SOFTWARE ASSESSMENT MORE IS LESS LESS EFFORT TOMORROW CUSTOMER: ACTO PROVIDED BY: DPA Ainis Zaharāns Ainis.zaharans@dpa.lv +7 67599
EXECUTIVE SUMMARY Information in this SOFTWARE ASSESSMENT report describes the software licensing situation at ACTO based on the licensing information provided by ACTO and installed software data gathered during device scanning. This software licensing compliance review is based on: actual installed software data, gathered via desktop computer and server scanning; software licence purchase information provided by ACTO. On June, 5, the overall software and licence asset management maturity level was rated as KEY OBSERVATIONS - + RISKS 55 packages/programmes/applications found without licence evidence and currently at risk; 8 packages/programmes/applications is not supported anymore and it can be a reason for different security issues; Ability to install Software by users. OPPORTUNITIES 4 licences, the value of which is more than 5, EUR, can currently be utilised; ACTO virtualisation rights allow one to increase the total number of virtual machines; The most cost-effective ACTO licensing scenario is to licence 59 unique users. SOFTWARE COSTS Under-licensed software is valued at more than 4, EUR, but over-licensed software more than 5,. Licence discrepancies can partly be solved by software edition reinstallation according to licences. 6 5 4 Licence cost Under licensed Over licensed
LICENCE COMPLIANCE REVIEW The purpose of this SOFTWARE ASSESSMENT was to analyse the software licence compliance situation within ACTO, conclude whether the software is licensed appropriately or if there is software that is licensed incorrectly (e.g. too many licences acquired or insufficient licences) and identify key points that must be addressed. KEY PARTICIPANTS AND CONTACT PERSONS Table. List of key contact persons Company Full name Position DPA DPA DPA ACTO ACTO Ainis Zaharāns Karīna Ševica Kārlis Nīlanders Name Surname Name Surname SAM Unit Manager SAM Consultant Head of Product Sales Department Head of IT Department Senior IT Administrator KEY PROJECT DATES This project was initiated by ACTO, submitting the initial information (filled questionnaire) on 4.5.5. Initialisation 4.5.5 Analysis.-6.5.5 Data inventory 6.-.5.5 Final report.6.5 Final report was prepared and submitted on the st of June.
SOFTWARE INCLUDED IN THIS REVIEW Table. List of data groups included and excluded from project scope IN SCOPE All software vendors Software installations collected from devices using DPA inventory tool Data about ACTO infrastructure solutions Licence data collected by filling out template OUT OF SCOPE Computers running in non-windows operating system environment Mobile platform such as Windows phone, Android, ios software Physical CAO review (e.g. software media CD, OEM sticker) Licence documentation validation IT ENVIRONMENT OVERVIEW Scope of this project was agreed upon before starting and there are a total of 9 devices included in this review, consisting of: 6 9 Desktops 6 Mobile devices Laptops Servers 4
4 of the discovered servers are virtual. They are virtualised using free Microsoft Hyper-V solution. of the workstations are virtualised. 59 users who work with one or multiple devices. + different applications, each requiring a licence. SOFTWARE INSTALLATIONS AND LICENCE COMPLIANCE The following chart represents the overall licence situation on June, 5. 4 55 Compliant Mislicenced 8 Overlicenced Since these data only represent total numbers of under-licensed, over-licensed and properly licensed software, further details about key software licence positions are described within this report. Microsoft Excel file with detailed information about software installations per computer is attached to this report. 5
The following table represents the detailed licence situation on June, 5. Table. Licence compliance Software Name Installation Count Licence Count Actual Compliance ABBYY FineReader Professional Accusoft ImagXpress 7 Adobe Acrobat Professional XI Adobe Acrobat Standard 9 Adobe Illustrator CC 4 Adobe Photoshop CC 4 Autodesk Revit 6 Fraps IBM Lotus Notes 8.5 8 IRIS Readiris Pro Kaspersky Endpoint Security for Windows 9 Microsoft Office Professional 5 Microsoft Office Professional Plus 7 Microsoft Office Professional Plus 55 Microsoft Office Small Business /XP Microsoft Office Small Business Microsoft Office Standard 9 Microsoft SQL Server Standard 5 Microsoft Visio Premium Microsoft Windows Pro 8. 8 Microsoft Windows Professional 7 9 Microsoft Windows Ultimate 7 4 Microsoft Windows XP Professional 5 Microsoft Windows Server Standard 8 Microsoft Windows Server Enterprise 8 R Microsoft Windows Server CAL 8 9 PassMark BurnInTest Professional 6 ScanSoft PDF Converter Professional 6 WinRAR Archiver 7 WinZip 8 TOTAL: 56 6 5 5 4 5 9 9 5 5 6 5 8-7 - - - - - 9-5 -4 - -9-4 - - -6-7 -7-8 6
KEY IDENTIFIED OVER-LICENSED AND UNDER-LICENSED PRODUCTS A product is classified as over-licensed if ACTO has bought more licences for a specific product than the actual software deployments within the company. ACTO has several over-licensed products allowing to install software on computers where it s necessary. ACTO also has a shortage of one or multiple licences for specific product groups. Under-licensing can be a result of the following: Terms of software licences have changed recently; Lack of knowledge about products, which require licences; Users may have administrator rights to download and install software; IT division is not informed about new software installation; Lack of licence management system the same licence is activated on multiple computers; Software has not been uninstalled after the end of the trial period. The following information identifies the key products that were over-licensed or under-licensed: Over licensed Windows 7 Professional Kaspersky Endpoint 9 Security for Windows 7 Acrobat Professional Windows Server 8 R Enterprise IBM Lotus Notes Adobe Photoshop Windows Server CAL 7 9 Microsoft Office WinRAR Activator Under licensed 7
