Selecting the right Software Asset Management (SAM) tool involves:
- Assessing your organization’s specific needs and software environment complexity.
- Evaluating the tool’s ability to manage both on-premises and SaaS licenses.
- Considering the tool’s integration capabilities with existing IT infrastructure.
- Reviewing the tool’s features for compliance, optimization, and risk management.
- Analyzing customer reviews and industry recommendations for insights on performance and reliability.
Introduction To Selecting Your SAM Tool
Software Asset Management (SAM) tools have become indispensable in today’s digital-first environment.
As organizations rely more on software to drive operations, the need to manage these assets efficiently has never been greater.
SAM tools offer a comprehensive solution for tracking, managing, and optimizing software use within an organization.
They help businesses to:
- Ensure compliance with software licenses and regulations, reducing legal risks.
- Optimize software spending by identifying unused or underused licenses.
- Improve IT efficiency by maintaining an accurate inventory of software assets.
Challenges Faced by Organizations in Managing Software Assets
Managing software assets presents several challenges for organizations, including:
- Complex Licensing Agreements: Navigating the intricacies of software licenses, especially with the mix of on-premises and cloud-based services.
- Visibility and Control: Gaining a clear view of all software assets across different environments and platforms.
- Cost Management: Avoid overspending on unnecessary licenses while ensuring necessary tools are adequately licensed.
The Role of SAM Tools in Optimizing Investments and Ensuring Compliance
SAM tools play a pivotal role in addressing these challenges by:
- Providing visibility into software usage and compliance status.
- Offering insights for cost optimization, identifying opportunities to consolidate licenses or eliminate waste.
- Ensuring compliance with licensing agreements to avoid fines and legal issues.
Read Top 10 Open Source Software Asset Management (SAM) Tools.
How to Select a SAM Tool for Your Organization
Choosing the right Software Asset Management (SAM) tool is crucial for gaining visibility into your software environment, optimizing costs, and ensuring compliance.
However, not all SAM tools offer the same capabilities. To select the best tool for your organization, consider the following key factors:
1. Define Your Business Objectives
Before evaluating tools, determine what you need from a SAM solution.
Ask yourself:
- Do you need to focus on compliance to avoid vendor audits (e.g., Oracle, Microsoft, IBM)?
- Are you trying to reduce software costs by reclaiming unused licenses?
- Do you need SaaS subscription tracking to manage cloud-based applications?
🔹 Example: A company struggling with SaaS sprawl (too many unused cloud software subscriptions) might prioritize a SAM tool that offers strong SaaS management features like Flexera One or Zylo.
2. Assess Compatibility with Your IT Environment
Not all SAM tools integrate seamlessly with existing IT infrastructure. Ensure the tool can:
- Integrate with ITSM platforms like ServiceNow or SCCM.
- Track both on-premise and cloud-based software.
- Support multiple licensing models (perpetual, subscription, Bring Your Own License).
🔹 Example: If your organization heavily relies on Azure and AWS, a SAM tool that lacks cloud license tracking will leave gaps in visibility.
3. Evaluate Vendor License Tracking Capabilities
Different SAM tools specialize in different software vendors. Some provide robust tracking for Microsoft and Adobe, while others specialize in Oracle, SAP, or IBM.
- If you need to manage Oracle licenses, look for tools that offer Oracle LMS Certification (e.g., Flexera, Lime Software).
- If your priority is SAP license optimization, choose tools with SAP-specific usage analytics (e.g., Snow Software, USU).
🔹 Example: A company that uses IBM software frequently selects Aspera SmartTrack because it provides detailed sub-capacity licensing insights for IBM PVU-based software.
4. Determine the Level of Automation & Reporting
A good SAM tool should reduce manual work by offering:
✅ Automated discovery of installed software across all devices
✅ License reconciliation (matching entitlements with usage)
✅ Customizable reports for compliance and optimization insights
🔹 Example: If your organization frequently undergoes software audits, a tool with automated compliance reporting (like ServiceNow SAM Pro) can reduce audit preparation time.
