A Guide to
Software Asset
Management
This guide has been developed to help businesses understand the fundamentals of Software Asset Management, to equip your organisation with the essential information, tools and tips to ensure that your company, however complex, has a robust Software Asset Management system in place.
In it you will find valuable information about how Software Asset Management can benefit your business and, importantly how you can protect your
organisation from the risks associated with poorly managed software.
With its help you will be able to perform a quick assessment of your organisation’s current Software Asset Management needs and, where appropriate, develop a whole range of best practices for your business, to optimise the return on your software investment.
We have designed this guide purposely with practicality and portability in mind, to be viewed as a working document that you can carry with you, refer to frequently and store safely.
Are you at Risk?
11Quick ten-question assessment 12
Performing a self-audit 13
A Guide to Licensing and Anti-Piracy
48Microsoft licensing – what to look for 49
Anti-Piracy guide 59
Microsoft Product Identification Service 61
Tools and Resources
37Software management tools 38
Microsoft Software Inventory Analyser 39
Software Asset Management
16The principles of Software Asset Management 17
Establishing corporate policies 19
Designing and implementing procedures 24
Managing and maintaining records 31
Ongoing management and review 35
Benefits and Risks
4How can your business benefit from 5
Software Asset Management?
A software policy can protect you from risk 7
Legal basics 9
Follow our step-by-step approach
Use the index pages and Table of Contents opposite to explore Software Asset Management in more detail.
How can Software Asset Management benefityour business and what
are the risksof failing to manage software correctly?
Are you curious as to whether your business could be at risk? Complete the ten-question assessment to find out.
Committed to putting a Software Asset Management program in place? Follow our four-step implementation plan (Policies, Procedures, Records, Review).
Want more help and information? Turn to the Tools and Resources section.
Looking for the right licensing solution for your company and how to protect your business from Software Piracy? Turn to the Licensing and Anti-Piracy Section.
How can your business benefit from
Software Asset Management?
Improved software planning and cost control:Software acquisition can represent a significant proportion of the IT budget. So it makes good fiscal sense to control these costs effectively. Good Software Asset Management can help you determine which software programs you need and which you don’t. It can also help you take advantage of volume licensing discounts offered by many software publishers and determine how to deploy software most efficiently across your organisation.
Manage technological change:Software Asset Management can help your company identify its software needs, avoid obsolescence, and ensure proper technology to help meet business goals to stay ahead of the competition.
Alleviate communication and data transfer problems:In organisations where technology has proliferated without controls, many different software platforms and versions may exist, contributing to communication problems. Managing software can help address and resolve these issues, improving workflow and efficiencies.
Justify investments in technology:Managing software can help organisations understand the value they receive from their software investment as well as identify parts of the organisation that may be in need of software upgrades or new software programs.
Benefits and Risks
Computer software is a central part of
many businesses’ operations but its
increased importance brings new risks.
An effective Software Asset Management
policy can help protect you against
A software policy can
protect you from risk
Non-compliance risks
Legal costs:Abuse of software licenses can result in financial penalties, damages and legal costs. Additionally, company executives can be held personally liable, for any copyright infringement that occurs within the organisation, if they are found to have authorised the infringement.
Damaged reputation:Abusing software licenses can damage your company’s reputation.
Viruses that can harm computers and networks:Unauthorised copies of software can contain viruses with the potential to damage both individual computers and entire networks. Viruses can and do cause irretrievable data loss, which would be devastating to most companies.
Ineligibility for technical support or product upgrades:When using unlicensed software, you are not eligible for technical support from the software publisher. If you have a technical issue in need of resolution, often at times a work-stopping issue, you are on your own. In addition, product upgrades (less expensive upgrades of existing products) are not available to you.
Legal costs and fines, damaged reputation, computer viruses, ineligibility for technical support and software compatibility issues all equate to lost time,
Setting up a software policy may not
seem like a pressing concern but, without
one, your business will be exposed to
a range of risks – some of which could
be highly damaging.
Legal basics
What is a software license?
When you ‘buy’ software you are acquiring a license. A software license grants you the legal right to run a software program. For each software program you use, you need a license granted to you and documented in the license agreement.
Breaching the terms of the license agreement is software piracy. Typical breaches include:
● Using legally acquired software on more computers than the license allows.
● Allowing employees or contractors to make unlicensed copies of software.
● Making or selling illegal copies of software.
● Using illegal copies of software, even unknowingly. (The law does not require
you to know that your activity is illegal. The mere act of using an illegal copy of the software can make you liable.)
● Allowing or asking a consultant (for example) to install software on your
system when you do not have a license for it.
Software licensing
Microsoft offers many licensing programs
designed to meet the needs of differing
customers. The software license that
accompanies these programs will vary.
A summary of the licensing programs
in place can be found in the ‘Guide to
Licensing and Anti-Piracy’ section of this
guide, beginning on page 48.
Please see www.microsoft.com.au/licensingfor further information on these licensing programs, including the documentation you’ll need to retain to verify license compliance.
