The IT landscape has changed radically and is gaining in scope and depth with each step towards digital transformation. In addition to proven on-premise applications, open source software and cloud-based applications (SaaS) are increasingly joining the portfolios of companies. In addition, there are data warehouses, containers and new solutions around artificial intelligence (AI) and machine learning (ML). Investments are being made in both the public and the private cloud. The result: what used to fit into a server rack has grown into a sprawling IT estate that is home to thousands of applications, devices and services from hundreds of providers.
For software asset management (SAM) or IT asset management (ITAM), the associated challenge can be summed up in a nutshell: Complexity.
IT managers are confronted with a multitude of licence models and licence types that vary from provider to provider and are also constantly changing. It is difficult to maintain an overview and understand which licences are even necessary or where they add the most value. The lack of IT transparency, in turn, not only makes it difficult to comply with licensing regulations, but also blocks the view of possible security risks. Whereas a few years ago the focus was primarily on provisioning and compliance, the focus of SAM has shifted significantly. Now it is also a matter of further optimising costs, protecting software and data from cyber attacks and equipping the company for the future in terms of IT.
Big picture instead of isolated solution
One look at the growing challenges is enough to make an IT manager feel tempted to throw in the SAM towel. How can this high degree of complexity be brought under control at all? A first step towards simplicity: a SAM strategy that tackles the problem holistically.
Far too often, companies get lost in individual SAM issues that are perceived as particularly urgent and need to be solved immediately. However, as this is often only a sub-area or a snapshot, the solution found is usually only of short-term benefit. The underlying cause of the problem (e.g. lack of IT transparency) is neither recognised nor eliminated. Instead, SAM island solutions are established that add to the complexity rather than minimising it. And not only that: high costs are also incurred.
The wrong SAM strategy costs power and resources
How costly (and laborious) such a SAM patchwork strategy can be is shown by the example of a large company that had a complicated SAM history behind it and sought Bechtle's support for a new start. Previously, not one, not two, but a whole three (!) SAM tools had been used within eight years. The first solution was brought in-house in 2015 in response to an internal audit. In the process, it was neglected to ask the relevant stakeholders about their individual needs for the solution. Even though the tool worked well so far, it could not deliver the desired functions and quality standards.
The next step was SAM tool number 2. This time, the solution met the initial requirements of all stakeholders, but soon could not keep up with the company's new licensing models, technologies and lifecycle processes. The next step was pragmatic: Do nothing for now and suspend SAM. Only three years and several (costly) audits later did the company dare to develop a new SAM strategy - including Tool #3. With an experienced partner at their side, this time the implementation was successful. But by then, the SAM odyssey had already swallowed up more than 1.2 million Swiss francs, cost the company another 1.2 million in personnel and resources and, on balance, brought in just a 1-digit percentage of savings.
Simplicity looks different, efficiency even more so. A successful SAM strategy must think outside the box and take into account the requirements of all business areas as well as the existing process landscape. Cross-departmental cooperation with all stakeholders is the be-all and end-all here. This is the only way to ensure that the SAM strategy creates long-term added value and actually simplifies the management of IT assets. The buy-in of all stakeholders also creates the necessary awareness to enforce best practices in working practice. After all, the digital transformation is not only taking place within the IT portfolio, but also in the minds.
It's simple - outsource complexity
Rethinking SAM can also mean taking a completely different path and placing the complexity of the IT infrastructure in the hands of a partner with a clear conscience. This makes sense, for example, if companies have limited internal resources or expertise in software licensing and compliance. Small and medium-sized companies are particularly affected by this. But even large corporations with widely distributed locations and very different IT requirements benefit from setting up SAM centrally as a service and working with an experienced service provider.
Outsourcing SAM helps to improve the efficiency and accuracy of SAM processes, reduce costs, maximise the ROI of IT assets, strengthen IT security and prevent compliance breaches. And not just in the here and now, but at every step along the path to digital transformation and across all IT assets in the company. An external SAM partner often has greater scalability and flexibility when it comes to adapting the SAM strategy to ever faster changing business requirements and continuously developing SAM processes. Ultimately, it is about offering a holistic SAM strategy from a single source so that companies can fully concentrate on their core business.
IT asset management
IT asset management starts with a complete overview of your entire IT ecosystem. Flexera One finds even the most elusive assets, whether on-premise, SaaS, cloud, containers and more.
Bechtle SAM Managed Services
Bechtle offers a variety of standardised SAM models and service variants that are tailored to the respective customer requirements. According to the motto, "not too much and not too little", the system house offers the solution that creates the greatest added value for the customer.
In a first step, SAM goals are defined together with the company, which are to be achieved with the SAM Managed Service. In addition to optimising and reducing IT costs, these include improving compliance, IT security, and the efficiency of SAM processes. Bechtle analyses the current IT infrastructure in order to be able to specifically assess which gaps need to be closed and where there is hidden potential for savings. The comprehensive inventory includes the software, its respective licensing conditions, SAM processes and workflows, as well as resource availability and the know-how of the employees.
The selection of the SAM Managed Service and thus the structure of the future SAM strategy is based on this assessment of the ACTUAL state.
The Bechtle SAM-as-a-Service is available in four variants: "Fundamental", "Basic", "Premium" and "Enterprise". Each of these variants includes a SAM solution (e.g. Flexera One). The services within the four variants are identical, but differ in terms of scope and frequency. Examples of services:
Quality management: Proactive monitoring of the SAM solution with regard to the managed data as well as its scope, correctness and meaningfulness of the results. Ensuring the function of the interfaces of source and target systems.
- Data maintenance: Support in the maintenance and administration of software licences and contracts. Ensuring that licences are correctly allocated to needs and that metrics are taken into account.
- Licensing advice: assisting with the selection and procurement of software licences. This includes advising on the selection of licensing programmes, negotiating licence agreements or reviewing licence terms.
- Licence monitoring: Monitoring software use to ensure that it is in compliance with licence conditions. This may include monitoring licences, identifying over-licensing or preventing under-licensing. Software Vulnerability and Lifecycle Detection.
- Compliance Management: Ensuring compliance with software licensing terms and legal requirements, e.g. through compliance audits, the creation of compliance reports and support in negotiations with software vendors.
- Strategy development: Developing and implementing an effective SAM strategy - from the initial assessment of business requirements, to defining SAM policies and processes, to training employees.
Business process outsourcing: Supporting the client by taking over and ensuring business processes around software and licences.
For more information on the SAM Services of Bechtle Schweiz AG, please click on this link.
