Enhancing the Effectiveness of Asset Management through
Development of License Management System on the Basis of SCCM
2012 Program by Microsoft Company
Ekaterina Kurbanova
1,2
, Olga Korableva
3,1
and Olga Kalimullina
1
1
ITMO University, S-Petersburg, Russian Federation
2
“CS Information Technology” Ltd, S-Petersburg, Russian Federation
3
St. Petersburg State University, S-Petersburg, Russian Federation
Keywords: Software Asset Management, Asset Management, Software Inventory, License Agreement, License,
Innovation, Innovation Development.
Abstract: In modern organizations specific software is widely used. This fact is the background for one of the most
urgent issues in the activity of any organization: whether currently used software complies with the terms of
license agreement. In many companies the set of licenses bought for the use of software doesn’t not
correlate to actual installations on users’ computers. This is the very reason why companies are not
protected from possible discrepancy of bought and installed licenses, in spite of considerable budget
investments. Such a discrepancy causes financial, legal and other risks. This study reveals the deficiencies
of available approaches to the construction of license management system. It contains method guides
developed for removal of identified deficiencies in the available approaches to the construction of license
management systems. Integrated innovative system of management and accounting of licenses was
developed, which corresponds to all methodological recommendations, developed on the previous stage.
This system makes it possible to build transparent interrelations between software installed in the company
and bought license for the use of software under consideration, which gives us the opportunity to observe
strictly intellectual property law. The developed system has been implemented and frequently used in a
large Russian company since June 2016 by this day. The article shows the results of exploitation period and
confirms consistency of the developed system as the management tool of the licenses for the use of
software.
1 INTRODUCTION
The vast majority of modern business processes in
companies are implemented due to use of different
software. Such software is very often licensed,
which causes legal and financial risks of the
company, as this software can be used incorrectly.
This problem is of much importance for large high-
tech innovative manufacturing methods, which are
the basis of innovative development of any society
(Korableva and Litun, 2014). Every year big
companies all over the world spend million dollars
for regularization of relations with proprietors (BSA
Global Software Survey, 2016). The technology of
license management (Software Asset Management,
SAM) has being developed and improved for more
than 20 years. Different license management
systems have been developed and a lot of SAM
projects have been implemented during this period.
License management should be understood as the
process with clear understanding of quantity of
licenses bought for the use of specific software,
quantity of current installations of computers of the
organization and the awareness of the situation of
under and over licensing, etc. (Korableva and
Kalimullina, 2014).
The present study was determined by the urgent
need of innovative companies for the development
of a system which could solve all current problems
in the calculation of license software installations,
such as 1. The calculation of the quantity of
installations, based on the number of appointed
licenses, but not on the number of actual
installations. 2. The calculation of number of
installations, received by one type of inventory only.
Kurbanova, E., Korableva, O. and Kalimullina, O.
Enhancing the Effectiveness of Asset Management through Development of License Management System on the Basis of SCCM 2012 Program by Microsoft Company.
DOI: 10.5220/0006641601710178
In Proceedings of the 20th International Conference on Enter prise Information Systems (ICEIS 2018), pages 171-178
ISBN: 978-989-758-298-1
Copyright
c
2019 by SCITEPRESS – Science and Technology Publications, Lda. All rights reserved
171
For the solution of this problem the authors
undertook the study of theoretical section in the field
of license management and developed
methodological recommendations, which made it
possible to remove identified deficiencies in the
available approaches to the construction of license
management system (Korableva and Kalimullina,
2016a). The next stage of the study was the
development of software program, which would
comply with indentified methodological
recommendations. Since June 2016 through present
the system has been implemented in a big company
and is frequently used by system administrators,
assets managers as well as company management.
This system enables all the concerned parties to get
reliable information about potential hazard of breach
of license agreement, consolidated data on bought
licenses for the use of software, the opportunity to
reduce costs for the use of software.
The stages of undertaken study are shown in the
logic of this article composition.
2 THEORETICAL
BACKGROUND
2.1 Related Works
One of the first publications in the field of license
management was devoted to the study of automated
metrics of software, the assessment of CIM
repository and management of software assets
(Banker et al, 1991). Just in several years the interest
in the field of license management shifted to legal,
ethic and management issues of piracy and anti-
piracy campaign (Holsing and Yen, 1999; Avila et
al., 2011; Kim et al., 2014; Avila and Garces, 2014).