Are you at Risk?
A fragmented or poorly managed Software Asset Management system can lead to the use of unlicensed software, thus putting your company at technological and legal risk.
Your business could be at risk if any of these scenarios sound familiar:
•
Your company has grown, expanding rapidly in recent years.•
Your organisation has undergone a merger, de-merger or acquisition.•
Your business is geographically diverse, with many subsidiaries.•
You are operating with a decentralised purchasing /procurement policy.•
Your company has witnessed a high turnover of IT staff over recent years.We understand that maintaining control of
and managing your valuable software assets
in any of these very common circumstances
can be extremely challenging!
Risk of legal action
Use of unlicensed software exposes you and your organisation to the real risk of legal action. Damages for copyright infringement are unlimited.
You also face the expense and disruption of legal action, regardless of whether or not you go to court.
It can be easier than you think to be found out
The software publishers’ trade association, the Business Software Association of Australia (BSAA), offers a reward of up to $5,000 for accurate information on the illegal use of software*.
See the BSAA Web site for more details: www.bsaa.com.au
Your reputation could suffer if it is made
public that your business has been using
illegal software.
Step 2
If you have identified that your organisation may be at risk then there are a number of things you can do; for example, you can undertake a self-audit or ask an appropriate company for assistance in doing one.
Step 3
Performing a self-audit
Should you elect to undertake a Software Asset Management audit internally, you will need to ensure the following:
● That overall responsibility for development and implementation is
assigned to an individual.
● That the assigned individual has the ability to delegate specific tasks to
appropriate personnel within your organisation.
The next stage is to perform an initial software inventory.
Quick ten-question assessment
Step 1
Curious about whether your company is at risk for using unlicensed or pirated software? Answer the following questions to help assess your risk:
If you answered
no
to any of these questions, or if you are unsure about any of the answers, you need to evaluate your organisation’s software situation in greater detail.1. Do you know how many PCs, laptops and servers your company currently has in use?
2. Do you have a software license for all software programs installed on your PCs, laptops and servers?
3. Are you confident that no company employees have made unauthorised copies of software?
4. Did you acquire all the software installed on your PCs, laptops and servers from reputable sources?
5. Does your company have a written policy for copying software and/or purchasing software licenses?
6. Does your business have a clearly written software management policy approved and sponsored by senior management? 7. Does your business maintain an accurate inventory of software,
hardware and license ownership?
8. Are license confirmations reconciled with your organisation’s orders?
9. Does the person who is responsible for software license compliance have specialist knowledge about software licensing issues?
10. Do you operate regular audits of installed software against software licenses held?
Step 5
Establishing software policies and procedures
While the number of policies and procedures your organisation needs will vary depending on the company size, scope and culture, at a minimum they should cover the following:
Software use and copyright policy:Your company should have a clear and enforceable policy on copyrighted software, which addresses your company’s adherence to software license agreements, and employees’ responsibilities to follow the software procedures set by management.
Procurement policies and procedures:Your company should have written policies covering how employees request software, responsibility for software acquisitions, approved software vendors, software installation procedures, personal software policies and disposition of software assets.
For more detailed information, please refer to the Software Asset
Management section of this guide, beginning on page 16, which covers the principles of Software Asset Management in greater detail.
Step 4
Perform a software inventory by doing the following:
● Establish the number of PCs, laptops and servers your company has in
use and the type of software installed on each machine.
● Compare this information against the number of legal software licenses
your company owns.
● Account for any license deficiencies and purchase sufficient additional
licenses to bring your organisation into compliance.
Depending on the size of your organisation, and the condition of your records, this may be quite simple, or it can take a bit of effort. In either case, establishing this initial inventory is critical to effective Software Asset Management.
To see the number of software management tools available to you, visit www.microsoft.com/piracy/samguide/tools
The principles of Software
Asset Management
Once you have identified that you need to implement a Software
Asset Management program, then we recommend you follow
these guidelines.
CORPORATE POLICIES
Evidence that a company is committed to Software Asset Management
REVIEW
To ensure that processes are working and being implemented, so that records
always remain accurate
RECORDS ● Software Inventory ● Hardware Inventory ● License Inventory PROCEDURES To ensure the implementation of the policies
Software Asset
Management
How to keep your business compliant
Managing your software assets can lead to improved performance. As businesses invest more in technology, Software Asset Management plays an increasingly critical role in promoting efficiency, productivity and
performance.
Here we guide you through some of the principles of Software Asset Management:
Establishing Corporate
Policies
Designing and Implementing
Procedures
Managing and Maintaining
Records
Establishing corporate policies
Developing a policy
Before anything else, your company culture must be one in which all your employees understand the value of software, learn the difference between legal and illegal use, and pledge their commitment to the proper use of software. To do this, you must have a clear statement of policy on the legal use of software. The statement should express the company's goals to manage software for maximum benefit, use only legally licensed software, and spell out the company's procedure for acquiring legal software.
