Businesses rely extensively on software from common tools like Office to industry-specific applications that manage everything from ecommerce to clinical systems. Properly licensing all software utilized based on terms of agreements keeps companies in compliance. Nevertheless, vendors conduct periodic software audits to validate license compliance, which can catch organizations off guard if practices are not up to par. Understanding what to expect from audits and establishing processes proactively limits financial and legal risks down the road.
Types of Audits
The two most common types of software audits include license compliance audits and software asset management assessments. License compliance audits performed by vendors like Microsoft examine installations against existing license agreements. They validate enough licenses exist to cover current deployments. Software asset management assessments take a bigger picture inventory of all vendor relationships and applications organization-wide. The goal identifies optimization opportunities for spending, redundancies and risk areas needing realignment. In both cases, audits intend to accurately align software agreements with actual usage.
Preparation Checklist
Once notified of an impending vendor audit, responding comprehensively prevents delays or non-compliance findings. Preparation falls heavily on IT teams and administrators managing software and systems. Creating an audit preparation checklist covering core areas aids organization and efficiency responding to requests.
Key elements on the checklist should include:
- Documenting all systems and devices with the software installed
- Listing application versions and licenses keys
- Identifying access points like servers or virtual machines
- Locating past invoices, agreements, and correspondence
- Preparing user counts and usage data reports
- Reviewing license agreement terms
Using checklists, administrators can compile comprehensive documentation, conduct user interviews, and provide full system access to auditors, thus fully demonstrating licensing compliance.
Microsoft License Management
For companies heavily reliant on Microsoft software from Windows and Office to Azure and Dynamics 365, license management tools help administrators remain audit ready. Cloud portals offer a centralized view of licenses, comparing owned products with deployed ones. Automating user lifecycle changes, such as onboarding and offboarding employees, ensures accurate audit data. Dashboards delivering expiry and renewal details across agreements supply facts instantly. According to the people at Opkalla, Microsoft license management lifts substantial administration effort for preparedness.
Post-Audit Follow Up
The work does not stop once an audit is completed. Follow up around report findings provides opportunities to strengthen software license management moving forward. Target any identified gaps widening between existing licenses and suggested licenses to meet organizational needs with true-up purchases. Consider policy changes around software requests and procurements introducing additional oversight so that utilization aligns better to owned licenses. Revise IT workflows to enable automation through platforms like Microsoft 365 to govern deployments based on licenses held. Post-audit is the ideal time addressing weaknesses through updated practices that increase ROI and limit risks from future reviews.
Consider Consultants
Specialized software consultants exist to help companies proactively manage license positions and respond to complex audits requiring experience many organizations lack. Consultants become invaluable guiding IT staff through audit preparation, fielding intricate auditor questions on agreements or usage and interpreting audit findings. Based on business relationship with major vendors like Microsoft, consultants access contacts and resources facilitating dialogue. They also recommend the best practices around license management tailored to the company’s needs and industry.
Conclusion
Business runs on software from office productivity suites to payroll systems and warehouse logistics applications. Licensing all software correctly is crucial; it ensures legal compliance and maximizes the benefits of our investment in trusted programs. Software audits seek to validate compliance through scrutiny of access, deployments and actual usage against rights owned. Maintaining continual readiness for these assessments minimizes disruptions when audits hit and helps organizations proactively optimize spending.