The series of scientific publications revealed
nuances of financial risks in case of license
agreements breach (Luxembourg and Sommer,
2013; Dzerzhinskiy, 2012).
Together with the issue about illegal use of
software the issued about its structural description
were brought up (Subramanian, 2000; Nouh, 2016),
the discussion of which stimulated the development
of approaches to automated management of software
assets (Mendoza, 2015). Further the cases of SAM-
project implementations in the specialized fields
were considered (Alegre et al., 2016; Cecconi et al,
2016). New technologies and protocols for the
supply for projects implementation and assets
management by appropriate means were developed
(Paukeretal., 2016; Swanson, 2017; Mullakhmetov
et al., 2016; Korableva et al.,2017). Scientific
articles describing researches in the field of
methodology of systems development, used in the
process of check for correct use of license software
(Verma and Ramanathan, 2012; Faisal and
Mardiyanto, 2014; Ligon and Wallace, 2017). These
articles describe principles which allow focusing on
actual software installations, especially the use of
data of company devices inventory (Bugajski, 2016;
Saxena et al., 2017; Korableva and Kalimullina,
2016 b). In spite of extensive studies in the field of
implementation of license management projects, as
well as studies in the field of development of
systems, which simplify the execution of some
stages of these projects, there are not so many
publications dealing with current problems in the
calculations of license software installations.
Thus, this study reveals the aspect, which hasn’t
been clarified before. The software solution offered
by the authors make it possible to eliminate current
problems in the work with license management
systems.
2.2 The Problems of Standard
Approach to SAM
The works on conformation of bought licenses for
the use of software to actual installations of this
software are customary divided into 5 stages:
software inventory; software standardization;
conformation; construction of software IT-assets
management in the organization. Methodological
background of such division is founded in a new
version of standard MC ISO/IEC 19770-1:2012. The
stages of the standard describe ideal algorithm of
software assets. Nevertheless, hidden rocks are
found at every described stage.
Moreover, after implementation of such SAM
project software assets of the organization are in
proper condition only for a restricted, frequently
brief period of time. New programs/versions of
existing programs are produced, and inventory data,
collected at the first stage become invalid. As the
period of execution of all the above mentioned
stages may vary from several months to a year, the
order in the condition of software assets may be
broken just in the process of execution of works on
SAM project.
Moreover, constant accounting system of
licenses doesn’t show the data about all bought
licenses and all types of software, used in the
company. The process of management of software
life cycle doesn’t prevent from the situations of self
installation of software by the users of the company,
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172
which causes unsynchronization of real condition of
software assets of the company with determined
procedure.
On the basis of the above mentioned situation
you can draw a conclusion that implementation of
SAM projects is not a cure-all solution of breaches
license agreements with proprietors. The above
mentioned problems can be solved by the system of
license management, which can carry out at least
first 4 stages in real-time mode.
2.3 Approaches to the Arrangement of
Calculation of Installations in
License Management Systems
Modern systems of license management according
to their structure, as well as the principle of work
performance on the whole are identical.
Fundamental difference consists in the approach to
the calculation of quantity of installations of defined
software. Thus, you can single out 2 main
approaches:
1. The approach based on assignment of licenses
to users or devices.
2. The approach based on the use of only one type
of inventory.
In the first case only theoretically authorized
installations of the software under consideration are
taken into account. Nevertheless, as practice shows
users can install desired software themselves without
notifying company administrators about it. In this
case the quantity of actual installations exceeds the
number of authorized ones.
The main problem is that the responsible persons
can’t see this difference. In such case after the visit
of auditor the company frequently has to pay fines,
which significantly affects its financial situation.
In the 2nd case installations which could be
identified by another type are not taken into account.
The difficulty consists in the fact that auditors from
different vendors use as the source of information
various inventory types. As practice shows the data
on installations of the software under consideration,
received by means of software inventory weakly
correlate to the data received by means of file
inventory. The difference between these two digits
can be tremendous.