Establish policies
If your business has no written policies or procedures, now is a good time to write them. While the number of policies and procedures your business needs will vary according to company size, scope, and culture, at a minimum they should cover the following:
Software use and copyright policy
● Is there a clear and enforceable policy on software copyright? (Creating and
communicating a policy on software use and copyright protection is an important step in reducing the business’s risk of copyright infringement.)
There is no universally correct solution to
Software Asset Management or Software
License Compliance, and there can be no
guarantee that, by following any set of
guidelines, that all problems will be avoided.
However, by following the guidance in
this section, many of the most common
problems should be avoided and the
major underlying issues clarified.
Your organisation can more easily find
a unique solution, tailored to your own
Whatever your policy, make sure it is included in the packet
of information given to new employees and visible to all, so
that everyone can abide by it.
Make your software policy part of a wider IT policy
designed to safeguard the security of your systems and
data and protect you against a range of legal risks.
The policy should:
● State what you consider to be acceptable and unacceptable use of
your IT system.
● Set out who is responsible for administering and repairing systems and
enforcing your policy.
● Regulate how the Internet and email are used.
● Protect your own intellectual property rights. Employees can use the
Internet and email to copy and pass on your intellectual property or other confidential material, perhaps unwittingly.
Implementing an effective policy and a good
document management system is essential.
Personal software
● Do you permit personally owned software to be installed on PCs? If so,
under what conditions? We recommend that if a user needs access to software at home, the company purchases a separate license and records it as an asset on the software register.
Communicate the policy to all employees
● Tell them that the company will not allow or tolerate the use of illegal or
pirated software.
● Consider referring to the policy in your statement of employment terms.
Alternatively, ask employees to sign a statement saying they understand and accept the policy.
● Regularly remind employees of the policy, particularly when breaches
are suspected.
● Encourage employees to tell you if they think they may have dubious software,
or if they have any other concerns.
Rigorously enforce the policy
Make sure that following the implementation of your software policy, all employees understand the consequences of not adhering to it. The more effort you put into enforcing your policy and making sure that employees know that use of illegal software is not acceptable within your organisation, the less vulnerable your organisation will be.
Manage organisational change
A common requirement for most organisations is to manage mergers and de-mergers, or other radical organisational change, effectively. This should include reviewing and transferring licenses.
Due Diligence:If your organisation is acquiring or merging with another, you should ensure that the other organisation is legally licensed for all of its software usage. If not, you will acquire its legal exposure as well, irrespective of whether or not you are aware that you are doing so.
Corporate policy regarding the use of personal
computer software
1. (Name of Business) licenses the use of computer software from a variety of software vendors. (Name of Business) does not own the rights to this software or its related documentation and, unless authorised by the software developer, (Name of Business) does not have the right to reproduce it, other than expressly allowed by the software developer (e.g., for back-up purposes).
2. With regard to Client/Server and network applications, (Name of Business) employees shall use the software only in accordance with the terms of the relevant license agreements for that software.
3. (Name of Business) employees shall not download or up-load unauthorised software over the Internet.
4. (Name of Business) employees learning of any misuse of software or related documentation within the company shall notify their department manager or relevant personnel.
5. According to Australian copyright law, persons involved in the illegal reproduction of software can be subject to civil and criminal penalties including payment of damages (for a civil claim) or fines and imprisonment (following a criminal prosecution).
6. (Name of Business) does not condone the illegal duplication of software. (Name of Business) employees who make, acquire or use unauthorised copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include or lead to the termination of the individual’s contract of employment.
7. Any doubts concerning whether any employee may copy or use a given software program should be raised with a responsible manager before proceeding.
Centralise purchasing
● Require all software purchase requests to be in writing with department
manager approval.
● Don't permit employees to buy software directly or charge it to their
expense accounts.
● Ensure that employees cannot download software from the Internet
without special approval.
Keep proof of purchase
Always keep the original documentation – including the Certificate of Authenticity (COA), End User License Agreements (EULA) and purchase invoices – they are your proof of purchase. Keep a formal inventory of what these documents relate to, and where the software has been deployed, in a safe place.
More information can be found in the Managing and Maintaining Records section on page 31.
Designing and implementing
procedures
Appoint a Software Asset Manager
Clearly identify a Software Asset Manager who is responsible for ensuring that your company’s Software Asset Management policy is understood, implemented and adhered to.
Purchasing software
Be careful about how you buy and install software. This is essential if you want to be sure that the software you buy is legitimate.
Only buy software from reputable sources. Typically, this will be an authorised distributor or partner. If in doubt, make further checks (e.g., through the Microsoft Product Identification Service*) or buy the software elsewhere.
Be particularly wary of software sold through e-auction houses. Much of it is illegal and you also risk paying for software that you will never actually receive.
Once software is installed on the hard drive, the original software CDs should be locked in a secure storage facility with a tracking number – to help identify who the supplier was and when the supply was made – which the Software Asset Manager will be responsible for maintaining.
Carry out basic checks to make sure
the software is legitimate
● Software packages should typically contain a license document with a serial
number, a registration card and a manual.
