Microsoft Azure: The Pros and Cons

Hot on the heels of Amazon’s Web Services (AWS) is Microsoft’s Azure. While not has large as AWS, Microsoft’s budding thought child serves as an ideal cloud solution to those completely addicted to Microsoft’s services. In 2017, Gartner named Microsoft Azure as a leader in the cloud infrastructure-as-a-service space. While Microsoft is quick to stroke its own ego, what are the real advantages and disadvantages of signing up for Microsoft Azure? At MetrixData 360, we want your experience in the cloud to be as pain-free as possible and we have helped many of our clients turn that goal into a reality, so in this article we’ll dive into a detailed picture of what it will actually be like to move to Azure.

Microsoft Azure Pros

High Availablility and Uptime

While Microsoft is not as large as AWS, Azure still is the second largest cloud platform in the industry today, with datacenters found in several different regions, making it ideal for international businesses. Although it should be noted that Azure is not available in every country, and although Azure will only store your data in regions where you permit it to be stored, you need to make sure that you pick a region where your data is allowed to be hosted. Azure also promises a 99.995% uptime rate — an impressive accomplishment in the Cloud Industry.

Flexibility

Moving to the cloud can be an expensive experience, so it is important for businesses to make the most of their cloud platform once they are there. This flexibility is important, as it will enable you to scale up your projects as your business continues to grow. Azure proves to be an easily scalable platform and barely a few clicks of a button will get you the additional licenses you may need. Imagine being able to scale down your software environment over the weekend or scaling up only for your busiest days of the year. Microsoft on-prem licensing can often prove quite difficult to remove licenses from, particularly the Enterprise Agreement (EA), which makes the easy adjustability of the Azure solutions a breath of fresh air, especially in this time of unpredictability.

Security

One of the most appealing features that Azure has to offer its clients is a state of the art security system following a ADADSC approach: Detect, Assess, Diagnose, Stabilize, and Close. They have proven to be the leading force in IaaS security and have received multiple compliance certifications for their high standards. Their security features are both reliable and user-friendly with protections like multi-factor authentication and password requirements.

Cons of Microsoft Azure

Complexity

As a SaaS platform, Azure can easily become an extremely complicated environment for larger companies. Before the cloud, there was an extremely rigorous process when it came to purchasing more licenses, usually in the form of a negotiation or a contract renewal. On the other hand, with the cloud it is easy to purchase new products; all you need is a company credit card and an afternoon. Many companies do not have any sort of processes to regulate the spending of employees when confronted with their cloud platform. It will require management and strict processes to make sure purchasing is controlled, environments are well managed, and projects are closed after they have reached their conclusion. For larger companies, it will be worth investigating a SaaS management solution, along with someone specially trained to manage your Azure platform.

Data Transfer

Azure services are all subject to data transfer fees that are often the cause of stacked hidden fees. This is not unique to Azure as all of the large cloud services like AWS and Google do this same gouging of their customer base. This separate fee for in and out data can prove quite costly for large companies, so you should be aware of this to avoid any surprises.

Support

Despite their high-quality products and global reach, Microsoft is not very good at dealing with the sheer volume of their customers and treating each customer as a unique individual. Anyone who has tried to get Microsoft’s attention would be able to tell you that. However, as a cloud service provider, that is one thing that Microsoft will have to do on a regular basis as companies run into technical issues and server problems that must be handled quickly. To answer this, Microsoft’s Cloud Solution Provider Program (CSP) allows companies to experience better customer service.

Complicated Pricing

Controlling cost in Azure can be a daunting task that warrants its own book; however, touching briefly on the subject, Azure solutions are structured to encompass many stand-alone services. Each service also has complimentary services that are needed to run the services that you are after. For instance, simply wanting an application and a database will also require you to purchase some form of storage and networking. In addition, you must also consider additional fees such as transfer costs and backups which can act as sneaky hidden fees.

As such, building your unique Azure solution involves combining these multiple factors based on your preference, which means calculating your exact price can be difficult.

In an attempt to make things easier, Microsoft has a universal pricing metric based on the hourly rate, so estimating cost comes down to estimating how long you will be using each service. If you want to figure out cost, you should seek to understand the full scope of the services that you will consume in order to effectively calculate how much each service will cost. However, if you have multiple services running at once, each with their own pricing, it is easy to understand how such a task can quickly get away from you.

Getting Your Azure Spending Under Control

Moving to the Cloud can be a new and exciting time, and it is important that you have a strong understanding of what you need and how it will be used in order to create a unique solution that best suits the needs of your business. This will keep your cost at a minimum and your performance at its highest. At MetrixData 360, We specialize in assisting companies who wish to lower their cloud spending through license optimization practices. For more information on how MetrixData 360 as helps many of its clients successfully migrate to the cloud you can check out our cloud service page.

Get in Touch with an Azure Expert Today:

Azure Active Directory

Taking your organization’s Active Directory to the Cloud can be an exciting and complicated event that businesses have had to do in some capacity over the past year in order to survive. Perhaps the initial transition was nothing but scaffolding, a hastily compiled structure that could accommodate your organization’s needs for the time being. But now that you are settled in your new Cloud space, you might want to make an important and permanent transition in hosting your Active Directory in the Cloud. It is obviously not as simple as copying and pasting your Active Directory’s data (if only it was!) but at MetrixData 360, we are here to help you with the transition, as we have helped many of our clients prepare for their move to the Cloud. So, what does a cloud-based Active Directory look like? How will it differ from your on-prem system as it currently exists? Keep reading and find out.