Description and approximate cost of over-licensed products is attached in the table below: Table 4. List of key over-licensed products Software name Count Comments Approximate cost per instance* Acrobat Professional 7 The licences can be used instead of missing Acrobat Standard licences. In this case, products need to be re-installed. 55 EUR Windows 7 Professional Installation of Windows desktop OS and Office editions need to be adjusted to the number of licences. 6 EUR Kaspersky Endpoint Security for Windows 9 The total number of purchased Kaspersky products is less than the used licences. EUR Windows Server 8 R Enterprise Licence can be assigned to the virtualisation host allowing ACTO to use 4 extra virtual Windows Server 8 machines on that server. 75 EUR TOTAL: Information below identifies the key products that were under-licensed, including a short description and approximate cost of the under-licensed products: Table 5. List of key under-licensed products Software name Count Comments Cost per instance* Microsoft Office licenses. Windows Server CAL 9 This number of missing licences was found on several computers having or more Office editions installed usually the Office Professional and Office Professional edition used together. For Office licences Software Assurance was purchased, which allowed ACTO to install and use Office 7 Professional Plus edition. Due to the fact that the company has increased the total number of employees, no extra licences ware purchased. Option #: Office Pro Plus 446 EUR Recommended option: Office 65 8,9 EUR** 6 EUR IBM Lotus Notes Adobe Photoshop WinRAR activator Licences are missing due the fact that ACTO rapidly increased the total number of employees. No licences were found for this product. 7 The recently bought computer came together with a pre-installed trial version of WinRAR. After the end of the trial period, full licence or product uninstallation is required. 94 EUR*** EUR** 9 EUR TOTAL: 8 * Cost per instance depends on the licence volume level, industry level (e.g. Government, Education, Commercial) and local reseller pricelists. ** Monthly fee per user. *** Yearly fee per user. 8
RECOMMENDATIONS The following recommendations are designed to solve identified licensing issues and improve overall software asset management at ACTO. ELIMINATE LICENCE DISCREPANCIES Products such as Microsoft Office, Adobe Acrobat have mismatches with product versions installed on the computers. Next recommended steps: Software must be reinstalled according to the edition of the purchased licences; Uninstall products from computer systems, where software should not be installed and/or users don t have a need for it; Purchase missing software licences. The most cost-effective solution for missing Office and Exchange licences could be the product suite Office 65. ASSET MANAGEMENT AND REGULAR INVENTORY CYCLE Best industry practice is keeping software and licence compliance up to date by using IT asset management tools, change management systems and carrying out a full-scale software and hardware asset inventory. We recommend performing Software Assessment once a year to reduce possible under-licensing risks and be sure that software is being used properly. CREATE PROCESSES FOR NEW COMPUTER INSTALLATION There are a lot of computers that have trial software such as WinRAR installed. Right after the end of the trial period, the software requires a licence otherwise it needs to be uninstalled. Currently ACTO has more than copies of such software installed without any licence found. It is recommended to remove trial software from computers right after the computer is bought by reinstalling the operating system software or creating a clone. This feature, for example, is included in SCCM and other similar computer management solutions. RESTRICT DOWNLOADING SOFTWARE BY USERS During the software assessment we noticed that there are instances of software downloaded by users directly to individual PCs. This critical issue can cause licence incompliance for several product groups. UPGRADE END-OF-LIFE SOFTWARE For software like Microsoft Office and Windows XP, there is no support available from the manufacturer or it has already ended. It means that in the future the software will not receive the latest system and security updates, causing possible security holes in ACTO IT systems. ACTO has Windows XP installed on 5% of computers and it is strongly recommended to upgrade the operating system version to a newer one. STANDARDISE INSTALLED SOFTWARE VERSIONS One of the key requirements to reduce effort in IT management is using one software edition for all computers or users. It is recommended to upgrade currently used products to single editions. Microsoft has announced Windows as a free upgrade for existing Windows 7/8. licences. This option will only be available for one year after official release. https://products.office.com/en-us/business/explore-office-65-for-business http://www.microsoft.com/en-us/server-cloud/products/system-center--r-configuration-manager/ 9