● If you are buying multiple copies of software for use on a number of
computers, (e.g., through a volume licensing program such as Open or Select), you will receive only one license document.
● Preinstalled software supplied with computers may only have an
electronic manual.
Check the packaging
● Poor quality labels, photocopied manuals and the like are often signs of
pirated software. (For information on the Microsoft Product Identification Service, please see page 61.)
● Obtain original licenses and receipts for each purchase.
Procurement policies and procedures
How do employees request copies of software or upgrades of existing software programs? Specifically:
● Who makes the acquisition decisions and on what criteria are these based?
● From which vendors is the software acquired?
● What effort does your business make to find the best pricing?
We recommend that all software be purchased through the IT department and that users must obtain approval from their manager to do so. We also recommend that software is not paid for by cash, credit cards or on general expenses. If all software is purchased centrally, detailed purchasing records can be maintained.
Software installation procedures
Who is responsible for the software when it first arrives? Who records serial numbers, sends in the registration, and records this information?
We recommend that the Software Asset Manager (or someone authorised by him/her) is the only person authorised to install software. We also recommend that manuals (if supplied), along with other materials (e.g., Certificate of Authenticity (COA), End User License Agreement (EULA) and CD-ROMs with the
● Electronic licenses
Where licenses are electronic only (e.g., Microsoft Open or Select), then a notification procedure should be followed, in accordance with the terms of your relevant license agreement.
● Change of ownership
Change of ownership and responsibilities must be evidenced in writing. Where licenses have been registered to a specific named organisation, we recommend that the change of ownership document is stored safely.
Technical
Ensure that the software being requested is on the company's list of supported software.
Standardise software
If you discover that employees are using out-of-date or various versions of software programs, this may be a good time to look at standardising the software usage through upgrading existing licenses. This can often lead to greater productivity, as all employees are standardised on the same version of software, thus reducing file share or transfer issues and promoting greater employee efficiency.
Disposal of software
What happens to the old copies of software that have been upgraded or are no longer used?
Retire obsolete workstations
The software inventory process will let you identify and retire workstations and the accompanying software that are no longer in use. You should note that Microsoft software acquired with the purchase of a new machine (also known as "OEM software") is not transferable to new or other workstations and must be retired along with the PC. However, software purchased through Microsoft retail (Full Packaged Product) and volume licensing programs can be redeployed to other PCs, in accordance with the terms of the License Agreement for those programs. This can provide your business with additional savings.
Transfer of licenses
If an organisation being acquired or divested has been part of a larger organisation, it is possible that its software licenses have been ordered and are owned by an affiliate which is not part of the divesture. In this situation, licenses do not transfer automatically, but must be formally transferred. You must read your own agreement for details, but the following are general principles:
● Physical licenses
Physical evidence of licenses must be transferred where this exists. (Refer to the Guide to Licensing section, beginning on page 48, for more details.)
Managing and maintaining records
Principal inventory databases
Installed
software
inventory
Hardware
inventory
License
inventory
The software register
A software register is the simplest way of keeping tabs on the software you are using, helping you to control purchases and upgrades and pre-empt potential license problems.
Create an inventory of all the software you use
● Record the product name, version number and serial number for every
software program loaded on every computer.
● Note down the same details for software you have not yet installed.
Review procedures
It is usual to find that software acquisition is not coordinated well between one department and the next. In such a case, centralising the software acquisition function could lower costs by allowing you to take advantage of volume licensing options. Further, those businesses who centralise their software acquisition tend to:
1. Exhibit greater compliance with license terms and conditions.
2. Generate cost savings by purchasing the correct type of license – as it is generally known what existing licenses are on hand and whether these licenses can be upgraded or not.
3. More readily align the software IT budget with actual spending against that budget, which can lead to more efficient resource allocation.
All of the above points in this section should be addressed in your company’s procedure for Software Asset Management to ensure consistency, to aid in the record-keeping process and to generate cost savings for your business.
Hardware register
● Locate the exact number of workstations deployed in your organisation.
● Know the quality, type and function of hardware.
● Create a Hardware Asset Register where all stations and servers are logged.
As with the software register, you may wish to consider off-the-shelf solutions. The more complex solutions will combine software and hardware registers with automated software scanning capabilities. Such tools can often deliver benefits outside of Software Asset Management, such as the ability to remotely take control of PCs for help desk support.
A list of some of today’s most popular Software Inventory and Asset Management Tools can be found at
www.microsoft.com/piracy/samguide/tools
This information can also be found on the Software Asset Management CD,*
which is inserted into the front of this guide.
N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this Web site.
Keep all the information in a secure software register.
You may want to design your own software register or consider using an off-the-shelf product. Many solutions are available with a range of functionalities from simple inventories which must be updated manually to more sophisticated inventories which are updated automatically by software scanning tools.
A list of some of today’s most popular Software Inventory and Asset Management Tools can be found at
www.microsoft.com/piracy/samguide/tools
This information can also be found on the Software Asset Management CD,*
which is inserted into the front of this guide.
N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this Web site.
