizard. The MSIA is enclosed on the CD at the back of this folder. 1. The Welcome Screen The welcome screen briefly states the purpose of the tool. 2. Local or Network Scan MSIA provides the option of scanning either the local machine or the Microsoft Windows Network. Sample screen is shown. If you chose "Network" scan mode, you must have administration rights over the network you chose to scan. MSIA will use the user name and password used to log on to the current machine as the default setting. If you do not have such rights and would like to log in under a different name click "Login As" button which appears as follows: 3. Machine Selection This screen displays the entire network in a tree view, and appears only if the "Network scan" mode option was selected. Selecting a domain will select all the machines in the domain along with child domain's machines, if any. Please note that you need to select a minimum of one machine for scanning. If you select "Network" as the mode of scan; the screen will appear as shown. 52 Tools and Resources 53

29 4. Download Updated Data Files Using this screen, you can download the latest version of data files from Microsoft's Web site. This step is necessary only if you are running the product from a CD or disk, as the database of Microsoft Products may have been updated since the CD or disk was produced. If you are downloading MSIA from the Web site at the database will be current and there is no need to download updated files. To download the latest version of the data files, click the "Download..." button. Please note that you need to have Internet connection for this operation to be successful. 6. Report Formats Using this screen you can specify the report formats in which you wish to view the results of the scan. You can have the report generated in one of the following three formats: HTML Excel Text You can specify the path for storing the reports in the Select a directory for reports text box. Please note that the applications required for generating and viewing reports need to be present in your machine. For instance, Microsoft Excel 97 or above should be installed in the machine to generate and view reports in Excel format. 5. Product Selection Using this screen, you can specify the products you wish to scan for. Please note that you need to select a minimum of one product to scan for. 7. Confirm Settings Use this screen to verify the settings for the scan. Clicking the Scan button will initiate the scanning process. 54 Tools and Resources 55

30 8. Scanning This screen displays the approximate percentage of progress with regards to the scanning process. If "Local Machine" scan mode was chosen, the progress bar graphically indicates the amount of progress. The text below the progress bar denotes the folder being scanned. If "Network" scan mode was chosen, the text below the progress bar indicates the number of machines scanned and the total number of machines yet to scan. The progress bar will graphically indicate the same. 9. Completing the MSIA Wizard This screen appears at the end of the scanning process. If the View reports now check box is selected, the chosen reports will be displayed after clicking the Finish button. At this time you may hit the "license" button which will allow you to enter information regarding your companies inventory, which should correspond to the software programs installed. If there is a discrepancy you need to purchase appropriate licences to cover the shortfall. Please refer to the Guide to Licensing Section on page 63. Please note that the settings you selected using the wizard will not be saved if you do not click the Finish button. Back and Cancel buttons are disabled in this screen. 56 Tools and Resources 57

31 Want to know more about Software Asset Management? Check out our website on or alternatively refer to the Software Asset Management CD at the back of this guide. Unsure about the legitimacy of the software you've purchased? Microsoft's Product Identification Service can tell you within two working days if the software you have brought is genuine or not. We do not charge customers for this service. Call our hotline for more details about this service or alternatively visit See the Anti-Piracy section at the back of this folder for more details on the Microsoft Product Identification Service. Quick reference guide For further information on all the topics discussed in this folder check out these reference points. Websites Software Asset Management Guide Product Identification Service Anti piracy Licensing Microsoft Help Lines Licensing Product Identification Service Anti-Piracy helpline Unsure how to license your business? Check out the details on all Microsoft licensing programmes that could provide your business significant volume discounts on Microsoft software. Visit our web site at or call for out list of channel partners who can advise you on all your volume licensing options. 58 Tools and Resources 59

32 A Guide to Licensing and Anti-Piracy Many people are unaware that 1 in 4 software packages is used illegally by UK businesses that is without a proper licence.

33 Microsoft Licensing What to look for Microsoft has many licensing programmes to meet the differing needs of customers. The programme and product specifics can vary greatly. The information contained in this section will help you determine the right licensing programme for your needs. Additionally, you will learn what anticounterfeiting features you should look for when purchasing specific products as well as the documentation you need to retain to verify licence compliance. The information on this and the following pages changes from time to time. Please check for the most up-to-date information. Pre-installed Software On new PCs (OEM Software) When you purchase a new PC, it should be pre-installed with an operating system, such as Microsoft Windows. To ensure you are getting genuine Microsoft software with your PC purchase, you should first look for the Certificate of Authenticity (COA) label affixed to your new PC. The COA assists you in determining whether your Microsoft software and components are genuine. The COA has a holographic strip that reveals the words Microsoft and Genuine. The product name and a unique product key are in the centre of the label and the How to Tell URL appears at the bottom of the label. COA labels are not designed to be removed. In addition to the COA label, you may also receive an OEM Product CD. The CD or DVD will be clearly marked with either the PC manufacturer s brand or an edge-to-edge CD hologram. (Please refer to the Retail Product Section of this guide for more information on the edge-to-edge CD). A Guide to Licensing 63

