License Management

User Manual

Build 2.0

2015-03-09

This is a user manual to perform software license management in SAMLite. This manual outlines the step by step approach in managing software license purchases, authorizing license usage and how you can effective use this information to manage your software asset in your organization.

Table of Contents

SAMLite License Management Overview.. 3

Introduction. 3

License Management Overview.. 3

Software Inventory. 5

Inventory List. 5

Create Inventory. 7

Auto-Create Software Inventory. 10

Purchase Order. 11

Purchase List. 12

New Purchase. 12

Purchase Full List. 17

New Vendor. 17

License Type. 18

Reconciliation. 18

Software Reconciliation. 18

Machine Reconciliation. 20

Software Authorization. 20

Authorization List. 21

Authorization History. 21

Add Authorization. 22

Remove Authorization. 22

Software Bind. 23

Software Monitor. 24

Patch Monitor. 26

SAMLite License Management Overview

Introduction

License Management is to manage purchase and inventory of software and machines. Users are able to manage purchase, software authority and generate reconciliation reports.

In order to access the pages, users must have following rights:

1) Reporting User

Reporting Users are accessible to Purchase Order, Software Reconciliation and Machine Reconciliation pages. However, they may not add, modify or remove any records from Purchase Order or Authorization pages.

2) License Purchase Moderator

License Purchase Moderators are accessible to Purchase Order, Bind Purchase to Installation, Vendor and License Type page. These users are able to add, modify or remove Purchase Orders, Vendors and License Types.

3) License Authorization Moderator

License Authorization Moderators are users that able to access Authorization pages. These users are able to add or remove authorization of Software Installation.

Note: User rights can be changed at Administration page

License Management Overview

Name	Description
Software Inventory	Group software with common names into a single software inventory. This is very useful in license compliancy management.
Purchase Order	Records Purchase Information. Users may add, modify or remove purchase records in this page. Click Add Purchase Order to insert a purchase order.
Reconciliation	Display software licensing gaps and its compliancy level. Recorded purchases for machines can be seen here.
Software Authorization	Record authority of installed software inventory.
Software Bind	Bind purchased software to installed Software. This is to record the installed Software with purchase information such as Cost and Support Expiry Date. In addition, it is also to identify the purchased software already installed on machines.
Software Monitor	Manage and monitor selected purchased software.
Patch Monitor	Manage and monitor patches and hotfixes installed.

Software Inventory

The objective of having this function is to allow user to group software with common names into a single Software Inventory so to manage the license compliancy level easier. For example, SAMLite will capture Microsoft Office Enterprise 2007 with a few different versions, where they are the same software. With Software Inventory, users can group them together. This feature will affect Software Authorization, Purchase Order, Software Reconciliation, Compliancy Level, Software Expiry details and Software Audit.

In this section there are parts to look at:

· Inventory List

· Create Inventory

· Auto-Create Software Inventory

Inventory List

In the Inventory List page, user will see a list displayed as below:

Displayed is software that has already been put into group.

Item/Column	Description
Display Name	Name of the software group. Click on the Display Name header will allow user to sort the record by alphabetical order (A-Z) or (Z-A).
Publisher	Name of the software publisher. Click on the Publisher hearder will allow user to sort the record by alphabetical order (A-Z) or (Z-A).
AutoCreated	Whether the software inventory group was created using the Auto-create Software Inventory feature or not
Software	Displayed the total number of software grouped under this software group. Click on the Software header will allow user to sort the number from largest to smallest or smallest to largest.
	If the box is checked, user will be able to see what are the software and its version parked in the each of the software group.
	Allows user to narrow down the list by typing in the search criteria/keyword in the search box and clink on the search button. Search will be done on the Display Name (Software Name), Version, Publisher and Software.
	Click on this icon/link will lead user to page where they can create and group for the common software.
	Click to go to the Auto-Create Software Inventory page where you can create multiple software inventory groups based on software and publish name patterns, license type and software categories.
	Check on the checkbox next to the displayed software name and click on this button will allow user to delete the software group from the list.

Create Inventory

In the Create Inventory page, user can create a software inventory group from the list of software detected in users’ machines (Detected Software pane on the right) or create an empty group without any software.

Follow the steps below to create inventory (software group):

1. Go to License Management from the top menu. Click on Create Inventory from Software Inventory section.

2. From the Detected Software list, select software to be added to the Software Inventory group. E.g.: Microsoft Enterprise 2007.

3. Please note that you will see that the Inventory Name is already auto-generated.

4. Click on button to have the selected software populated in the Selected Software list (on the left pane).

5. Should you have decided that there are some software you do not wants to include in the Selected Software list, you may remove by checking the checkbox and click on button.

