With all the software required to keep a business running smoothly, many organizations find themselves manually tracking and managing their software licenses through something like an Excel spreadsheet. Not only is this an incredibly time-consuming task, but it also leaves the possibility for bookkeeping error. What if there was a better way, a more efficient way to manage your software assets? Fortunately, there is!
WHAT IS A SOFTWARE LICENSE?
A software license is a legally binding document that outlines the guidelines and obligations for the use or distribution of a particular piece of software(s). Failure to adhere to the agreed upon license can result in criminal charges. Types of software licenses include:
- Proprietary License: Software publisher grants a license to use of one or more copies of software.
- GNU General Public License: Used for “open source” licenses in which end users may be able to make changes.
- End User License Agreement: This license indicates the terms in which the end-user can use the software.
- Workstation Licenses: Permits the installation of an application to one computer.
- Concurrent Use License: Permits the user to install software onto multiple devices.
- Site Licenses: Permits the use of software on any device provided it is located at a specified site.
- Perpetual Licenses: Licenses without expiration dates.
- Non-Perpetual Licenses: Software license than can be leased for a specific period of time.
- License with Maintenance: An agreement that lets the user purchase maintenance with the original license fee.
A software licensing service can assist with the management and distribution of licenses.
Below are 11 benefits to the SoftwareONE Software Lifecycle Portal:
1. Anywhere Access to Your Software Licenses
The newly redesigned portal delivers an interactive, modern, and touch-enabled user experience. This device- and browser-independent platform is designed to deliver real-time visibility into the licensing and agreement information you need.
2. Global Support Capabilities
If you have sites and operations in several countries, or even across several continents, the Portal helps you leverage your size and coverage with centralized control and management.You can also customize your portal site to view essential global purchasing information with multi-language and multi-currency options. For instance, in a single view, you can access pricelists for all countries in which you are eligible to purchase, and then compare your options with local currency pricing.
3. Communication and Collaboration with Your SoftwareONE Team
The portal is an extension of your current engagements, so no matter where your team members are located, you’ll always know where to find the most current documents and information related to your projects.The user-specific collaboration is traditionally utilized as a repository for content such as project plans, org charts, annual account plans, proposals, meeting minutes, presentations, business reviews, and roles and responsibilities. Additionally, this section allows tasks to be assigned to team members in your organization and your SoftwareONE team. Communicating with your SoftwareONE team is even easier, as the new portal offers full integration for any VOIP-phone software and email client
4. Purchasing with Customized Product Catalog and Integration Services
The online purchasing process is easy with your customized product catalog, built directly from our globally-connected ERP system. This benefits international clients since the same ERP system is deployed world-wide in every SoftwareONE location, enabling real-time global reporting. Your catalog removes all products not qualified for purchase under your active licensing agreements and reflects your active price levels and available purchasing currencies, allowing you to make confident procurement decisions.The Portal also offers additional integration services into your Oracle and SAP eProcurement systems.
5. Customizable User Dashboard
Upon login, users are taken to a simple, intuitive and customizable dashboard. Live tiles present real-time quote and order information and provide direct access to your most important information and actions.In addition, you can utilize a new quick search feature on the dashboard that allows searching through all customer documents, including quotes, orders, and invoices, as well as agreements from a single point. Search criteria supports searching by document or agreement numbers, titles, and customer reference or PO numbers attached to any of these elements
6. Agreement Management of the Entire Software Lifecycle
Track your start, end, and renewal dates of your license agreements along with contract copies, license keys, training vouchers, Software Assurance benefits, and other supporting documentation. Users can toggle between a graphical timeline view of their agreements and a detailed, list view that includes green, yellow, and red “status” symbols, providing a visual checkpoint and ensuring that key dates and activities around specific agreements are never missed. Additionally, alerts can be tailored to a specific person and/or specific timeframe and then exported to Outlook.
7. Smart Workflow for Easy Software License Management
Implement an efficient approval process by setting limits on purchasing activity for any user, according to specific publishers and/or spending thresholds. A designated “approver” will receive an email notification if a user exceeds their limits, requesting they approve or decline the order before it is placed. Order status indicators help you track all your orders from “pending” to “approved” to “invoiced.”
8. Security and Permission Settings
Utilizing the portal’s granular, hierarchal security and permission settings allow your organization to maintain structured control of user activity while enabling a parent-level view across your entire organization.Specify shopping and purchasing options for quotes and orders, as well as access to view agreement details, product keys, and reporting. Access to the portal is SSL-encrypted at all times, and any sensitive data on our servers is secured to current NSA security standards.
9. Real-Time Software Asset Importing/Reporting
Import and export capabilities allow you to maintain real-time visibility into your software licenses and products from all software publishers, in one place. This feature saves you the time and hassle of accessing multiple publisher sites individually.
10. Transactional Reporting
Quickly access your company’s transaction history for easy management and investment analysis. Reporting grids are fully-customizable, allowing you to add, filter, and group information in the way that best suits your requirements. All reports can be delivered as PDF, Excel, or CSV files.
11. Media Download
The portal’s Download Center enables you to download media kits and electronic software from multiple publishers, and keep them in a central repository that already manages your licensing information. The Download Center will allow you to establish centralized management of and controlled access to media, ensure fast and successful downloads, and access older versions.
Managing your software licenses shouldn’t be a hassle. Our Software Lifecycle Portal provides you with a completely software-focused tool, available 24×7, as a free, value-added extension of our support and engagement with your organization. Click the banner below to talk with one of our representatives, and relieve yourself of the burden of managing your software assets.