What is Active Directory

To know where you’re going, let’s look at where you’re coming from. At its most basic, your Active Directory is a directory service which allows for wide-reaching control over the desktops and users in your organization’s software infrastructure. The AD stores users, passwords, devices, and licensing entitlements, just to name a few. Since it is a single interface that stores a wealth of data, it is often extremely valuable for the IT department to deploy new technology, ensure compliance and optimization. As you might guess, the safety and accuracy of the data within the AD must be a top priority for organizations since the AD cannot deliver peak performance and results if the data it stores is not accurate and secure.

If you have spent any time on the Internet, you may have been asked to create a free online account by almost every website you’ve come across. The same is true when it comes to SaaS applications; in order to track users, every user needs an account for every application they will use, which means that every user may have dozens of usernames and passwords that the administration department will need to keep track of. For organizations with over a thousand employees, you can understand how quickly this could get away from you. This is where Azure Active Directory comes in. Azure AD provides users with a single username and password in order to access all the applications they have a license to use. In addition to keeping track of all the users in its system, Azure AD can also be used to:

  • Monitor access to applications
  • Provision Users
  • Enable federation between organizations
  • Extend existing on-prem AD implementations to your Azure AD

The Inherent Nature of the Cloud

Moving to the Cloud comes with Cloud related advantages and drawbacks and the Azure AD is no exception to this rule. As is the general nature of the Cloud, Azure AD’s main advantage is that the hardware and software needed for the operation of its service is hosted elsewhere, meaning you do not have to handle maintenance, deployment and security, your cloud solutions provider will take care of that. Pricing is much simpler being that you only pay month-to-month and pay only for what you are using, although Microsoft does still reward large upfront payments and yearlong commitments.

Main Benefits of Azure AD

  • Allows users to have a single log-in and password for every applicable SaaS application that your organization has on the Cloud.
  • Provide users with the ability to access these Cloud services from anywhere, allowing for secure remote access
  • Effectively manage your SaaS applications in a single location, increasing control, organization and security
  • Highly scalable at low costs compared to on-prem counterparts
  • High quality security at your fingertips

Azure AD Editions

There are a few options you can pick from when it comes to Azure AD, each with their own advantages and disadvantages.

  • Azure AD Free Edition

This version comes as a free edition available to every Azure subscription and offers a maximum 500,000 Directory Object creations. The only drawback with this edition is that it is not applicable with Microsoft paid services and applications like O365 and Intune.

  • Azure AD Basic

Allowing you to be both productive and cost-effective, Azure AD basic provides central cloud application access and self-service identity management solutions for the task worker who wants their infrastructure to exist exclusively in the Cloud. Basic also comes with many cost-reducing features like group-based access management, self-service password resets, and Azure AD Application Proxy.

  • Azure AD Premium P1

Premium P1 offers its customers a more empowered experience, with the ability to perform more demanding tasks in identification and access management. The P1 also comes with a wide variety of enterprise-level features to help improve identity management capabilities and allows hybrid users to access both on-prem and cloud services. Ideal for information workers, with the bonus of having Microsoft Identity Manager for on-prem identification and access management, P1 offers a full suite of options for security, identity management, and access management.

  • Azure Premium P2

    The Premium P2 encompasses all the features of the other editions plus some added features, including Identity Protection and Privileged Identity Management, allowing top of the line security for your organization’s most sensitive data.

Integrating Azure AD with On-prem Active Directory

If you currently have an on-prem Active Directory Solution and are thinking about moving to the Cloud, there is no need to choose between Active Directory on-prem and Azure AD since you can potentially have both. The two systems can be blended seamlessly, for instance, if you are using Office 365, you can have the usernames and passwords of users managed by on-prem AD while Azure AD takes care of the network logons while synchronizing the two systems so that if details are changed both ADs are updated.

Getting Your Azure AD Solution Under Control

Microsoft Azure AD is a great way for your company to improve the organization of your infrastructure on the Cloud, but it won’t matter how organized you are if you are not compliant. At MetrixData 360, we help our clients ensure they can safely transfer their applications to the Cloud without running the risk of falling out of compliance. This will provide you with the peace of mind of knowing exactly what you have deployed in your environment and that you can use it. For more information on our services, you can check out our MetrixData 360 Cloud Services page.



Migrating SQL Server to the Cloud Like a Pro

Moving your SQL Server to the Cloud, that devilish concoction of riddles and frustration, might be a little harder than anticipated. There is a lot to figure out, such as providers, solutions, and options — so many options. At MetrixData 360, we often assist our customers in migrating to the Cloud successfully, primarily in making sure their transition is adhering to the rules of their software vendors and to make sure they are moving in the most cost-effective way possible.

So, in this article, we’ll be discussing how you can successfully move your SQL Server into the Cloud and some of those juicy options you have at your disposal.

Why Migrate Your SQL Server to the Cloud?

Before you go through all the trouble of moving your SQL Servers to the Cloud, it is important to ask why you would even want to do something like that when you already have a SQL Server on-prem that works just fine.

  • Future-proof your software infrastructure:
    • It is clear that the Cloud is where the business world is going, and the pandemic of 2020 has only sped up this transition. It is also clear that Microsoft’s goals are to operate and sell licenses exclusively in and for the Cloud, and on-prem products are being phased out of their lineup.