6. When you have finished adding the software, click on. The Software Inventory will be created and saved.

Below is a screen shot of a Create Software Inventory page followed by a description of some items:

Item/Column	Description
	Add selected software to software inventory group
	Save and create the software inventory group
	Inventory name will be auto-generated in first selection of Detected Software. However, the Inventory Name is edit-able in the box itself.
	Where user can insert the name of the Publisher. This field can be left blank.
Name/Prefix	Software name or prefix (first word(s) of software name).
Count	Number of different versions with the name/prefix
Detected	Number of detected machines with the software with that name/prefix
Min Version	Minimum version for name/prefix
Max Version	Maximum version for name/prefix
Publisher	Publisher (blank if name/prefix covers software with different publishers)
License Type	License Type (blank if name/prefix covers software with different license types)
Categories	Software categories (blank if name/prefix covers software with different software categories)
Group software by name	Select to group software by name/words.
Show software categories	Select to show software categories
Exclude inventoried items	Select to exclude software that’s already added to a software inventory group.
	Search by Name, Publisher and License Type.
	Show details of selected software
	Show machines with selected software
	Filter software by software license type
	Filter software by software category
	Filter software by department
	Filter software by location
	Filter software by machine status
	Filter software by first discovered date
	Delete selected software
	Export results to Excel readable format
	Export results to PDF

Auto-Create Software Inventory

The Auto-Create Software Inventory page helps with creating multiple Software Inventory groups based on the software and publisher names, license types and categories.

A Software Inventory group will be created for each unique Software Name for software that matches the Software Name pattern and Publisher pattern, and belongs to the specified software categories and software license type.

Click on the License Type icon to restrict the auto-creation to particular license types. The default restriction is to NonFree software only. Click on the Categories icon to restrict the auto-creation to software belonging to certain categories. By default no categories are selected.

Enter a software name pattern to restrict the creation to only software that matches the pattern.

Enter a publisher pattern to restrict to publisher names that match that pattern.

The pattern matches if it appears as a substring in any part of the name to match. Wildcards like % and _ can be specified in patterns. The % wildcard character matches any string of zero or more characters. The _ wildcard character matches any single character.

After specifying the various constraints click on the Auto-Create Software Inventory button to get a confirmation screen showing a short-list of Software Inventories that would be created:

If the list is acceptable, click on Confirm to proceed. Otherwise you can cancel or change the constraints and try again.

If you click on Confirm and the system managed to create all of the software inventory groups in a short time you will see a success message:

If it takes a while to create all the groups you will get the following message “The auto-create software inventory process is still running, please wait...”

You can only have one pending auto-create software inventory task at a time. Trying to submit an auto-create software inventory task while there is already a running task AND a pending auto-create task will overwrite the pending task (the already running task will be unaffected).

Purchase Order

This is where user records their software and machine purchases. Information such as Software Purchased, License Type, Number of License purchased, Machine Model, Software and Machine Price and etc will be recorded.

In this section, there are 5 parts to look at:

Purchase List

Purchase Full List

New Purchase

Vendor

License Type

Purchase List

This page is to display a list of created purchase orders with vendor, products and total price of Software and Machine.

Column	Description
PO Number	Name of Purchase Order.
Purchase Date	Date where the purchase order is recorded.
Vendor	Display vendor name.
Software Product	Number of software products.
Software Price	Total Price for All unit of software.
Machine Product	Number of machine products.
Machine Price	Total Price for All units of Machines.
Total Product	Summation of Total Software Product and Total Machine Product.
Total Price	Total Price of Purchase Order

To see further details of the created purchased order, user should click on the PO Number.

New Purchase

This page is where user creates new purchase order.

Follow steps below to create a new purchase order:

1. Click to add new purchase order.

Field Name	Description
PO Number	Number of the purchase order.
Vendor	Vendor Details of current PO. You may click on the drop down list if you already have a list of vendor created. Else, user must click on to add new vendor. Complete the fields and click Create to add the vendor.
Date of Issue	Issued date for current PO.
Payment due Date	Payment due date of current purchase order. If the PO has already fully paid, you can set the value as “never”. (Simply empty the field to have the value)
Person In charge	Person who handles current PO
Bill To	Location, person or company the being billed. This field can be name, company name or address

2. To record purchased product for:

a. Software Product

- Click Add Software button.

- Select software from the list.

- User may narrow down the list by typing in the search criteria/keyword into search box.

- Select software by checking the checkbox and click on button.

- You can choose a Parent PO for the software added by clicking on the –NONE—and select the PO available. Click close after selecting the parent PO.

- Select the Category and License for the software added. Fill in the quantity and unit price for the software. Fill in the details for renewal if there is any.

- You may remove a software product by selecting the checkboxes and click Remove Software button.

b. Machine Products

- Click Add Discovered Machines to add any detected machines into purchase list.

- Select any machines in the list and click Add button at below of the list.

- The machine details will be added into the columns under the list as shown in figure below.

- Add the details of the machines (price and description).

- Add the warranty details into warranty columns if there is any.

- Fill in the identifiers (machine serial number and machine name).