Thus, in this case if the auditor uses wrong
inventory type as the source of information, with the
help of which calculation of software installations is
made, there is a good likehood that the quantity of
installations found by the auditor, won’t coincide
with the number of installations found by the
company itself. In this case if the auditor found more
installations, the company should pay fine.
3 METHODOLOGY
The main aim of the project is development of
license management system on the basis of SCCM
2012 for the supply of management function and
control of software licenses.
Within the project development of the following
functional capabilities is carried out:
• Identification of installed software;
• Commitment of license models and rules of use
of programs;
• Correlation of data on licenses with the data on
workstations inventory;
• Getting of reports.
The use of data of both software and hardware
inventory are offered. Every unit of licensed
software should be described from the point of view
of executive files, which correspond to this software,
as well as from the point of view of the names
displayed in the control panel, that is
Installation/Deinstallation of programs.
Information on executive files of the software
under consideration is contained in the data of
software inventory. Information on names, which
correspond to licensed software under consideration,
is contained in the data of hardware inventory.
By means of description of every unit of licensed
software from the point of view of indicated two
types of data reference sample of properly registered
installation. Comparison the data on actual
installations with the described reference sample
will make it possible to identify legal installations
(which correspond to the described reference
sample), as well as illegal installations (which don’t
correspond to the described reference sample).
Legal installations of software will be displayed
on the computers, where indicated executive files of
the software were found, and where one of the
names indicated in the Control panel was registered,
that is Installation/Deinstallation of programs.
Thus, the system will provide the opportunity to
get data on proper legal installations of the software
under consideration, as well as the data on
computers, where this software is installed from the
hacked installer or temporal version.
The offered method levels all current problems
existing in the approaches to calculation of
installations in license management systems, more
specifically:
Enhancing the Effectiveness of Asset Management through Development of License Management System on the Basis of SCCM 2012
Program by Microsoft Company
173
• Calculation of the quantity of installation on the
basis of the number of assigned licenses, but not on
the quantity of actual installations;
• Calculation of the quantity of installations,
based on the data, received by means of one type of
inventory only.
4 RESULTS
4.1 Description of the Architecture of
the System
The system presents the collection of 3 cross-
integrated components, either of which provides
with definite functional opportunities:
Module of licensed software accounting
SCCM 2012
SQL Server
4.1.1 Module of Licensed Software
Accounting
Module of licensed software accounting has a client-
server architecture and is a combination of web-
interface and program code, which determines logics
of module functioning and provides integration of
this module with the rest components of the System.
The server part of the module presents the following
elements:
• Contracts
• Licenses
• Sets
• Reports
• Settings
• Notifications
Contracts
Logic element of the module of licensed software
accounting, which describes concluded contract for
supply of licenses. The list of parameters of the
contract: name of the contract, date of conclusion,
ID in Monolit, supplier, connection with licenses.
Licenses
Logic element of the module of licensed software
accounting, which describes bought licenses for the
use of specific software. The list of license
parameters: Name of the license, SCU, Vendor,
Type of licensing, Quantity, Expiration time, Note,
Cost in rubles, Cost in currency, VAT, Territory,
Country, Business customer, Previous licenses,
Connection with the sets of software, Connection
with the contract.
Sets
Logic element of the module of licensed software
accounting, which describes licensable software on
the basis of data from software and file inventory
SCCM 2012. The list of parameters of the set: Name
of the set, Is OS, Installed software, Licenses.
Installed Software
Parameter “Installed software” of the element “Sets
of software” has the following structure: Information
on the software on the basis of data of hardware
inventory; Information on the software on the basis
of data of file inventory; Information on the
program; Information on the files of the program.
Reports
Element of the module of licensed software
accounting, which is the section with the list of
reports in SCCM 2012, build on the basis on
Reporting Services. The list of reports: Summary
data on installation of licensable programs, The list
of computers with legally installed program, The list
of computers with illegally installed specific
program, Tendency of licensable programs use, List
of licenses, The list of licenses with expired time,
Parameters of a specific license, The list of sets,
Parameters of a specific set, The list of contracts,
Parameters of a specific contract.
Settings
Element of the module of licensed software
accounting, which is the list of reference books, used
in the process of work with other elements of the
System. The list of reference books: types of
licensing, countries, territories, vendors, suppliers,
business customers, responsible for purchases,
categories of files.