 

    • Scalability in the Cloud is so much easier: Your SQL Servers need to be as elastic as possible (especially in these times of uncertainty), and the Cloud typically allows you to adjust your Cloud sizing as you go along.

 

  • The Cloud is praised for having advanced security: Protecting your data is everything, and the top Cloud vendors are praised for having world-class security infrastructure.


Azure vs. AWS

While there are many cloud providers to pick from, there are basically two main Cloud providers that dominate the marketplace and serve as the only viable option for large international companies: Microsoft’s Azure and AWS from Amazon.

Both providers will allow you to move your SQL to their Cloud platform, and both offer your classic pay-as-you-go plan that is often found in the cloud, along with a variety of configuration types. So, let’s look at each platform’s SQL Server Migration Options and see if we can find one that is best for your business.

Related: How do the top three Cloud platforms stack up?
Check out our Comparison

Virtual Machine Configuration Types

Objective Description AWS Azure
General Purpose Balanced CPU-to-memory ratio. Ideal for testing and development, small to medium databases, and low to medium traffic web servers. T2, M3, M4 DSv2, Dv2, DS, D, Av2, A0-7
Compute Optimized High CPU-to-memory ratio. Good for medium traffic webservers, network applications, batch processes, and application servers. C3, C4 Fs, F
Memory Optimized High memory-to-core ratio. Great for relational database servers, medium to large caches, and in-memory analytics X1, R3, R4 GS, G, DSv2, DS
Storage Optimized High disk throughput and IO. Ideal for Big Data, SQL, and NoSQL databases I2, I3, D2 Ls
GPU Specialized virtual machines targeted for heavy graphic rendering and video editing. F1, G2, P2 NV, NC
High Performance Compute Fastest and most powerful CPU virtual machines P2, R3, R4, X1, C3 H, A 8-11

 

Recommended Virtual Machine Configuration Type(s) by SQL Server Edition

SQL Server Edition Virtual Machine Types (both AWS and Azure)
SQL Server Express General Purpose
SQL Server Web General Purpose / Compute Optimized
SQL Server Standard Memory Optimized / Storage Optimized
SQL Server Enterprise Memory Optimized / Storage Optimized / High Performance Computer

Azure in the Cloud

Microsoft’s Azure has currently three deployment options for putting your SQL Server Database in the Cloud:

Azure VMs

With Virtual Machines (VMs), you have access to the Server’s Operating System (OS) as if it were hosted in your infrastructure, allowing you the freedom to install all the software that you require, just so long as you have sufficient storage space. This solution offers the widest range of services, including backups, restoration, mirroring, detaching and attaching, log shipping, bulk loading, DMA/DMS, and replication. VMs are also excellent for almost every migration strategy and it is quite easy since it is the closest you can get to simply copying and pasting your old server into a new server. For this reason, it is the most popular option.

 

Azure Managed Instances

Manages Instances are a fully managed SQL Server Database hosted by Azure and are simply placed in your network. This means you do not have to worry about security, updates, or patches — all of which are handled by Microsoft. This solution is the next best option after VMs, since it has all of features listed above except for detaching and attaching, mirroring, and log shipping. It is fairly compatible with most strategies and a migration can expect few hiccups.

 

Azure SQL Server Database

Azure SQL Server Database is perhaps the most limited solution of the three, since this option doesn’t provide you with backups or restoration, detaching and attaching, mirroring or log shipping, it is also the solution where you are most likely going to run into issues. There are often issues surrounding security and infrastructure incompatibility which can halt the operation.

To assist in this migration, Microsoft has created the Data Migration Assistant, which is specifically designed to help you move your SQL to Azure by comparing feature parity and database compatibility, allowing you to better understand your unique deployment options.

SQL Server in AWS

Microsoft SQL Server is flexible enough that it can be moved to a host that is not owned by Microsoft, including AWS. There are a few advantages to picking AWS over Azure: AWS is larger, has more options, and it may already be the primary platform that your company is using, and keeping your operations on a single Cloud host will make your management of it that much easier.

AWS has two options when moving your SQL Server: Amazon Elastic Compute Cloud (Amazon EC2) and Amazon Relational Database Service (Amazon RDS).

Amazon EC2

Amazon EC2 allows you to maintain control over every aspect of your SQL environment and it will run very similar to when your SQL Server was on-prem. This means that you can have your own database administrators and set up your own architecture. Availability, configuration, and backups with the EC2 will be up to you since you will be setting up your own database. Despite the fact that, in general, the RDS is more attractive, the EC2’s main appeals come from its full control, its greater variety of features, and its ability to exceed the maximum database size and performance needs of the RDS.

Amazon RDS

Where the EC2 offers an experience as close to on-prem as possible, the RDS is much more akin to your typical Cloud services, with pre-configured parameters and settings that are best suited for the SQL Server edition and DB Instance you select upon installation. RDS also provides you with additional features such as CloudWatch and AWS Management Console to provide you better control over your compute, memory, and storage capacity utilization. RDS takes care of things like patching, backup, disaster recovery, and event notification to ensure you’re up to date and running at peak performance while enjoying a hands-off experience.