Store original software and documentation securely
● This should include original software CDs or floppy disks, and any
manuals, Certificates of Authenticity (COA), license documents and invoice details. (Note that you should not attempt to remove COA labels that are affixed to your PC.) If you cannot find all the relevant information, you may want to contact the software publisher to check that your software is legitimate.
● File manuals and documentation properly so you can find them easily.
*This CD carries out its review remotely on your systems and servers and produces a report for your review. It does not transmit any information to Microsoft.
Ongoing management and review
Ongoing management
Effective Software Asset Management is a continual process. You need to monitor adherence to your organisation’s software policy, and perform periodic reviews of the software, hardware and license registers to ensure they remain accurate. It makes sense to have someone within your company responsible for these review processes.
Review of procedures
The procedures you have designed for good Software Asset Management are there to protect against the risks mentioned earlier in this guide. It is, therefore, a good idea to review the procedures from time to time to ensure that they still address the risks appropriately. For example, a company may wish to change its Software Asset Management procedures if there has been a development in technology which will help in reducing the administrative effort for a particular process.
It is also appropriate to perform reviews to ensure that the processes which have been defined are actually being followed.
License register
Locate licenses or other proof of purchase documentation and summarise the number of total licenses owned. Proof of license purchase may exist in a number of forms, depending on the type of license you have acquired.
Please refer to the Guide to Licensing section, beginning on page 48, for information and examples of Microsoft license proof of purchase.
Good Software Asset Management provides good Software License Management as an inexpensive by-product. It provides benefits which are greater than the associated costs. For example, Software Asset Management addresses the areas of help desk support, version control, and deployment planning which allows an organisation to respond quickly to changing business requirements and opportunities.
With volume licensing programs, e.g., Open or Select, license confirmations from Microsoft, either hard copy or electronic, are the only legal evidence that a license is owned. The certificate sent by some resellers as a ‘proof of purchase’ is not proof a license is owned. It is the responsibility of the end-user organisation to check that they have received the appropriate Microsoft License Confirmations.
Microsoft Enterprise Agreements do not eliminate the need for Software License Management. They just simplify the process and reduce the volume of work required for the software products covered. Proper systems and procedures are still required for these reduced requirements. Furthermore,
This publication is just one element of
Microsoft’s campaign to help customers
understand how to manage software
in their business and to ensure their
licensing is fully compliant.
Tools and Resources
Review of registers
Unfortunately, it is a fact of life that records become inaccurate over time. It is therefore important to perform periodic checks on sample workstations to ensure that unapproved software has not been installed. As with hardware and software, license registers should periodically be reviewed to ensure all purchases have been included and all important license documentation can still be found.
If your organisation has an audit function, this is probably the best group to perform the review of procedures and determine the accuracy of the registers.
We recommend that you carry out such a review once a year at the very minimum.
Microsoft Software Inventory Analyser
The Microsoft Software Inventory Analyser (MSIA)*is a tool made available
by Microsoft at no charge, designed to help businesses conduct an inventory of their key Microsoft software programs.
It's easy to use, lets you perform the inventory yourself, and works whether you have a single computer or are part of a networked environment. After running the tool, a summary report of Microsoft Product Installations will be generated which will allow you to enter corresponding license purchase information for a complete analysis of your company’s license compliance status. It takes only a few minutes and it's easy to do.
*Internet connection required.
Reports
The MSIA generates a summary report of the core Microsoft software products it discovers on your machines and provides a table for you to add license information so you can quickly and easily determine if your software is correctly licensed.
Language support
The MSIA tool and interface are both written in English; however, the MSIA does identify international language products.
Software management tools
Software Inventory and Asset Management Tools
There are many Software Inventory and Asset Management Tools available on the market. Software Inventory Tools primarily inventory the software installed on PCs, while Software Asset Management Tools are designed to help you manage your network of computers and the associated software.
A list of some of today’s most popular Software Inventory and Asset Management Tools can be found at
www.microsoft.com/piracy/samguide/tools/sit.asp
This information can also be found on the Software Asset Management CD*, which is inserted into the front of this guide.
N.B. This is not a Microsoft endorsement of any particular tool. If you are in the process of selecting a tool, we recommend you extend your search beyond what is listed on this Web site.
* This CD carries out its review remotely on your systems and servers and produces a report for your review. It does not transmit any information to Microsoft.
Microsoft Software Inventory Analyser
Step-by-step guide
Each step of the MSIA program has been documented here to help answer any questions you may have as you run through the MSIA Wizard. The MSIA can be found on the CD inserted into the front of this guide.
1. The welcome screen
The welcome screen briefly states the purpose of the tool.
2. Local or network scan The MSIA provides the option of scanning either the local machine or the Microsoft Windows Network. Sample screen is shown.
If you select "Network" as the mode of scan, the screen will appear as shown.
Systems requirements
You can run the MSIA on any computer with the following characteristics:
● An Intel 486 or greater processor, 25 MHz or faster.
● At least 2 MB of free hard disk space to run Setup.