ADDITIONAL SERVICES We would like to take the opportunity to highlight additional services we offer that you may find beneficial in the future. MAINTENANCE OF SOFTWARE MANAGEMENT PROCESSES Implementation of SAM tool to get continuous software management process is the next logical step after the state of software licences. The tool scans software, recognises it, creates business intelligence reports with minimal administration effort, allows one to manage all software assets like software licences, agreements, different software installations and allows software usage to be monitored within the company. CLOUD ASSESSMENT Cloud assessment will help you to get an overview of your existing IT infrastructure and identify beneficial technology scenarios, where the use of a cloud solution is more efficient and cost-effective thereby increasing the opportunities of your future IT development and capabilities. The assessment also includes a cloud deployment roadmap as structured technology transition and overall recommendations to improve your IT environment. OFFICE 65 TEST-DRIVE AND MIGRATION Office 65 test-drive is a service offered by DPA free of charge to let you and your team enjoy the capabilities offered by the latest productivity tools. With Office 65 work can be done from virtually anywhere and any device. Office 65 includes installed and browsed Office applications, business class email, Skype for Business, private document storage, company s document management portal and the main thing no worries about the management of the platform that is provided by Microsft 4/7. Office 65 test-drive includes account migration and one hour s training for your team. SECURITY AUDIT A security audit aims to assess the security risks that can be faced by any business as well as evaluate the controls or countermeasures implemented by business to minimise such risks. Project results are presented in a report, outlining the activities which were performed, identified findings, risks, risk class (high, medium, low) and detailed recommendations for mitigating the risks. USER TRAINING User training plays a vital role in providing a common IT security in an organisation. The employees' behaviour, imperfect knowledge of IT and reckless is one of the most common types of attacks IT used by malicious individuals to access the organisation's computer network.
COMMON SOFTWARE LICENSING ISSUES The following are some of the most common licensing issues we like to remind our customers to remember when determining the required number of licence entitlements needed. SERVER CLIENT ACCESS LICENSES To legally access Windows server solutions such as File Sharing or Active Directory by a workstation, a Client Access Licence (CAL) may be required. A CAL is not a software product; rather it is a licence that gives a user the right to access the services of the server. Different server solutions may require separate CAL licences. CAL licences can be divided into groups: With a Device CAL, you purchase a CAL for every device that accesses your server, regardless of the number of users who use that device to access the server. With the User CAL, you purchase a CAL for every user who accesses the server to use services. External Connector. If you want a large number of external users such as business partners, external contractors, or customers to be able to access your network, you have to have an External Connector (EC) licence for each server that will be accessed by your external users. Some software that is licensed per CPU or per Core does not require a CAL licence for users. DESKTOP OPERATING SYSTEM Full Windows desktop operating system requires an eligible OEM or FPP Windows OS base licence. Through Volume Licensing or any rental or subscription agreement, you can only purchase an upgrade for an existing licence (OEM or FPP) or software assurance. For customers that may have incorrectly licensed Microsoft Windows desktop operating system software, there is an option to purchase a Get Genuine kit to legalise under-licensed desktop operating system software. PRODUCT EDITIONS For products licensed by editions (e.g. Standard, Professional, etc.), a licence entitlement for a higher edition cannot be downgraded to a lower edition. Installed product editions must also match the edition in software entitlement. For Example: Microsoft Office Professional Plus cannot be downgraded to Microsoft Office Standard and only permits use of the Professional Plus edition. LIMITED DOWNGRADE RIGHTS FOR RETAIL AND CLOUD PRODUCTS Sometimes customers are using an older product version than the version mentioned in licence entitlements. Conditions with regard to the use of a previous version are defined in the product licence statement. Microsoft retail products (also called FPP, PKC) and OEM licences don t have downgrade rights to previous versions. The exception is the OEM licence of Windows, which includes rights to downgrade the current licence by versions. Please, visit the following site for further information. Cloud services such as Office 65 or Adobe CC do not include downgrade rights at all. The cloud product version is updated over time. COMPLEX INFRASTRUCTURE SCENARIOS AND HIGH AVAILABILITY Large software vendors such as VMware or Microsoft have different licensing scenarios for simple and for complex IT infrastructures. In the case If the infrastructure consists of private cloud or several highly virtualised physical hosts with enabled High-availability, each server requires more software licences than simply a virtualised one. https://www.microsoft.com/en-us/licensing/learn-more/brief-downgrade-rights.aspx