Virtual Machines
Features AWS Azure
Product Names EC2 – Elastic Compute Cloud – Virtual Machines Virtual Machines
Commitment Types Pay as you go (on demand),
Reserved Instances (1 or 3 year terms for discounted rates compared to On-Demand pricing)
Pay as you go
Instance Types Standard (no control over which physical server hosts VM, Dedicated Hosts Standard (no control over which physical server hosts VM)
Operating System Yes Yes

Managed SQL Server Database(s)
Feature AWS Azure
Product Name RDS – SQL Server SQL Database
Availability Single AZ (one server), Multi AZ (SQL Server mirror across multiple servers) Standard, Premium (High Availability)
Editions Express, Web, Standard, Enterprise
Versions 2008, R2, 2012, 2014, 2016
Max Databases Per Instance 30 Single – 1
Elastic Pool – 50-500 depending on level
Max Storage 4 TB Single – 2 GB to 4 TB depending on level
Elastic Pool – 156 GB to 4 TB depending on level
Ease of Importing Databases Difficult/Complicated
No access to underlying OS so accessing the database can be challenging
Requires AWS S3 or Azure Storage Container (cloud storage)
Relatively straight forward
No access to underlying OS
Features/Limitations Support for native capabilities of SQL Server Edition (seamless migration)
No support for SSAS, SSIS, SSRS, DQS, MDS. These require SQL Server in Virtual Machine
Not all native capabilities of SQL Server edition supported (may require code modification and/or loss of functionality)
No support for MDS, DQS, or SSIS. These require SQL Server in Virtual Machine
Benefits Over VM & SQL Server Approach No overhead management required (OS/SQL Server patched, service packs, maintenance all handled by provider)

What Type of Licenses Will You Need to Move Your SQL Server to the Cloud?

SQL Server Licensing
Features AWS Azure
Provided by Service Provider Yes Yes
Client Provided
(with SA)
Yes with SA using Licensing Mobility Yes with SA using License Mobility
Client Provided
without SA
Yes (EC2 Dedicated Hosts only) No

How Much Does SQL Server in the Cloud Cost?

The question on everyone’s mind always circles back to price and how much it will cost you. As pressing as this question is, it is also difficult to answer since there are so many factors to consider that will be unique to your individual environment. Luckily, both AWS and Azure have tools to help you come to an estimate:

Related: SQL Server is one of the Most Confusing Licensing Models out there.
Check out our SQL Server Licensing Guide for an Explanation that makes sense.

 

Need Help Moving to the Cloud?

SQL Servers can be such a headache that simply getting them to work properly on-prem and ensuring they are licensed accordingly can be a task and a half. So, moving to the Cloud can be an intimidating process to say the least. If you find yourself in this situation of wanting to move your SQL Servers to the Cloud, know that it is possible, and you don’t have to go through it alone. At MetrixData 360, we have helped many of our clients get ready for the Cloud by ensuring your licenses will permit you to move safely and in a manner that will ensure your transition is compliant and cost-effective. If you would like to learn more about our Cloud Services, you can click the link below.a

Software Auditing Firm vs. Software Asset Management Firm

At the beginning of a software audit, the software vendors will introduce you to your auditors. These people may be from an external auditing firm, like Deloitte or KMPG, or be part of an internal auditing team from the software vendor themselves. It might be tempting to assume that these auditors are the experts and will provide all the assistance you need to get through your software audit smoothly.

However, at MetrixData 360, we know firsthand how very little these auditing teams are invested in looking after your company’s interests or even represent your case accurately. We firmly believe that you will need a software audit defense team of your own to verify the auditor’s findings, and working with an external SAM team is an excellent way to create a strong defense.

But what exactly is the difference between blindly trusting the software auditors and getting your own team to defend you?

Software Auditors are hired by the Software Vendor

The first and most important thing to note when you are working with a software auditor vs. a SAM expert is that the software auditor has been hired by the software vendor and that will greatly affect their motivation during the audit. They may be paid based on how large a compliance gap they can find, and this will create a bias in their efforts.

If there are any grey areas or missing data, they will assume the most expensive scenario is the reality, and it is unlikely they will dig any deeper than that. Why would they? Further research will either present no effect or possibly negatively affect their final payment. 

SAM Experts are Neutral Third Parties

Software Asset Management Professionals, on the other hand, are people that your company hires, so they are here to represent your interests. Their goal is to keep things as legal, accurate, and cost-effective as possible. Where there are grey areas, they will seek out the answers — whatever those answers may be. At MetrixData 360, we always pride ourselves in defending the best interests of our clients and we usually charge based on a flat rate or on a contingency basis, and our approach has often led to whittling down seemingly huge compliance gaps to much more manageable levels (or even nothing!).

Software Auditors will Ask for Data Outside the Scope of Your Audit

We have often run up against software auditors who collect data that has nothing to do with the audit they have been hired to investigate. The reasons for this may vary: perhaps they aren’t finding the results they need within the scope of the audit and they are trying to spread their investigations elsewhere, or perhaps the software vendor is looking for data with a competitive edge that has everything to do with your next true-up and nothing to do with the audit you’re in right now. Blindly handing over data simply because it is what the software auditor asked for can easily put you at a disadvantage as you help the software auditors build a case against you!

SAM Experts Know What Data the Auditors Need and Which They Don’t

We recently helped our client drive their Oracle audit to a stalemate (a valuable thing, as it gave our client the time they needed to thoroughly prepare a defense for the audit that followed) simply because the software auditors asked for a piece of data, and we asked them to provide proof for how that data was relevant to the audit (hint: it wasn’t, and it would have been used against our client later).