5. Compare Pricing & Total Cost of Ownership (TCO)
SAM tools vary in cost, and pricing models include:
- Per-user or per-device licensing
- Subscription-based SaaS models
- Enterprise-wide pricing for large organizations
Consider:
- Hidden costs (e.g., implementation fees, customization, training)
- Scalability (Will the tool support future IT growth?)
- Support & training requirements (Does the vendor offer training and support?)
🔹 Example: A mid-sized business chooses Lansweeper because it provides cost-effective discovery and inventory tracking without the complexity of larger SAM platforms.
6. Test with a Proof of Concept (PoC)
Before committing, run a PoC with real data to evaluate:
- Accuracy of software inventory tracking
- Ease of integration with existing tools
- Effectiveness in identifying compliance risks
🔹 Example: A global enterprise shortlists Flexera and Snow, then runs a six-month PoC to see which provides more accurate license tracking for their Microsoft and SAP environments.
Software Asset Management Tools
Overview of SAM Tools and Their Capabilities
Software Asset Management tools are designed to automate and simplify the management of software licenses and usage across an organization.
Key capabilities include:
- Inventory Management: Tracking and documenting all software assets and their usage.
- License Optimization: Analyzing software usage to ensure efficient license allocation.
- Compliance Management: Monitoring compliance with software licenses to mitigate legal and financial risks.
The Evolution of SAM Tools in Response to the Proliferation of SaaS and Legacy Perpetual Licenses
The evolution of SAM tools has been significantly influenced by the shift towards Software as a Service (SaaS) and the coexistence of legacy perpetual licenses. This shift has necessitated SAM tools to:
- Adapt to manage SaaS subscriptions effectively, providing insights into usage and optimization opportunities.
- Integrate capabilities to handle the complexities of legacy licenses alongside modern SaaS models, ensuring comprehensive asset management.
This evolution underscores the importance of selecting a SAM tool that can navigate the complexities of today’s software licensing models, providing organizations with the insights needed to make informed decisions about their software investments.
Top 5 Recommendations for SAM Tools
In the ever-evolving Software Asset Management (SAM) landscape, selecting the right tool is pivotal for ensuring compliance, optimizing software expenditures, and mitigating security risks.
Below, we highlight five leading SAM tools with unique strengths tailored to different organizational needs.
1. Flexera
- Pros: Flexera offers comprehensive visibility and control over software licenses, usage, and compliance across the IT estate. Its ability to manage complex software licenses makes it a go-to solution for large organizations.
- Cons: The tool’s complexity and robustness may present a steep learning curve for smaller teams or organizations.
- Best for: Large enterprises with diverse software portfolios looking for deep insights into their software assets and vulnerabilities.
2. ServiceNow
- Pros: ServiceNow provides an integrated IT service management (ITSM) and SAM solution, facilitating seamless management of software assets alongside other IT services. Its user-friendly interface and extensive integration capabilities stand out.
- Cons: While powerful, it may require significant investment, making it less suitable for organizations with limited budgets.
- This is best for Organizations seeking an integrated approach to ITSM and SAM, especially those already using ServiceNow for other IT management functions.
3. USU Software Asset Management
- Pros: USU’s SAM solution is renowned for its robust analytics, optimization recommendations, and ability to effectively manage both on-premises and cloud software assets.
- Cons: The tool’s extensive capabilities might require a dedicated team for full utilization.
- Best for Enterprises aiming for cost reduction and compliance through detailed software usage analysis and strategic license management.
4. Lansweeper
- Pros: Lansweeper offers a strong IT asset discovery and inventory suite, providing detailed insights into hardware and software assets without requiring agents.
- Cons: Its primary focus on IT asset discovery might require additional tools or modules for comprehensive SAM.
- Best for Organizations looking for a detailed asset inventory and who value the agentless approach to asset discovery.
5. Eracent
- Pros: Eracent delivers a full lifecycle of ITAM and SAM solutions, with strong capabilities in license optimization, compliance management, and the discovery of software and hardware assets.
- Cons: The breadth and depth of its features might necessitate a mature ITAM/SAM process to be fully leveraged.
- Best for: Mid to large-sized organizations with complex IT environments that require detailed management and optimization of their IT assets.