● Microsoft Windows®95 or higher operating system.
Note that if you are attempting to inventory a network of PCs which utilise Microsoft Windows 95, Windows 98, or Windows Millennium operating systems, there are a few initial procedures necessary for the scan to work.
4. Download updated data files Using this screen, you can download the latest version of data files from Microsoft's Web site.
This step is necessary only if you are running the product from a CD or disk,
as the database of Microsoft Products may have been updated since the CD or disk was produced.
If you are downloading the MSIA from the Web site at
www.microsoft.com/piracy/msia the database will be current and there is no need to download updated files.
To download the latest version of the data files, click the "Download..." button.
Please note that you need to have Internet connection for this operation to be successful.
5. Product selection
Using this screen, you can specify the products you wish to scan for. If you chose "Network scan" mode, you must have administration rights over
the network you chose to scan. The MSIA will use the “user name” and “password” used to log on to the current machine as the default setting. If you do not have such rights and would like to log in under a different name, click the “Login As” button which appears as follows:
3. Machine selection This screen displays the entire network in a tree view, and appears only if the "Network scan" mode option was selected.
Selecting a domain will select all the machines in the domain along with child domain's machines, if any.
Please note that you need to select a minimum of one machine for scanning.
8. Scanning
This screen displays the approximate percentage of progress with regards to the scanning process.
If "Local Machine" scan mode was chosen, the progress bar graphically indicates the amount of progress. The text below the progress bar denotes the folder being scanned.
If "Network" scan mode was chosen, the text below the progress bar indicates the number of machines scanned and the total number of machines yet to scan. The progress bar will graphically indicate the same.
6. Report formats
Using this screen, you can specify the report formats in which you wish to view the results of the scan.
You can have the report generated in one of the following three formats:
● HTML ● Excel ● Text
You can specify the path for storing the reports in the ‘‘Select a directory for reports’’ text box.
Please note that the applications required for generating and viewing reports need to be present in your machine. For instance, Microsoft Excel 97 or above should be installed in the machine to generate and view reports in Excel format.
7. Confirm settings
Use this screen to verify the settings for the scan.
Clicking the Scan button will initiate the scanning process.
Want to know more about
Software Asset Management?
Check out our Web site at www.microsoft.com.au/piracy or, alternatively, refer to the Software Asset Management CD at the front of this guide.
Unsure about the legitimacy of the
software you've purchased?
Microsoft’s Product Identification Service can tell you if the software you have bought is genuine or not. We do not charge customers for this service. For more details about this service, visit
www.microsoft.com.au/piracy/productid
See the Anti-Piracy section at the back of this guide for more details on the Microsoft Product Identification Service.
Unsure how to license your business?
Check out the details on all Microsoft licensing programs that could provide your business with significant volume discounts on Microsoft software. Visit our Web site at www.microsoft.com.au/licensing or call the Licensing Hotline on 13 20 58.
9. Completing the MSIA Wizard
This screen appears at the end of the scanning process.
If the ‘‘View reports now” check box is selected, the chosen reports will be displayed after clicking the ‘‘Finish’’ button.
At this time you may hit the "License" button which will allow you to enter information regarding your company’s inventory, which should correspond to the software programs installed. If there is a discrepancy, you need to purchase appropriate licenses to cover the shortfall. Please refer to the Guide to Licensing Section, beginning on page 48.
Please note that the settings you selected using the wizard will not be saved if you do not click the ‘‘Finish’’ button.
‘‘Back’’ and ‘‘Cancel’’ buttons are disabled in this screen.
Microsoft licensing – what to
look for
The information on this and the following pages changes from time to time. Please check www.microsoft.com.au/piracy/howtotell for the most up-to-date information.
Preinstalled software on new PCs (OEM software)
When you purchase a new PC, it should be preinstalled with an operating system, such as Microsoft Windows .
To ensure you are getting genuine Microsoft software with your PC purchase, you should first look for the Certificate of Authenticity (COA) label affixed to your new PC.
The COA assists you in determining whether your Microsoft software and components are genuine. The COA has a holographic strip that reveals the words “Microsoft” and “Genuine”. The product name and a unique product key are in the centre of the label and the “How to Tell” URL appears at the bottom of the label. COA labels are not designed to be removed.
In addition to the COA label, you may also receive an OEM Product CD. The CD or DVD will be clearly marked with either the PC manufacturer ’s brand or an edge-to-edge hologram CD. (Please refer to the Retail product section of this guide on page 51 for more information on the edge-to-edge hologram CD.)
Microsoft has many licensing programs to meet
the differing needs of customers.
The program and product specifics can vary greatly. The information contained in this section will help you determine the right licensing program for your needs.
Additionally, you will learn what anti-counterfeiting features you should look for when purchasing specific products as well as the documentation you need to retain to verify license compliance.
A Guide to Licensing
and Anti-Piracy
Retail product
Sold in single-unit quantities at retail outlets and by Microsoft resellers, retail Full Packaged Product is packaged in boxes as shown and typically includes media and documentation. It is ideal for low-volume
software needs, such as companies with fewer than five PCs.