34 See Microsoft s How to Tell website at: for detailed information on Windows operating system security features. In order to establish license ownership, you should retain the end user license agreement (EULA), which is the agreement between the PC manufacturer and the end user, the Certificate of Authenticity, media, manuals (if applicable) and your purchase invoice and receipt. PCs may also come pre-installed with application software such as Microsoft Office. To ensure you are getting genuine Microsoft application software, look for the Certificate of Authenticity (COA). The COA is not required to be affixed to the PC chassis and can be found on the product CD wallet, the product manual and/or the product jewel case. Certain pre-installed Microsoft applications such as Microsoft Office XP incorporate the edge-to-edge CD hologram as described on the previous page. In order to establish licence ownership, you should retain the end user license agreement (EULA)*, the Certificate of Authenticity, and your purchase invoice and receipt. *N.B. The EULA may be online within the software product. Retail Product Sold in single-unit quantities at retail outlets and by Microsoft re-sellers, Retail Product is packaged in boxes as shown and typically includes media and documentation. Ideal for lowvolume software needs, such as companies with fewer than five PCs. To assist in determining if you have a genuine Microsoft product, look for the Certificate of Authenticity (COA) label on the box top. The heat-sensitive green dot changes colour from green to yellow when lightly rubbed. The document that serves as your proof of licence is the End User License Agreement (EULA), which may be enclosed in hard copy form or online within the software product. To establish licence ownership you should retain the hard copy EULA (if enclosed) as well as a copy of your purchase invoice. Microsoft s family of Windows and Office CD-ROM retail products feature edge-to-edge hologram technology. 64 A Guide to Licensing 65

35 You should be looking for these special CDs to confirm that the retail products you ve purchased are genuine. The hologram covers the entire surface of the CD and when tilted in the light, the product name and product-specific graphics are revealed from the hub to the outer edge of the CD. The hologram is produced on the CD. It is not a sticker. Open Licence 6.0 Best for customers needing as few as five licences, Open Licence is a great way to save on genuine Microsoft products. Under Open Licence, you determine the number of software products you wish to licence, place an order with a participating Microsoft reseller, and obtain the licences you need. You may then install the software by ordering media directly from Microsoft. Microsoft Open Licence 6.0 offers you two great ways to save on Microsoft products: Open Business allows customers to save on estimated retail prices by placing an initial order for five or more licences. With Open Business, customers can combine any set of Microsoft products to qualify for the five licence minimum. Your proof of licence is posted on a secure site on the Internet at Log on using your Microsoft Passport ID and your unique Open Licence Authorisation number(s) to verify the number of licences purchased. The terms of your licence, such as licence grants, conditions, etc. are in the Open Licence agreement, which is also available on the eopen website. Visit default.asp for more information on Open Licence. N.B. Full versions of Microsoft Operating Systems are not available via Microsoft s Volume Licensing Programs only operating system upgrades. You must acquire full version operating system products via the OEM or retail channel. Select Licence 6.0 Best for customers with 250 or more PCs and mixed Microsoft product requirements, the Microsoft Select Select Licence is available through Microsoft authorised Large Account Re-sellers (LARs). Open Volume potentially saves you even more if your organisation is able to make a larger initial up-front order in one or more product pools (applications, systems, servers). 66 A Guide to Licensing 67

36 Under the Select Licence, customers receive volume discounts based on a three-year forecast of products required. There are three product pools (applications, systems, and servers) available for forecast under Select Licence, and point values associated with each product within the pool. Visit for more information on Select Licensing. After you have signed your Select Agreement, you will receive a Welcome Kit from Microsoft. This kit will contain Microsoft software CDs, based on the product pools you have selected. On a monthly basis, you are required to submit to your Large Account Reseller (LAR) an order for the number of units of Microsoft software you have installed during the past month. Your LAR will invoice you and pass the order on to Microsoft. Microsoft Volume Licensing Services online offers secure personalised access to details about your Select Licence, including order confirmations, which serve as a portion of your proof of licence. Once your agreement is in place, you can track purchase information and agreement status at Please refer to your Select Agreement for further details on complete proof of licence requirements. Your signed Select Agreement and Product Use Rights will contain the terms of use applicable to these products. You should retain these documents which define your rights and obligations under the agreement. N.B. Full versions of Microsoft Operating Systems are not available via Microsoft s Volume Licensing Programmes only operating system upgrades. You must acquire full version operating system products via the OEM or retail channel. Enterprise Agreement 6.0 Enterprise Agreement The Enterprise Agreement is designed for customers with 250 or more PCs who want to standardise on certain Microsoft products and have the ability to centrally purchase and track software. The Enterprise Agreement is available through Microsoft authorised Large Account Re-sellers (LARs), or Enterprise Software Advisors (ESAs). Enterprise Agreement customers choose to standardise their selection of Microsoft products for the three-year term of their Enterprise Agreement. The price is based upon the number of qualified desktops within a defined enterprise and is divided into three equal annual payments. During the term of an Enterprise Agreement, you are permitted to run the chosen Microsoft products on all desktops, including those added after signing the agreement, subject to an annual True Up requirement. An Enterprise Subscription Agreement gives you the ability to lease your software licences, while staying current on the products over the term of the agreement. Under the 68 A Guide to Licensing 69