Software Inventory: How It Increases the Maturity of IT Asset Management
With over 20 years of experience in IT Asset Management, we have noticed that many companies frequently ask us about how to increase their level of maturity in software inventory management (SAM) and how to improve the management of technological assets.
To respond to this need, we created a maturity scale based on recognized models such as Gartner, IAITAM and ITIL, which presents four maturity levels to improve IT management and inventory management.
Step One: Collecting Software Inventory
The first step to effective software asset management is to conduct a comprehensive software inventory survey across your entire IT infrastructure, including enterprise systems like Windows and macOS.
At this point, it is also essential to collect relevant hardware data, such as processor, number of cores, RAM, and storage capacity. This data is essential to correctly calculate license consumption and ensure compliance with IT software contracts.
Software Inventory Tools
Many organizations at Tier 1 use tools that were implemented for other IT purposes, such as package deployment, service desk, or remote access. Examples of these solutions include Microsoft SCCM, Altiris, and ServiceNow ITOM.
While these tools provide a wealth of data, they are often limited in providing an accurate and up-to-date software inventory. A CMDB, for example, may contain information about basic hardware and software, but rarely has detailed licensing, lifecycle, or software product contract data.
This gap prevents an organization from achieving true SAM Level 1 maturity, as without an accurate inventory, it is impossible to ensure efficient license management and legal compliance.
The Importance of Software Inventory in IT Governance
When the lack of a structured software inventory becomes an issue, software asset management needs to be integrated with IT governance and contract management. Companies that have mature procurement and vendor management processes, especially for megavendors such as Microsoft, Oracle, SAP, and IBM, generally have a better understanding of licensing models, preventive maintenance, and renewals. For IBM, for example, measurement can be done using the ILMT (IBM License Metric Tool Information).
However, procurement teams often lack control over the software inventory collection process and end up relying on manual spreadsheets to estimate the number of licenses needed. This manual approach can lead to errors and compromise the efficiency of asset management.
How to Have Accurate Inventory Control?
Without an up-to-date software inventory, it’s easy to lose track of assets and fail to comply with licensing agreements. Some organizations try to solve this problem by automating inventory reconciliation, which matches software installation data with licensing entitlements. This process becomes critical at Levels 3 and 4 of the maturity scale, where license optimization comes into focus.
However, without an accurate software inventory, the entire enterprise asset management is compromised. The most effective way to improve SAM processes is to use tools that automatically collect installation evidence and correctly recognize the software present on devices.
Manual software inventory reporting is not scalable and can compromise audits, such as those performed by vendors like Microsoft. Companies that rely solely on Active Directory or CMDB reporting will struggle to meet audit and compliance status requirements.
Maturity in Software Asset Management
Software Asset Management (SAM) maturity directly reflects the quality of your software inventory data. If your organization relies on inaccurate or incomplete sources, your results will also be inaccurate, potentially leading to financial and compliance risks.
An automated software inventory solution that follows SAM best practices is the first step towards more efficient and optimized management of software assets.
Furthermore, a well-managed inventory contributes to information security, allowing the IT team to constantly monitor the software used, facilitating strategic decision-making, vulnerability management and control of technological environments.
Learn More About Software Inventory and SAM
If you want to learn more about Software Inventory Management and how to apply different methodologies to benefit your company, check out our other articles here on the blog!
If you have questions or need support, contact our consultants or open a ticket to learn more about how to improve software inventory management in your organization. Be sure to explore the best software and additional resources to enhance your software management and optimize the details of the software used by your company.