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Software Asset Management
With the endorsement of the Information Technology Strategic Advisory Council (ITSAC) a Software Asset Management program is being initiated to assist university offices in controlling software spending, tracking software purchases and ensuring compliance with all license agreements.
In the first six months of central review of software within the IT Services division, over $400,000 was saved by coordinated leveraging of Miami’s purchasing power and careful review of current usage of software. While the total savings for individual departments may not be as high, ensuring that the most cost effective means of software acquisition are shared and understood will lead to savings for all.
Another serious concern is the risk of untracked or unlicensed software. The probability that a major software vendor will audit Miami within the next three years is high. If unlicensed software is installed on institutional computers, intentionally or unintentionally, Miami could be held liable for that illegal use. Consequences could include being required to purchase additional software, pay fines, and undergo a resource-intensive audit process.
If you have any questions or concerns regarding Software Asset Management, please contact the Software Licensing Unit by calling Peggy Sander 513-529-6061 or by logging a call with the IT Services Help Desk at 513-529-7900.
Software Asset Management Resources
Many software licenses allow the clients to use software that is purchased for a university owned computer on their personal home computer. If the End User License agreement provides for this there are several things to consider.
- Check the license agreement. Does it allow the software to be installed on an additional computer?
- Make sure that the client understands any specific conditions, eg. cannot be used on two computers at the same time.
- The client needs to sign a Work at Home form and the form should be retained by the department.
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