To assist in determining if you have a genuine Microsoft product, look for the COA label on the box top. The heat-sensitive green dot changes colour from green to yellow when lightly rubbed.
The document that serves as your proof of license is the EULA, which may be enclosed in hard copy form or online within the software product. To establish license ownership, you should retain the hard copy EULA (if enclosed), COA and a copy of your purchase invoice.
Microsoft ’s family of Windows and Office CD-ROM retail products feature edge-to-edge hologram technology.
See Microsoft’s “How to Tell” Web site at:
www.microsoft.com.au/piracy/howtotell for detailed information on Windows operating system security features.
In order to establish license ownership, you should retain the End User License Agreement (EULA), which is the agreement between the PC manufacturer and the end user; the COA; media; manuals (if applicable); and your purchase invoice and receipt. You should not attempt to remove the COA label from the PC.
PCs may also come preinstalled with application software such as Microsoft Office.
To ensure you are getting genuine Microsoft application software, look for the COA. The COA is not required to be affixed to the PC chassis and may be found on the product CD wallet, the product manual and/or the product jewel case.
Certain preinstalled Microsoft applications such as Microsoft Office XP incorporate the edge-to-edge hologram CD as
described on the previous page.
In order to establish license ownership, you should retain the EULA*, the COA, and your purchase invoice and receipt.
Your proof of license is posted on a secure site on the Internet at https://eopen.microsoft.com
Log on using your Microsoft Passport ID and your unique Open License Authorisation number(s) to verify the number of licenses purchased.
The terms of your license, such as license grants, conditions, etc., are in the Open License agreement, which is also available on the eOpen Web site. Visit www.microsoft.com.au/licensing for more information on Open License.
N.B. Full versions of Microsoft Operating Systems are not available via Microsoft’s Volume Licensing programs – only operating system upgrades. You must acquire full version operating system products via the OEM or retail channel.
Select License 6.0
Best for customers with 250 or more PCs and mixed Microsoft product requirements, the Microsoft Select License is available through Microsoft authorised Large Account Resellers (LARs).
Select
You should be looking for these special CDs to confirm that the retail products you’ve purchased are genuine. The hologram covers the entire surface of the CD and when tilted in the light, the product name and product-specific graphics are revealed from the hub to the outer edge of the CD. The hologram is produced on the CD. It is not a sticker.
Open License 6.0
Best for customers needing as few as five licenses, Open License is a great way to save on genuine Microsoft products. Under Open License, you
determine the number of software products you wish to license, place an order with a participating Microsoft reseller, and obtain the licenses you need. You may then install the software by ordering media directly from Microsoft.
Microsoft Open License 6.0 offers you two great ways to save on Microsoft products:
Open Businessallows customers to save on estimated retail prices by placing an initial order for five or more licenses. With Open Business, customers can combine any set of Microsoft products to qualify for the five-license minimum.
Open Volumepotentially saves you even more if your organisation is able to make a larger initial order in one or more product pools (applications, systems, servers).
N.B. Full versions of Microsoft Operating Systems are not available via Microsoft ’s Volume Licensing programs — only operating system upgrades. You must acquire full version operating system products via the OEM or retail channel.
Enterprise Agreement 6.0
The Enterprise Agreement is designed for customers with 250 or more PCs who want to
standardise on certain Microsoft products and have the ability to centrally purchase and track software. The Enterprise Agreement is available through Microsoft authorised Large Account Resellers (LARs), or Enterprise Software Advisers (ESAs).
Enterprise Agreementcustomers choose to standardise their selection of Microsoft products for the three-year term of their Enterprise Agreement. The price is based upon the number of qualified desktops within a defined enterprise and is divided into three equal annual payments. During the term of an Enterprise Agreement, you are permitted to run the chosen Microsoft products on all desktops, including those added after signing the agreement, subject to an annual “True Up” requirement.
An Enterprise Subscription Agreementgives you the ability to lease your software licenses, while staying current on the products over the term of
Enterprise
E
E
E
E
Agreement
Under the Select License, customers receive volume discounts based on a three-year forecast of products required. There are three product “pools” (applications, systems and servers) available for forecast under Select License, and point values associated with each product within the pool. Visit www.microsoft.com.au/licensing for more information on Select Licensing.
After you have signed your Select Agreement, you will receive a Welcome Kit from Microsoft. This kit will contain Microsoft software CDs, based on the product pools you have selected.
On a monthly basis, you are required to submit to your Large Account Reseller (LAR) an order for the number of units of Microsoft software you have installed during the past month. Your LAR will invoice you and pass the order on to Microsoft.
Please refer to your Select Agreement for further details on complete proof of license requirements. Your signed Select Agreement and Product Use Rights will contain the terms of use applicable to these products. You should retain these documents which define your rights and obligations under the agreement.
N.B. Full versions of Microsoft Operating Systems are not available via Microsoft’s Volume Licensing programs — only operating system upgrades. You must acquire full version operating system products via the OEM or retail channel.