SAM experts know how audits work. In fact, at MetrixData 360 we have it down to a science, and they know when a piece of data needs to be handed over and when the software auditors have taken too much liberty poking around your software environment. They can defend your best interests by keeping you from handing over documents the auditors don’t need to see.

Software Auditors will not Accept Data from Your SAM Tools

It doesn’t matter if your SAM tool is high powered or accurate, it might even be approved by the software vendor who is auditing you, but software auditors will usually refuse to accept data unless it is drawn by their own tools. There are a few reasons for this, but it is mainly because the auditors want consistent data that is arranged in a certain way to save themselves time.

However, this is a terrible situation for you, because you do not know what their SAM tool will pick up. It may not take into consideration the unique licensing metrics and complexities of your software environment, and it may come up with a wildly inaccurate number that will leave you blindsided and scrambling to disprove.

Your software architecture is delicate. What will happen if the auditor’s tool needs to be installed into your software environment and the tool damages it? Your first job during the software audit is to defend and prove the accuracy of your own tool.

SAM Experts Work with Your Tools and Come with Their Own

At MetrixData 360, we work with what you give us. If you have your own SAM tools, we can work with the data it provides us and supplements any missing data with our own tools. If you don’t have your own tools, we can use ours exclusively, so there’s nothing to worry about.

With a SAM expert on the team, you shouldn’t have to resort to throwing all the hard-earned data that you’ve gathered with your SAM tool in the trash just because the software auditors aren’t used to working with the format your data is presented in. We often advise advocating for the validity of your own SAM tool by asking your software auditors to use data samples to determine accuracy or agree to use the software auditor’s tools only to supplement for missing data.

Related: Interested in Learning more about SAM Tools? Check out our article:
What Are SAM Tools

Get Data Experts that Represent Your Interests!

Software audits are not everyone’s cup of tea, and the software auditors that attend them often do not make the matter easier. Between unreasonable requests, ELPs that claim you owe thousands more than you actually do, and aggressively short turnaround times, software auditors can make the challenge of defending yourself that much harder if you are left to rely only on their services.

It’s important that you have someone in your corner backing you, someone who knows the intricate and unique inner workings of your software environment and knows how to defend your interests so that you are paying only what you need. MetrixData 360 can give you that kind of support. We have helped many companies fight their way out of seemingly hopeless situations and saved them millions of dollars in the process. If you’d like to learn more about how MetrixData 360 can help you during your next software audit, you can check out our Audit Defense Service Page.

What is SCCM and How is it Used?

SCCM: what it is, what it does, and how it helps with your software asset management (SAM) solution

It is well known in the tech industry that Microsoft has created one of the most complicated software licensing schemes in the market; one only needs to take a look at Microsoft’s SQL Server licensing to see that much. Not only are their licenses hypercomplex, but they are also subject to change frequently. If you are a large organization, this means that a single change in licensing could affect thousands of products throughout your software environment. It can be a nightmare and a seemingly insurmountable task to manage this kind of complexity, which is why it is important to be aware of the tools that you have at your disposal to help you in this struggle, such as Microsoft’s very own SCCM.

At MetrixData 360, we are well versed with Microsoft’s products, including SCCM.

So, in this article, we will look at Microsoft’s SCCM; what it does, what it is good for, and how it can help you improve your software asset management solution within your company.

What is SCCM?

SCCM was originally published in 1992 under the name System Management Server (SMS); however, in 2007 it was renamed System Center Configuration Manager (SCCM) and may also be called ConfigMgr. SCCM can be described as a Microsoft management tool, meant to provide users with the ability to manage a large number of Windows-based computers.

Administrators using SCCM are given the ability to manage deployment and the security of devices and applications over a large and intricate enterprise software environment. Many administrators also use SCCM as an extra layer of security with the ability to create automatic patching. However, SCCM comes with many other features including remote-based control, patch management, operating system deployment, and network protection, just to name a few of its many features.

A free trial of SCCM is available for a short time; however, a license is required after the free trial has expired.

SCCM uses a single infrastructure to do its job, placing virtual machines, mobile devices, and physical machines under the same umbrella, giving the administration team control over a wide variety of tools and resources, either on the cloud or on sites. It allows the administrative team to discover service, desktops, and mobile devices connected to the network through the Active Directory and manage those deployments and updates on a device or group basis.

SCCM vs. SCOM

SCCM is often confused with Microsoft System Centre Operations Manager, SCOM. However, while they serve similar roles, these Microsoft products are not identical, SCOM allows administrators to monitor the health and performance of their IT environment, performing tasks such as deploying and managing operations, services, and applications within a software environment.

Both SCCM and SCOM exist as part of a larger family of products better designed to assist admin to manage applications and services, however, SCCM helps to primarily maintain the infrastructure security and make sure everything is up to date while SCOM monitors the services and devices and then shares that information in regards to your requirements.

What Can SCCM be Used for?

SCCM has a wide variety of uses including the ability to manage updates, provide a layer of protection against outside sources, deploy software, and can even protect you against compliance issues.

Since it provides you with such a wide variety of data, you can use SCCM to organize your software environment. You can also configure automatic alerts and automatic tasks to ensure you are updated on the status of objects and to ensure tasks are completed on time.

