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Set Strategies for Enterprise Software Management
Combine the right tools and processes to gain complete control of the software in your network.
by Nelson Ruest and Danielle Ruest

For this solution: Windows 2000 Server SP1 or later, Systems Management Server 2.0 and SP4 or later, Active Directory, .NET Framework, Windows Installer

Software management in an enterprise includes (but isn't limited to) inventory, lifecycle management, usage metering, and support. Having complete and constant control over software content helps an organization conform to its software-licensing obligations and facilitates long-term software-inventory management. Although software-management technologies are available today, few organizations can answer immediately if asked point blank, "How many copies of Brand X software do you have in your network?" Most must search their acquisition records, look in partial inventories, calculate how many PCs they have, and eventually provide only a best guess. We'll explore the reasons why this is so, and outline steps you can take to improve your software-management practices.

One reason why many organizations have difficulty coming up with an exact accounting of their software assets lies in the way they manage the software lifecycle. Managing the software lifecycle entails managing the entire software process from the moment you begin the evaluation process to the moment you retire the software product from your network. This includes evaluations, acquisitions, software installation packaging, remote installations, upgrades, service-pack and patch deliveries, maintenance fixes, and—most important, but most often forgotten—software removal. Few organizations take the time to manage software to the end of its lifecycle.

Take the case of PC repurposing: Employee A is given a PC with all the software products she requires for her work. Employee A is moved later to another position within the organization, and her PC is reassigned to Employee B. Employee B has a different role in the enterprise, which requires different software. Although the IT department might install the necessary software products on Employee B's computer in most cases, it doesn't take the time to remove the software products Employee B doesn't require.

This situation is understandable in many ways. Software removal is traditionally a risky task at best. Software products often share components, because of the nature of Windows products. Removing software from a PC might also remove shared components, endangering the machine's stability. Many IT departments choose to avoid the risk by leaving the product on the PC.

However, this methodology presents two problems. First, it puts the organization at legal risk. Each enterprise has a legal obligation to follow the software-license agreements (SLAs) for each product in its network. Most products in the Windows world are licensed according to installation—not concurrent number of users—so each installation means one license paid. Not removing a software product when it's no longer in use should cost the organization an additional license. Second, leaving the product on a PC leads to eventual inventory chaos. If you use this approach each time an employee moves from one place to another, you end up with licenses left on computers here and there. When it's time to migrate to new operating systems, you have to invest significant resources in reinventorying the network—or invest in software installations the PC's user doesn't require.