- Click the Add New Machines button if you wish to add any new machine that will be deployed in the future.

- Fill in the details of the new machines and click Create button.

- The figure below show a list of new machines created.

- Note that the computer name is now temporary machine name created by SAMLite.

- Fill in the Match Serial No. /Match Machine Name/Match Asset Tag column under the Identifiers section.

- When there is a matched case, where the serial number or machine name of a machine detected is the same as the one you have just inserted, the temporary machine name will be replaced by the detected machine name.

- The status of the machines will be changed from Undeployed to Active.

- From the list of machines, you can remove any of it by checking the checkboxes and click the Remove Machines button.

- Click on the Hide Machine List button will hide the long listed machines and click again to show the full machine list.

- Click on the Show Summary button will show you the summary of the list of machines you have just added. Click again to hide the summary of the machines.

Purchase Full List

This page displays comprehensive details about the purchase order created.

From this page, user can click on the PO Number which opens up another window with full details information of the click PO number. If user clicks on the Display Name it will show user of the details information of the software.

New Vendor

This is where user creates a list of vendor. This will be available for purchase order creation.

Field Name	Description
Vendor ID	Unique ID for vendor. This field is compulsory
Company	Vendor’s Company. Normally is same as Vendor Unique ID. If you change the ID, the company will be changed as well
Person	Person/Vendor’s Name
Phone Number	Vendors’ Contact Number
Email	Vendor’s Email Address
Address	Vendor’s Company Address/Personal Address
Description	Additional notes for current vendor

License Type

This is where user creates types of license. This will be available for purchase order creation.

Reconciliation

Software Reconciliation

Software Reconciliation is to identify the licensing gaps and compliancy level of software.

Column Name	Description
Display Name	Name of Software, together with Version.
Purchased	Total purchased unit of software
Detected	Number of machines that detected software installation
Balance	Purchase Balance. Value in red means Under Purchase while Value in Blue means over purchased.
Compliancy	Compliancy level. It is to determine the percentage between Purchases and detected installation. If the purchase has more than or equal to installation, the percentage will be displayed as 100.00%

Click a software name from the list to display details of selected software.

Figure below show the details when software name is clicked:

Machine Reconciliation

Machine reconciliation is to check Lease Expiry Date and Warranty date of machines. It is also to check the purchase information of the machines.

Column Name	Description
Computer Name	Display Computer Name
Username	Name of the user who owns the machine
Department	Department of machines
Location	Where machines is located
Serial Number	Machines’ serial number
Lease Expiry date	Lease Expiry date
Warranty Expiry Date	Warranty Date
Purchase Order	Purchase information that already bound to machine
Product ID	Recorded Product ID from PO

Software Authorization

· Authorization List

· Authorization History

· Add Authorization

· Remove Authorization

Authorization List

This page will show user of a list of purchased software detected, number of software authorized for use, number of software unauthorized for use, number of software pending installation, number of software pending removal because of unauthorized usage and number of software completed removing using unauthorized software.

When software name is clicked, user will be able to see machines list detected with this software, which are the machines has authorization and unauthorization.

Authorization History

This page is to store the records that you have done new authorization and remove authorization.

Item/Column	Description
Action Date	Date when authorization is given or removes.
Computer Name	Machine hostname.
User Id	Id of the user for the machine.
Username	The name of the user for the machine.
Department	Machine’s Department
Location	Where is this machine located
Display Name	Software Name
Version	Software version
Type	Show what type of authorization been conducted, Authorize or Removal
Action By	User that made this action to give authorization or to remove authorization

Add Authorization

This page is to authorize to allow software installation of machines. There are 2 steps in this page:

a. Select software

b. Select machine

2. Click “Authorize”. Now you have added authorization.

Remove Authorization

This page is to remove authorization of the software installation. There are 2 steps in this page:

a. Select a software

b. Select a machine

2. Click on “Remove”. Now authorization is already remove.

Software Bind

This page is to bind the purchased software to software installation. The purpose is to link a few details from purchase to the installed software on machines such as cost, support expiry date. It is to determine the exact amount of purchased software quantity that already being used.

When you bind the purchase to installation, all selected installation will be set to authorize to use the software.

Pre-requisite:

· At least 1 purchased software

· Users must have the following rights:

o License Purchase Moderator

o License Authorization Moderator

There are 2 steps in this page:

1) Select a purchased software

2) Select machines that detected installation

In Step 1, you need to select PO Number and select software you would like to bind them.

In Step 2, select machines to bind with selected software done in step 1

After you have done, click “Bind”

Note: If selected machines have already bound to purchase, a confirmation page will be displayed. Click Confirm to change the Software Purchase of notified machines.

Software Monitor

Allows user to manage and monitor software that really interest them.

In this page, user will only see software they want to monitor; other unnecessary software will be excluded from the list.

In order to add more software to be monitored into the list, click on “Select Software”. Figure below show the list of software available, this software is software already purchased by user.