Aug 04, 2017 - 08:34 AM
How do you manage keys?
We're currently implementing a dedicated SAM solution, so at the moment quite frankly we're using spreadsheets. Moving forward, this will be imported into the SAM solution. Again, we're building this list up as we didn't have a SAM function before, so I've created a table to mark those that are in use, and those that are free to be used when a request comes in for the software. Not ideal, but at this stage with the resources I have it's better than nothing!
Where do you store the keys?
In a spreadsheet, on a shared drive that I control access to. I can also see who has changed the spreadsheet and taken a key out for usage. All approvals go through the SAM team anyway, so I'm normally the person to update it!
Converting to one key
Yes, this is so worth doing, especially for packaging desktop applications with SCCM. We've done this with a number of vendors that require license keys and that don't provide a SaaS model. Bit of manual work in applying the new Enterprise key, so I suggest a mini project to make the change. You may also need to follow your Change Management policies/process. So worth doing though.
SAM Receiving keys?
All software orders go through our approved reseller list. In the event that the SAM team can't place the order for whatever reason, we still get a copy of the license entitlement, the product keys, the requestor, how much it cost etc. We've set this up with all of our software resellers so the SAM team has full visibility of software purchases.
Purchases that need to be done via credit card because they are a niche and won't work with resellers are done via a single IT credit card. The details are then sent to SAM to capture the license/subscription information and then passed on to the user.
The way we do it isn't perfect, but it's a million times better than it was. We have limited resources at the moment, so using methods and processes that work for us!
I hope this helps a little!
Aug 08, 2017 - 07:46 AM
Aug 10, 2017 - 12:39 AM
I personally wouldn't allow teams to manage their own licenses as it gets really messy. The whole 'it's my license, I own it' mantra comes out, the SAM team can't keep track of how many keys are free, what's in use, who is assigned each key etc.
What I have done is assign a SME for certain applications who helps the SAM team keep a record and track of who has what license key, which ones are free, which ones have been freed up through internal reviews and leavers/movers. However, SAM still owns the list as we pay for all of the software and essentially 'lease' it out to the rest of the business.
But OP, that's just what works for us. It may be a completely different approach that works for you.
Aug 10, 2017 - 01:19 AM