Using SCCM for Software Asset Management

While most organizations only use SCCM as an IT tool, it can also provide a wealth of information for software asset management. This is because SCCM will store inventory data that can be used to track assets.

One simply needs to ensure that SCCM is freed up using a web-based multi-tenant asset management system which will allow SCCM to be used for tasks beyond the IT Department, such as HR procurement and security. SCCM can provide you with the ability to plan and proactively dig down deep into the data of your software environment in order to ensure compliance and lower the risk of receiving a Software Audit, which can prove a costly and unbudgeted expense in these troubling times.

Related: Getting ready for a software audit? You can prepare by checking out our Software Audit Defense Procedure

Of course, there are limitations to SCCM since it can only provide you with so much information in a raw format. Often companies will use SCCM during the beginning stages of their software asset management solution in order to gain a footing before eventually migrating to a specialized SAM solution.

Getting a Handle on Your Software Asset Management Strategy

Software asset management is a difficult task for any organization with an intricate software environment. It is important therefore to ensure that you have every available tool at your disposal to help you achieve this goal. Not many companies consider SCCM as a valuable tool in their efforts to reach compliance and optimization.

At MetrixData 360, we often use our client’s SCCM tool to assist in our efforts to gather our data, which, in turn, ensures our customer’s compliance, optimization, and software licensing confidence. If you would like more details about how MetrixData 360’s approach can save you big on your software expenses, you can check out our SAM COMPASS service page by clicking the link below.

2021 Predictions: What to Expect from Software Vendors

It’s almost over, this terrible, awful, no-good year is almost over. Let’s have a recap:

  • Plague
  • Famine
  • Economic collapse
  • Pestilence
  • Violence
  • Murder Hornets

Did I get everything? Probably not but that’s all behind us now. It’s a new year and hopefully, hopefully, it will be better than the last. Last year around January, I wrote a piece about where MetrixData thought 2020 was going and a few predictions we had about trends we were noticing in the tech industry. At the time, COVID was just an outbreak in China that was steadily inching closer to my hometown. Then March struck and that piece got sidelined real quick because the future was suddenly very dark and unpredictable. Now, we’re still stuck in that turbulent time, and rolling with the punches is our only strategy because who knows what’s next? At MetrixData 360, we thought this year we’d give our tentative outlook for 2021, with a lot of wriggle room in case 2021 is as full of surprises as last year. So, what does 2021 have to throw at us after the chaotic dumpster fire that was 2020?

2021 Risks to Think About

There are a few worse case scenarios that must be taken into consideration when forecasting 2021. While 2020 has proven that it’s always best to keep an open mind about what will happen next, a few of the worst-case scenarios that could possibly play out include:

  • The virus may not be under control by the end of 2020:
    • the thought of a second year of lockdown is enough to make you cry, but it is a reality that must be taken into consideration. If an effective vaccine is not out by 2021, then that means that we might face a third or fourth wave followed by the appropriate restrictions and lockdowns. This will further postpone economic recovery and resuming our normal lives. Even if a working vaccine is announced, it will take months to distribute and to assess its effectiveness.

 

    • COVID mentality will not be shaken off so easily: There will likely be a transition period, while people shake off that 2020 storm-weathering mentality. Many people may choose to remain remote for fear of contracting the virus. While local tourism might increase out of a desperate desire to get out of lockdown, far-flung holidays to remote locations may be postponed until 2022 for fear of being stranded overseas. Many people and businesses will find themselves staying afloat financially only by the skin of their teeth, and for some people, their jobs will not be coming back after COVID, and so will be either unwilling or unable to flaunt any spending money.

 

  • 2021 recession or rebound: It might be important to keep that storm-weathering mentality and hunker down for a 2021 recession, which some economists are predicting. The US dollar has a 50% chance of doing a double-dip recession by the end of 2021. Although other economists are predicting the economy will ramp back up as businesses open again, deals that were postponed are picked up again and employees who were laid off during the pandemic are sent back to work.
Related: Want to learn how to save money on software during COVID? You can watch our video on how to save money during a pandemic.

As you can see, a lot can happen in the upcoming year, we may not be out of these treacherous waters just yet, but what kinds of things can we expect without any unexpected turns?

Tentative Return to Work

Many companies are expected to be heading back to work either on a partial basis or in a manner that allows employees to effectively social distance. If companies were not already on the Cloud when the pandemic struck, there was a hasty adjustment period, where companies scrambled to assemble some kind of Cloud infrastructure that would allow them to keep their business running, forcing companies to technologically jump several years ahead. Since a Cloud migration is typically seen as an expensive endeavor, it’s unlikely that going back to the office will result in a complete dismantling of their efforts. So, the Cloud platforms will likely stay, which could easily lead to a more flexible work environment for employees. Many analysts predict that our working situation in 2021 will look more like 2020 than 2019, as those who enjoyed working online will most likely push to remain so. What this means is that companies will now have a global pool of candidates to pick from while also have to compete for good candidates on a global scale with other companies.

Aggressive Audits

The software industry took a definite plunge over the past year, with sales reaching a vicious low when it came to licenses. The exception to this rule of course, was telecom software, with both Zoom and Microsoft’s Teams taking off in popularity. Despite this growth, many software companies experienced significant losses in 2020. This means we will most likely be seeing an aggressive wave of software audits soon. The software vendors also demonstrated significant generosity towards their customers during the pandemic, with free offers, customer packaging, and a hold on true-ups and negotiations. However, their generosity will be coming to a close soon, so it is important you clean your profiles of any programs whose free trials have expired and get started in preparing to meet a far less generous software vendor during your next true-up.

