License Management
- Mei Sun
ITIL Standard
ITIL defines Software License Management as a sub-process of IT Asset Management
IT Asset Management process provides:
•Asset Lifecycle – from introduction to disposal
•Associating IT Assets to people/users
•Tracking IT Assets to contracts & Software Support Agreements
Process | Description |
Financial Management | Establishes the budgeting, accounting, and charging goals, policies, and various other financial aspects of IT assets |
IT Asset Requisition | The intake process to request, modify or retire a software license |
IT Asset Procurement | Buying Software from a Software Supplier at a fair cost and with good quality
|
Software License Management | Defines a standard process to manage and optimize the purchase, deployment, maintenance, utilization, and retirement of software licenses |
Asset Inventory | Tracking, arranging, and managing the City’s stock of valuable IT assets in a structured way – typically in the context of a system |
Asset Disposal | Decommissioning software licenses (normally due to End Of Life) as per the organizational and legal requirements. |
Software License Management Process has 6 process activities
Assumptions
•The TSD Asset Management system used within HP/AM will support the Maximo Licence Tracking & Management process.
HP/AM is a tool that TSD uses to manage the City's technical assets and devices
•Entitlement for IBM Maximo access is provided on a “Named User License” basis
Definition
TSD License Management includes and defines the standard process to manage and optimize the purchase, deployment, maintenance, utilization, and retirement of software within the City of Toronto. This includes events which are identified by business and TSD through Purchasing and Contract Management.
Goal
The primary goal of the License Management process in the EWMS project is facilitate the tracking and allocation of Maximo Licenses to City of Toronto Authorized Users and to ensure license compliance with respect to the issuance of Maximo user accounts.
Objectives
· Quick and efficient execution of license management services following a request for system access
· Current and clear TSD communications
· Increased accountability for license compliance and usage awareness.
· More timely and responsive assignment of IT Assets / Maximo licenses for Maximo access requests.
· Improved customer satisfaction and overall quality of service
· Regular reporting and status of Maximo license allocation requests and user license counts
Workflow
Software License Management Process Initiation
TSD License Management begins with:
Request for Maximo Licenses by the established client group
Software Audit / Compliance Reporting
Software license support renewal
Major Software upgrade
Software Decommissioning
Software License Management Process Flow
Roles and Responsibilities
Role | Description |
Process Owner | •Owns the process end-to-end, including the RASCI, process & procedural steps, roles & definitions •Accountable for maturing and evolving the process, based on monthly/quarterly/yearly review of process KPIs •Adjusts the process to address performance or changing business need |
License Lead
| •Grants authorized users the right to use a service, while preventing access to non-authorized users. •Adheres to and Executes policies defined in information Security Management |
TSD Asset Management Admin | •Updates HPAM with Amended Contract Purchase Information •Creates Licence asset records to reflect updated licence entitlement |
Divisional Manager | •Accountable for divisional license approval and utilization •Provides divisional responses to requests for license recycling |
Maximo Admin | •The group responsible for coordinating and fulfilling system access requests and have both the knowledge and the authorization to complete the assignments
|
Vendor
| •Provides license quotations and proof of entitlement as requested
|
Scenarios
Scenario 1: Recycle License
Recycle License – Divisional Business Manager assesses license allocation – responds with license reassignment to free up available licenses
Scenario 2: Purchase new License / License Type
Purchase Licenses – Tier 2 Tech Support executes City procurement process to acquire additional licenses to accommodate access request
Scenario 3: Maximo User leaves the City
A User leaving will be identified by the License Owner reviewing the monthly re[orts and identifying variances or using the automated tools
Exceptions to Standard
Exceptions based on Divisional practises
•Roles (eg. approver roles) in access management
•Response process for access requests
•Access request statuses and priorities
•Access request models
•Service level agreements
Cyber Security Exceptions
•Shared user account requirements
Tools and References
•The TSD Asset Management system used within HP/AM will support the Maximo Licence Tracking & Management process.
HP/AM is a tool that TSD uses to manage the City's technical assets and devices