Notifications
Element of the module of licensed software
accounting, which contains the following modules:
1. The module of notification about license expiry;
2. The module of notification about discovery of the
software, which was not described.
4.1.2 SCCM 2012
Within the system SCCM 2012 provides with the
following functional capabilities: Inventory of the
installed software, Reports modeling.
Inventory of the Installed Software
Program SCCM 2012 gives the opportunity to make
2 types of inventory: Hardware inventory and File
inventory
Reporting System
The System reports are implemented with the help
of SCCM 2012 on the base of Reporting Services.
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4.1.3 SQL Server
The component of the System provides the
following functional capabilities:
Arrangement of work of SCCM 2012 database
Arrangement of work of SAM database
Setting of tasks
Arrangement of Work of the Database of SCCM
2012
Within the developed System the following list of
presentations of SCCM database is used:
v_GS_INSTALLED_SOFTWARE
v_GS_SoftwareProduct
v_GS_SoftwareFile
Arrangement of Work of SAM Database
SAM database consist of the series of tables,
intended for recording, reading and storage of the
System data according to the following components
of its server side:
Contracts. Information on contracts is stored in the
table SAM_ContractCatalog. Triggers are used for
dynamic data updating of the table
SAM_ContractCatalog. The series of procedures are
used to provide recording and updating of contract
data.
Licenses. Information on bought licenses is stored in
the table SAM_LicenseCatalog. Triggers are used
for dynamic data updating of the table
SAM_ContractCatalog.
Sets. Information on sets of software is stored in the
table SAM_ContractCatalog,
SAM_SoftwareCatalog and SAM Equals. Triggers
are used for dynamic data updating of the table.
Reference books. Reference books include types of
licensing, territories, countries, vendors, VAT,
suppliers, business customers, files categories,
responsible for purchases.
The Pattern of Tables’ Interaction
Full list of tables SAM database, as well as their
patterns of interaction are shown on figure 1.
Figure 1: The pattern of SAM tables interaction.
Enhancing the Effectiveness of Asset Management through Development of License Management System on the Basis of SCCM 2012
Program by Microsoft Company
175
Setting of Tasks
A series of tasks was developed for implementation
of notification of the System in SQLServer 2012.
A series of tasks was set in SQLServer 2012. The
list of tasks is: License Report, Undescribed
products.
4.2 Results of Exploitation
This system was introduced into the infrastructure of
a big Russian company in June 2016. During all this
time researches of reasonability of this system use
were conducted. During the periods of audit data
upload was done in the following variants:
1. Data, received with the help of software
inventory.
2. Data, received with the help of hardware
inventory.
3. Date, received by means of developed system.
The developed system makes to possible to look
through the data on installations of the selected
software according to the following classification:
1. Legal installations of the software
2. Illegal installations of the software
The category “Legal installations of the software”
includes such software installations, where relevant
executive files were found, and the record which
corresponds to this software was entered into the
section of Control panel “Installation and
Deinstallation of programs”. Such installations are
considered to be legal, as licensed software is
installed just in this format.
The category “Illegal installations of the
software” includes such software installations,
where relevant executive files were found, and the
record which corresponds to this software was not
entered into the section of Control panel
“Installation and Deinstallation of programs”. Such
installations are considered to be illegal, as either
hacked licensed software or portable version of
licensed software is installed in this format. Hacked
licensed software is considered to the breach of
license agreement. Its use can lead to fine payment.
Portable versions of licensed software are free, but
their use is not encouraged, as if the auditor uses file
inventory as the source of data, portable versions
will be considered as full-rate installations of
licensed software. It may cause the increase of total
number of installations of licensed software. If this
quantity exceeds the total number of bought
licenses, the company will have to pay fine for the
breach of license agreement.
Thus, the category “Illegal installations of the
software” gives the opportunity to get information
about the quantity of computers, where such
installations were found, and it contains their list.
It’s a good practice to delete the software under
consideration from computers in the selection
“Illegal installation of the software” before the audit
to avoid getting undesirable results.
For visual reference of reasonability of the use of
the developed system statistics concerning
installations of licensed software in three above
mentioned variants was gathered. The software,
which had been audited for all the time of existence
of the developed system in the infrastructure of the
company, was chosen as the software under
consideration. Table 1 shows the results of such
selection.