Related: Don’t let the software auditors catch you off guard with our Software Audit Checklist

IT Security Threats on the Rise

The swift migration to the Cloud during the beginning of the pandemic resulted in a lot of hasty constructions of the cloud infrastructure, basically, they just needed the bare minimum to get going. What this has left us with are platforms that may not be the most secure. Think of all the businesses that couldn’t provide their workers with their own unique devices and those employees were forced to use their own laptops, which may easily be dated or perhaps already burdened with barely contained malware. It is suspected that 2021 will see cybersecurity being one of the many daunting challenges companies will have to face, such as an increase in Ransomware attempts, phishing, and IoT attacks will all increase as businesses struggle to protect their new cloud environments.

Related: Protect your Software Environment with our article, How SAM Can Improve Your Cyber Security

Get Ready for 2021 with MetrixData 360

2021 is upon us and as we leave this awful year behind it is important to keep looking ahead and prepare for the worst but hope for the best. Nothing prepares you better than having a software environment that is organized and under control. At MetrixData 360, we provide our customers with the ability to sleep easy at night, knowing their software environment is compliant and cost-effective.

IT Security Threats on the Rise

The swift migration to the Cloud during the beginning of the pandemic resulted in a lot of hasty constructions of the cloud infrastructure, basically, they just needed the bare minimum to get going. What this has left us with are platforms that may not be the most secure. Think of all the businesses that couldn’t provide their workers with their own unique devices and those employees were forced to use their own laptops, which may easily be dated or perhaps already burdened with barely contained malware. It is suspected that 2021 will see cybersecurity being one of the many daunting challenges companies will have to face, such as an increase in Ransomware attempts, phishing, and IoT attacks will all increase as businesses struggle to protect their new cloud environments.

How To Prepare for a BSA Software Audit

Receiving a BSA software audit can be just the thing to ruin your day or your month. The Business Software Alliance (BSA) is an industry trade group that acts to defend its members, including large software corporations like Microsoft, from copyright infringement. They are also the top advocate for technological innovation.

The BSA’s software audits are a special kind of painful, and MetrixData 360 has just the remedy for that type of pain. Having spent many years in the software asset management industry, we’ve been able to get our clients out of the stickiest situations. So, let’s talk about BSA audits and how you can prepare for one.

What Is a BSA Software Audit

 

Software audits are the review or analysis of a piece of software to ensure several different regulations are being properly adhered to. The reasons for instigating an audit vary, but include:

    • Checking Compliance
    • Ensuring that the piece of software is working properly
    • Investigating the proper configuration of a piece of software within an environment

 

Generally, software audits form an excellent stream of revenue for software vendors, since compliance gaps are often resolved with the purchase of more licenses to drive up the vendor’s sales and market value.

Having a strong defense for software audits is critical to ensure that you are not left paying out millions of dollars in unneeded fines.

What Causes a BSA Software Audit?

Regular software audits from a software vendor occurs for a variety of reasons.

  • Their revenue has taken a sudden dip and they are trying to make up for the losses
  • Your company has gone through a merger and acquisition, and it’s likely that your software licensing environment is messy after the move
  • Random selection, some software vendors issue routine software audits on a regular basis regardless of whether their clients have shown any red flags for compliance issues. There’s little you can do about it just being your turn.
  • You have rolled back on purchased licenses suddenly and without explanation
  • You have gone through a software audit before and the results revealed a huge compliance gap. The software vendor will assume you’ve fallen back into old habits.
Related: Avoid inciting an audit. Check out our article:
How to Avoid Software Audits

However, the thing that incites a BSA audit is a little different.

The BSA has telephone hotlines and radio stations where they encourage disgruntled employees and vendors to make anonymous reports and complaints about companies in violation, regardless of size.

These informants are further incentives by the potential of a reward for any leads into instances of the unlawful installation of software.

Of course, the BSA will consider any installation without a proper receipt or proof of purchase as an unlawful download. For each report, the BSA will decide if they will request a self-audit or if they will go straight to a lawsuit but usually, they will ask you to conduct a self-audit first.

A self-audit will give you the chance to run your own internal resources and use your own software audit team to compile your defense.

The Tools and Process of a BSA Audit

Since the BSA audit will be a self-audit, you will be allowed to use an internal staff or a third-party firm to gather your relevant information, which will include proof of purchases or receipts for all the versions of software and all the computers that you have in your software infrastructure. Make sure you pay close attention to this collection phase, since the BSA may mark free versions or old versions of the software as unlicensed.

The BSA may offer you software tools in order to collect the relevant data, but these free discovery tools may easily miss critical information. They may mark free or test/dev software as fully licensable or they may fail to accurately capture the intricacies and uniqueness of your software environment.

When in doubt it’s always best to use your own software inventory tools.

Related: Want to learn more about SAM tools? Get started with the basics:
What are Software Asset Management (SAM) Tools: Functions, Advantages, and Disadvantages

What Are the Fees Associated with a BSA Software Audit

The most worrisome difference, and the one that is on everyone’s mind, is the price tag associated with the BSA audit.

A regular software audit is sent out by the software vendor on a systematic basis to their customers to ensure the proper use of their software. They usually send you one of two types of software audits: a review or an audit.

