How do you know what software installations are on your network?

Normally, organizations invest in discovery tools, like Microsoft SCCM. The next step is identifying who is authorized to use which license. An authorized license means an individual has access to use it.

In this blog, we are going to cover why you need to reconcile your software installations and how to automate the process.

Why Reconcile Software Installations

Reconciliation is the act of comparing two records to see if the information is correct. In this case, we are comparing the records of what software installations you own (discovered by your discovery tool) versus what employees are authorized to use (what has actually been authorized to use).

Discovery tools provide information like what installations are on your networks, the quantity of each one and the computer it resides. For example:

COMPUTER A :

• Microsoft Word
• Microsoft Powerpoint
• Chrome
• QuickBooks
• Adobe
• Antivirus
• AutoCAD (2 licenses)

But you can’t save money by knowing how many licenses you have? You can save money by knowing how many licenses you have and how many you need. Let’s go into more reasons on why you should reconcile your software installations before any steps on how to execute this process.

Benefits of Reconciling your Software Installations

1. Determining who has what

Discovery tools help identify the software on your network and computers they reside on. Reconciliation takes it one step further and promotes being more aware of who is using what. This information provides the insight required to make purchasing decisions, hold employees accountable and software recycling.

2. Removing Unauthorized Licenses

In the example with Computer A, a reconciliation identifies if the user of that computer should have access to those installations. You may realize that the user should not have access to the Adobe license. You can, therefore, remove it and put it back in your pool of licenses to be used by another employee. Additionally, this may happen to dozens of installations and you can be paying less for a specific license.

3. Prevent Potential Security Risks

In the Computer A example, imagine you realize the computer user should not have access to QuickBooks (an accounting system). A reconciliation raises the flag for its removal. It also lets you review your processes to see why that happened in the first place. Avoid accidentally leavings additional licenses on computers by performing a reconciliation of your installments.

4. Remove Extra Licenses

Computer A has two AutoCAD licenses. Is there only supposed to be one? A reconciliation answers these questions. As a result, this process saves money and avoids excess licenses.

5. Find the Location of the Licenses

In some cases, you know you purchased 100 licenses of software. After a couple of years, you know only 80 of them should be authorized because there are only 80 computers in use. The act of reconciling identifies what computer they’re stored on and who was initially authorized to use it. Thus, it provides details into their mismanagement.

6. Prevent Fines from Vendors

Reconciliation identifies illegal installations on your network. In other words, it checks your license compliance. As a result, your organization avoids penalties.

How to Reconcile

1. Use Discovery Tool

The discovery tool provides insight into the computers on your network and the license installments on each one.

2. Users to Computers

Use the list of computers to create a consolidated list of computers and who is using them.

3. Users and Authorized Licenses

Prepare a list of who is supposed to have access to which licenses.

4. Reconcile

Compare lists in steps two and three. See if they match!

Sound tedious?

The best way to reconcile your software installations is to use an IT Asset Management solution that was software management capabilities. For example, VIZOR auto-generates a report of unauthorized software so you don’t have to do it manually.

How is VIZOR able to do this?

1. It integrates with discovery tools like Microsoft SCCM. Therefore, it gathers information about your network.
2. It stores Active Directories and keeps them updated.
3. VIZOR tracks who is authorized to using what device and who has access to what installations
4. It generates the Reconciliation report for you

Are you reconciling your software installations?