Table 1: Results of selection.
Name of the
software
Data of
software
inventory
Data of
hardware
inventory
Data of the developed
system
Legal
installations
of the
software
Illegal
installations
of the
software
TeamViewer
1117
196
196
921
Adobe
Photoshop
118
29
29
89
Adobe
Acrobat
Reader
638
582
582
56
Autodesk
AutoCAD
455
176
176
279
ThinkCell
769
700
700
69
ABBY
FineReader
453
268
268
185
On the ground of the data from table 1 we can
draw a conclusion that the company has computers
with illegal installations of all licensed software
under consideration. On the basis of the selection of
the developed system the list of computers with
illegal installations was received, where
subsequently portable versions of licensed software
were found and deleted. After that one more
identical selection was made.
Thus, as the auditors used the data of file
inventory (data of file inventory are used by auditors
as the source of data on installations of licensed
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software in the vast majority of cases), we can make
the next table, which shows summary of the quantity
of installations, which were found by the auditors in
case of absence of the developed system, as well as
the quantity of installations, found by the auditors
under the conditions of such system existence. The
benefit for the company, measured by the quantity of
licensed software installations, is shown as a
separate column. On the basis of table 2 the
reasonability of the developed system use was
confirmed visually.
Table 2: The reasonability of the developed system use.
Name of the
software
In case of
absence of the
developed
system
Benefit
TeamViewer
1117
921
Adobe Photoshop
118
89
Adobe
638
56
Autodesk
AutoCAD
455
279
Autodesk 3ds
Max
769
69
ThinkCell
453
185
ABBY
FineReader
1117
921
5 DISCUSSION
As possible ways of evolvement of the developed
system the following ones can be indicated: 1.
accounting of licenses with complex components.
This means licenses, which cover the use of several
licensed software at once. 2. Provision of functional
capabilities of the system as cloud service. The
variant of provision of functional capabilities of the
system is not assumed to be as separate software,
which should be introduced into the company
infrastructure, but as cloud service, the access to
which is granted in accordance with concluded
license agreement. 3. The calculation of server-
based software. This means server-based software,
which is licensed not by the quantity of devices,
where it is installed, but by the quantity of
processors or cores.
6 CONCLUSIONS
As a result of the undertaken study the deficiencies
of available approaches to the construction of the
license management system were detected.
Methodological recommendations were developed,
which make it possible to rectify detected
deficiencies in available approaches, which, in its
turn, enables to arrange transparent interrelations
between the software installed in the company and
bought licenses for the use of the software under
consideration. It gives the opportunity to control of
observance of copyright. This system is particularly
urgent for the development of innovative high-tech
business as one of the growing point of domestic
economy. This system makes it possible to record
and store information on concluded contracts for the
purchase of licenses for the use of software. This
system also gives the opportunity to describe
software from the point of view of identification of
its installation and binding to the relevant license.
The developed system uses inventory data as the
approach to calculation of the quantity of
installations of licensed software, that is both types –
software and hardware inventory.
Such approach to the arrangement of calculation
of the quantity of calculation of installations of
licensed software helps to solve determined
problems in the process of work with systems of
license management:
1. Problems in the approach, based on assignment
of licenses for users or device.
2. Problems in the approach, based on the use of
one type of inventory.
Problems in the approach based on the use of one
inventory type are solved at the expense of use of
data of both types of inventory. Due to the
possibility of the developed system it is possible to
categorize software installation into “legal” and
“illegal”. It is also possible to get the list of
computers installations on which should be deleted.
It will result in decrease of total amount of
installations without negative consequences for the
work of company users.
In the course of operational period reasonability
of the developed system as the tool of license
management for the use of software was confirmed.
The system also gives the opportunity to get
corresponding reports on the used software in the
view of observance of terms of license agreement,
Enhancing the Effectiveness of Asset Management through Development of License Management System on the Basis of SCCM 2012
Program by Microsoft Company
177
which facilitates the receipt of international
certificate MC ISO/IEC 19770, confirming the
degree of maturity of processes for auditors and
partners.
ACKNOWLEDGEMENTS
The research is supported by the RFBR grant 16-29-
12965/17.
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