Academic and Government product
Special Academic and Government pricing is available to qualified entities under numerous Microsoft Licensing programs.
Academic programs
Retail Academic Product. Sold in single-unit quantities by Microsoft Authorised Education Resellers, Retail Academic product is packaged in boxes as shown and may only be purchased by customers who meet Microsoft’s qualifications for Academic pricing.
Under the Enterprise Subscription Agreement, you do not own the product licenses but, rather, the rights to use the software for as long as you continue to maintain your Enterprise Subscription Agreement. If at the time your Agreement expires, you elect not to renew with either the one- or three-year option, then you relinquish your rights to continue running the software.
After you have signed your agreement, you will receive a Welcome Kit directly from Microsoft. This kit will contain Microsoft software CDs, based on the product pools you have selected.
Your signed Enterprise Agreement and Product Use Rights will contain the terms of use applicable to these products. You should retain these documents which define your rights and obligations under the agreement. Visit www.microsoft.com.au/licensing for more information.
Anti-Piracy guide
What is software piracy?
Software piracy is the same as software theft. It can take many forms and happens for many different reasons, whether intentional or through lack of awareness:
1. End user copying/Corporate copying
Unlicensed software copying by individuals or businesses. Alternatively, in the case of volume licensees, it can mean under-reporting the number of installed copies of software.
2. Hard disk loading
Practised by dishonest OEM system builders or dealers who sell PCs with unlicensed software preinstalled. The dealers use one copy of a program to install illegal copies on multiple machines. Original disks and documentation that should come with the PC are often missing or incomplete and in many cases, where they are supplied, they are counterfeits.
3. Counterfeiting
This is when software and sometimes its packaging is illegally reproduced to look like the “real thing” and is then onsold (often to unsuspecting resellers or customers) as being genuine.
Academic Volume Licensing Programs. Academic product is also available via Microsoft’s Volume Licensing programs such as Academic Open License, Academic Select License Agreement, Campus Agreement and School Agreement. Visit www.microsoft.com.au/licensing for additional details on Academic licensing options and for Academic eligibility requirements.
Government Open License program
Special government pricing is available via the Government Open License program.
This volume licensing option is available to eligible
small- and medium-sized government entities and is ideal for those who need to purchase smaller quantities of licenses and need a simple and flexible model. Visit www.microsoft.com.au/licensing for additional information on the Government Open License program.
N.B. Proof of license requirements for Academic and Government product are identical to that of commercial entities; however, you must first ensure you are eligible as an Academic or Government entity.
Microsoft Product
Identification Service
To protect our customers and reduce the negative impact of piracy, Microsoft has launched a free-of-charge Product Identification initiative*.
How it works
If you have been offered or have just bought software*that you think may not
be legal, send it in to our Product Identification team for verification.
* Terms and conditions apply. See the Microsoft Web site www.microsoft.com.au/piracy/howtotell for details. This service is not available for assessments of gold or recordable CD-ROMs.
4. Mischanneling
Software distributed under special licenses that are then redistributed to others who do not qualify for these licenses. For example, the sale of academic licenses to a small business, or the sale of OEM software outside the terms of the license.
5. Fake Licensing
Loose counterfeit EULAs (End User License Agreements) sold on their own as ‘licenses’. However, these are in fact worthless pieces of paper and invalid when sold on their own.
6. Internet Piracy
During the past few years, the sale of counterfeit software to unsuspecting consumers through Internet businesses and auction sites has multiplied and become a challenging problem for consumers, legitimate Internet businesses and the software industry. We would strongly recommend that when buying online you check the following:
● Take note of the geographical address and phone number.
● Obtain a clear returns policy.
You should also:
● Keep records.
● Beware of advertisements for liquidated inventories, bankruptcy sales or
special deals with the software publisher.
● Beware of bargain prices. If the price seems too good to be true, it probably is.
If in doubt, call the software publisher. In relation to Microsoft software, call the Microsoft Anti-Piracy Hotline 1800 63 99 63.
Quick Reference Guide
For further information on all the topics discussed in this guide, check out these reference points.
Web sites
Software Asset Management Guide www.microsoft.com.au/piracy/samguide
Product Identification Service
www.microsoft.com.au/piracy/productid
Anti-Piracy
www.microsoft.com.au/piracy
Licensing
www.microsoft.com.au/licensing
Microsoft hotline numbers
Licensing 13 20 58
Anti-Piracy 1800 63 99 63
In order to qualify for this service, you must send us:
1. The product you have been supplied with;
2. A signed and fully completed Product Identification form which you can either download from www.microsoft.com.au/piracy/productid.htm or call the Microsoft Anti-Piracy Hotline 1800 63 99 63; and/or
3. The original invoice or purchase receipt from your supplier.
Sending in your product
We recommend that you send the product, original invoice or purchase receipt and Product Identification form via Registered Post for added security to:
Microsoft Product Identification Service Microsoft Pty Limited
1 Epping Road North Ryde NSW 2113 Australia