Each SAM tool offers unique features designed to tackle software asset management challenges. By evaluating the pros and cons of your organizational needs, you can make an informed decision that aligns with your SAM objectives.
Common Mistakes to Avoid
Implementing a Software Asset Management (SAM) tool is critical to controlling software costs, ensuring compliance, and optimizing IT assets. However, many organizations encounter pitfalls that can undermine the success of their SAM initiatives.
Below are key mistakes to avoid, along with real-world examples.
1. Setting Unrealistic Expectations
SAM tools are powerful but not magic. Many organizations assume that once a tool is deployed, it will automatically track licenses, optimize usage, and ensure compliance without significant effort.
🔹 Example: A company implements a SAM tool expecting it to instantly detect unused software licenses and automate cost savings. However, they later realized that the tool requires manual configuration, integration with other IT systems, and regular data validation to provide accurate insights.
How to Avoid This Mistake:
- Clearly define what the tool can and cannot do.
- Involve SAM specialists in interpreting the data and aligning it with licensing terms.
- Set realistic timelines for achieving compliance and optimization goals.
2. Lack of a Clear Roadmap
Jumping into SAM tool implementation without a well-defined strategy can lead to inefficiencies, misalignment with business needs, and wasted investment.
🔹 Example: An enterprise purchases a high-end SAM tool but lacks a roadmap outlining which licenses to track first, how to integrate with existing ITSM systems, and who will manage the tool. As a result, the tool sits unused for months.
How to Avoid This Mistake:
- Develop a phased implementation plan prioritizing the most critical software vendors first (e.g., Microsoft, Oracle, Adobe).
- Ensure executive buy-in and involve key stakeholders from IT, finance, procurement, and compliance teams.
- Establish clear ownership—who will manage the tool, and how will results be measured?
3. Insufficient Due Diligence with Vendors
Not all SAM tools are created equal. Some are strong in certain areas (e.g., cloud license management and SaaS tracking), while others specialize in on-premise software. Many organizations fail to assess vendor claims carefully.
🔹 Example: A company purchases a SAM tool that claims to provide “full Oracle license management.” Later, they realize that while the tool monitors deployments, it does not analyze usage against Oracle’s complex licensing rules, leading to compliance risks.
How to Avoid This Mistake:
- Understand the out-of-the-box capabilities versus what requires customization.
- Request a proof of concept (PoC) with real data to validate the tool’s reporting accuracy.
- Check if the vendor has expertise in specific software licensing models (e.g., IBM, SAP, Oracle).
- Ask for references from companies in similar industries.
4. Overreliance on Tools Without Proper SAM Practice Design
A SAM tool is only as good as the processes behind it. Installing a tool without a well-defined Software Asset Management strategy will not ensure compliance or cost savings.
🔹 Example: A company implements a SAM tool but lacks proper software request, procurement, and decommissioning processes. As a result:
- Employees install software without approvals, creating compliance risks.
- Unused licenses remain assigned, leading to unnecessary renewals.
- The SAM tool generates data, but no one acts on it due to a lack of governance.
How to Avoid This Mistake:
Regularly audit and validate the data from the tool to ensure accuracy.
Establish SAM policies before deploying the tool (e.g., software request workflows and license reclaim procedures).
Assign SAM ownership roles, including IT, procurement, and compliance teams.
Best Practices in Software Asset Management
Effective Software Asset Management (SAM) is essential for optimizing software costs, ensuring compliance, and minimizing financial and security risks. A well-structured SAM strategy can help organizations gain visibility, reduce overspending, and avoid vendor audits.
Below are key best practices to build a strong SAM program, with real-world examples.
1. Developing Specific Use Cases
To maximize the value of SAM, organizations need to define clear objectives and tailor practices to their unique business needs.
🔹 Example: A company wants to reduce its spending on Microsoft licenses but doesn’t have visibility into how many licenses are in use. By defining a use case focused on identifying underutilized Microsoft 365 subscriptions, they can use SAM data to reallocate unused licenses rather than purchasing new ones.
How to Apply This Best Practice:
- Define objectives: Are you aiming to reduce costs, improve compliance, optimize usage, or all of the above?
- Identify key business challenges: Is shadow IT an issue? Are software audits a frequent risk?
