Software asset

Transcription

1 Software asset Niklas Sandvik 1 2/21/2017

2 Agenda Volvo presentation SAM function under construction SAM from an outsourcing perspective 2 2/21/2017

3 Volvo presentation 3 2/21/2017

4 4 2/21/2017

5 The Volvo Group, has about 100,000 employees, production in 18 countries and sales in 190 markets. On the road In the city Off road At sea 5 2/21/2017

6 Organization CEO and Group Executive Board =Process & IT functions Truck Divisions Group Functions Group Trucks Technology Group Trucks Operations Group Trucks Purchasing Group IT Business Areas Volvo Trucks UD Trucks Renault Trucks Mack Trucks Value Trucks & JV:s Volvo Construction Equipment Volvo Buses Volvo Penta Governmental Sales Volvo Financial Services Our Customers

7 Since April last year Infrastructure & Operation are outsourced to HCL. Application delivery still handled within. External business Application Infrastructure & operations 7 2/21/2017

8 Some facts about In total ~4400 solutions in IT portfolio with ~90 critical ones A total cost budget of ~850 Meuro 2016 ~6000 people (employees + contractors) mainly connected to application related work Close to 50% of application related people are located in low-cost countries, mainly India and Poland 8 2/21/2017

9 SAM function under construction 9 2/21/2017

10 Our history Lack of control No one knew what kind of licenses Volvo owned Uncontrolled software installations Penalties due to non compliancy during external license audits Purchases made everywhere Using wrong license types due to complex license models Strategic decisions taken without full knowledge about license consequences Projects lacking awareness of license consequences in runtime Very reactive 10 2/21/2017

11 Background SAM for Microsoft introduced early within I/O organization License Office introduced a new SAM organization was introduced 11 2/21/2017

12 New organization introduced /21/2017

13 License Office Key responsibilities License Administration Purchase Administration Financial Administration Enabler for software asset management 13 2/21/2017

14 SAM office Key responsibilities All Volvo group licences 14 2/21/2017

15 Resource License Manager Licensing specialists License Broker SAM Governance Lead IBM Microsoft Oracle Infrastructure COTS Client Applications SAP Engineering Applications SaaS Risk Forum SAM Interaction Model Vendor Management Office IPS (Purchase) Software Asset Manager Common Wow Audit Optimizing Tools Service Management SAM Tools vendor Role / Process License Administration Office 15 2/21/2017

16 License Governance Lead To maintain consistency some SAM tasks makes sense to manage outside of the specialized Software Asset managers license portfolios. These includes Software License Management Processes, Audit Management and management of the License Management tool. Depending on the utilization of the resources in each portfolio some of the tasks could be delegated. Strategic Drive all parts of the SAM function to always be Audit ready Develop and secure implementation of common processes Tactical Secure license management in other processes and services (e.g. project handbook) Drive and secure processes are up and running to detect and minimize compliance risks Operational Key stakeholder for all license management tools Overall view of the enterprise license spend Maintain licensing agreementand software audit checklists Drive monthly/quarterly reporting to EMT Drive monthly reporting to Risk forum 16 2/21/2017

17 Software Asset Manager The Software Asset Manager is the manager of a portfolio of applications. The portfolio could be made up of either vendors, such as Microsoft and IBM, or by functions such as databases or organization. There is probably an advantage to keep it by vendor as the license agreements are similar within the vendor domain. The Software Asset Manager may be the budget holder for the licenses within the portfolio as well as Supplier Manager for key vendors. Strategic Interact with business representatives for future business needs Lead external License Audits Support VMO in contract negotiations Tactical Accountable for the license portfolio and consumption License Advisory to projects, License Owners and managers Proactively work with optimizing utilization of software licenses Interact closely with IT-Purchasing to drive license cost optimization Operational Maintain knowledge of portfolio licensing models and changes to them Monitor compliancy work performed by LM Manage Software audits Act as escalation point for LM questions and issues Assist License Managers in their work with software licenses Conduct license training with License Managers Drive internal license audit program Drive the on-boarding of new licenses Key stakeholder for vendor specific license management tools 17 2/21/2017

18 License Manager Role The License Manager is responsible for the day-to-day operations of one or more applications such as Microsoft Office or Oracle Databases. The LM should be functionally managed by the Software Asset Manager where the application resides Strategic Interact with business representatives for future business needs Tactical Proactively work with optimizing utilization of software licenses License Advisory to projects, managers and other stakeholders Ensure validity of contract information. Operational Software and License management in Tool(s) Ensure license compliancy for licenses responsible for Responsible for the licenses and consumption Support in license audit work Understand license agreements, e.g. usage rights and metrics Assist managers in their work with software licenses Conduct the on-boarding of new licenses into the license management systems 18 2/21/2017

19 License Administration Office License Office is a global team that manages licenses and license administration for the Volvo Group. License Office is single point of contact for all license related questions from business and projects. License Office keeps track of number of user licenses, secure that the licenses are used in a correct way and renewed in timely manner. Strategic Tactical Operational N/A 19 2/21/2017 N/A Single Point of Contact for license questions from business and projects Support the business community in ordering software licenses. Manage the collection of license certificates and import to license tool Secure timely renewals of software Secure that all license cost are managed according to the Volvo financial framework Ensure that all cost are recharged in a correct way

20 Achieved so far Risk assessment for all strategic suppliers Clean-up and consolidation of unused licenses (cost avoidance&-saving) Initiated projects for major platforms to secure compliance Introducing common wow (e.g. preparation and execution of audits and monthly dashboard reporting) Risk forum introduced Placing almost 100% of license purchases done for main sites Consolidation of agreements Good control license renewal Great co-operation with IT-purchase 20 2/21/2017

21 Ongoing challenges Ongoing transition activities Joint SAM project SaaS 21 2/21/2017

22 SAM from an outsourcing perspective 22 2/21/2017

23 Our experience Important to have a SAM function in place Involve SAM team early Seek best practice Understand licensing is complex 23 2/21/2017

24 24 2/21/2017