- Develop targeted use cases:
- Reducing unused software licenses
- Preventing non-compliant installations
- Automating license renewal decisions based on actual usage data
Organizations can ensure the tool delivers real business value by aligning SAM practices with specific goals.
2. Performing a Technical Analysis to Identify Gaps
Understanding the current software landscape is critical to identifying inefficiencies and security risks.
🔹 Example: A global enterprise using multiple cloud platforms (AWS, Azure, Google Cloud) discovers duplicate software licenses across environments. Their SAM tool helps consolidate licensing agreements and eliminate redundant costs.
How to Apply This Best Practice:
- Audit your software inventory:
- Identify installed but unused software (e.g., employees with Adobe licenses who rarely use Photoshop).
- Detect unauthorized software that may pose compliance risks.
- Assess IT infrastructure:
- Ensure SAM tool integration with IT service management (ITSM) platforms like ServiceNow or SCCM.
- Identify gaps in tracking cloud-based software and SaaS subscriptions and Bring Your Own License (BYOL) agreements.
- Analyze compliance risks:
- Compare license entitlements vs. actual usage to avoid non-compliance penalties.
By conducting regular software audits, businesses can eliminate waste, strengthen compliance, and optimize IT investments.
3. Prioritizing Software Publishers and Establishing a Timeline
Managing software from all vendors at once can be overwhelming. Prioritization ensures a focused approach to compliance and cost control.
🔹 Example: A financial institution using Oracle, SAP, and IBM licenses identifies Oracle as the highest risk due to frequent audits and complex licensing terms. They prioritize Oracle compliance before tackling lower-risk vendors.
How to Apply This Best Practice:
- Focus on high-risk publishers first:
- Start with vendors with compliance risks or financial exposure (e.g., Oracle, Microsoft, SAP).
- Address SaaS vendors with high renewal costs (e.g., Salesforce, Workday).
- Develop a phased timeline:
- Phase 1: Address critical compliance risks (e.g., Oracle, IBM).
- Phase 2: Optimize high-cost software (e.g., Microsoft 365, Adobe).
- Phase 3: Standardize SaaS subscription management and remove unused licenses.
Prioritizing high-impact areas ensures quick wins and makes SAM implementation more manageable.
FAQs
- What is a SAM tool?
A SAM tool helps organizations manage, control, and protect their software assets throughout their lifecycle, ensuring compliance and optimizing investments. - Why is SAM important?
SAM is vital for reducing software costs, ensuring legal compliance with licensing agreements, and securing the IT environment against unauthorized software. - How often should software audits be conducted?
Regular audits are recommended, at least annually, to ensure compliance and optimize software licenses. - Can SAM tools manage SaaS applications?
Modern SAM tools are designed to manage both on-premises and SaaS applications. - How does a SAM tool improve security?
SAM tools help mitigate unauthorized or outdated software risks by ensuring only authorized software is used. - What are the challenges of implementing SAM?
Challenges include data accuracy, aligning SAM with business objectives, and ensuring stakeholder engagement. - How do I choose the right SAM tool?
Evaluate your specific needs, the tool’s compatibility with your IT environment, and its ability to manage the software you use. - Are there free SAM tools available?
Yes, free tools are available, but they may offer limited functionality compared to paid versions. - How does SAM impact software licensing?
SAM ensures that organizations only purchase the necessary licenses and remain compliant with licensing agreements. - Can SAM tools automatically renew licenses?
Some SAM tools offer features to manage license renewals, though specific capabilities vary by tool. - What’s the difference between SAM and ITAM?
ITAM (IT Asset Management) is broader, encompassing all IT assets, while SAM focuses specifically on software assets. - How does SAM help with cloud computing?
SAM tools can track and manage cloud-based software subscriptions, helping organizations optimize their cloud investments. - Is training required to use SAM tools?
While SAM tools are designed to be user-friendly, training can help users maximize the tool’s benefits. - How do SAM tools handle software updates?
SAM tools can track software versions, helping ensure that software remains up-to-date and compliant. - Can SAM reduce IT costs?
Yes, SAM can significantly reduce IT costs by optimizing software licenses and reducing the risk of non-compliance penalties.