Reviews are voluntary and the only payment you have to make is the purchase of the licenses you are found to be owing.

Official Software Audits are distinctly not voluntary, and if you are found out of compliance to a significant degree (every software vendor is different but for Microsoft, you only need to be out of compliance by 5%) you will be asked to pay for the missing licenses, along with additional fees, and you will be burdened with covering the expense of the software audit.

Those are the two types of fees you can expect when the software vendor audits you. When the BSA audits you, it’s a whole different story.

When the BSA audits you, they will expect you to perform your own internal audit and provide them with the results. After receiving your findings, the BSA will fine you based on any illegal duplications or unauthorized use. This may be difficult to prove and, in some cases, even something like a proof of purchase will not be enough to satisfy the BSA standards. If that is the case, the fee can be staggeringly high — up to $150,000 USD per infringement, which is a reeling sum, especially for smaller businesses.

What Should You Do When You Receive a BSA Audit Request?

  • Respond

While one must be always worried about legitimate claims from untrustworthy sources, if you can affirm that the letter does in fact come from the BSA (and feel free to verify it with a lawyer), then it is always best to respond.

Even if the only thing they are asking for is a self-audit, refusing to comply will result in the BSA escalating things straight to litigation. If you were to refuse the demands of the BSA, it will make it look as though you have something to hide and will send a red flag to your software vendors.

  • Ensure Confidentiality

Set up a confidentiality agreement between yourself and the BSA, this will determine the scope of BSA’s investigations and will limit the BSA’s ability to use the data you provide to them in court. If they provide you with a NDA to sign, make sure to read it carefully to ensure it protects your own rights as well as that of the software vendor.

  • Start to Gather all the Relevant Material

You’ll need to compile all the data that will be required for this self-audit. This will probably take about 3 to 4 months to gather completely, depending on the size of your software licensing environment, so it’s best to get started early.

The types of things you’ll be gathering are:

  • List of software products that are part of the BSA membership that have been installed as of the date the BSA letter was issued.
  • Proof of purchases — usually an invoice will be fine when it comes to the BSA.
  • A list of your software inventory

How to Handle Software Audits with Confidence

Software Audits are no one’s cup of tea, and when it comes to the software audits that the BSA dishes out, they tend to come with an extra dose of difficulty that can leave many companies stupefied.

Being stuck paying out millions of dollars in fines that you don’t owe is hardly an ideal scenario and, what’s worse, is that it is completely avoidable. There’s a way to get around this.

At MetrixData 360, we know how to deal with these types of audits and we have defended our clients in the most challenging times. If you’d like to learn more about MetrixData 360’s approach to audits, you can download our Audit Defense Procedure for an in-depth step-by-step look into handling an audit.

Windows Server Licensing Explained

Windows Servers licensing is not an easy concept to wrap your head around. Next to SQL Servers, it is one of the most complicated licensing models Microsoft has to offer, perhaps one of the most complicated licensing models period. It might be as entertaining as watching mud dry and as complicated as today’s political climate, it can be mastered with the right tools at your disposal.

At MetrixData 360, we specialize in the toughest licensing that software vendors can offer, even software as complicated as Windows Server. So, we thought we would go over some of the basics you will need to know when ensuring compliance with your Windows Server licensing.

What is Microsoft Windows Server?

Windows Server is an enterprise-class server operating system, with the purpose of sharing services with multiple users and providing administrative control over storage, applications, and corporate networks. Since its release in the early 2000s, Windows Server has served as a critical element in the software infrastructure of many organizations to this day. Among the current Windows Server editions, each has its own slightly different licensing metric. Due to the nature of these servers, it can often be quite difficult to license them and to ensure one is properly licensed.

Types of Windows Servers

Windows Server Essential

Ideal for anyone anticipating eventual mobility into the cloud, this server has built-in integration with Office 365 hosted services.

Windows Server Essential follows a Speciality Server licensing model, meaning it is licensed per server. The upfront cost for Windows Server Essential, which is significantly lower than the other models, is the majority of what you will have to pay for the server. It’s priced as such because Windows Server Essential is unique in that there is no need to buy additional users or device Client Access Licenses (CALs) after the initial purchase. Instead, the server has a cap limit on the number of users and devices that can access it.

Customers can choose between using up to 25 named user accounts or installing Windows Server Essential on no more than 50 devices. For this reason, it is best suited for smaller companies that have minimal anticipated growth over the next two to five years.

Windows Server Standard Edition

Proving the happy medium between Essential and Datacenter, Standard Edition offers a solution that is similar in function to Datacenter but is closer to the cost of Essential, making it suitable for a medium-sized company.

It offers the ability to run two virtual machines, along with fully integrated services and direct access for users. It follows a core-based licensing model and requires CALs. Due to this fact, purchasing a Standard edition is a little tricky, since you must purchase 16 cores per server and you will also require additional purchases if the number of cores per server is greater than 16. If a business requires more virtual machines than the two offered by the Standard edition, then the Datacenter edition should be considered.

Windows Server Datacenter Edition

The most advanced and expensive of the Windows Servers, the Datacenter Edition offers the ability to run an unlimited number of virtual machines and can effectively meet the demands of large enterprises with larger IT infrastructures. Just like the Standard Edition, the Datacenter Edition follows a core-based licensing model. The greatest drawback of the Datacenter Edition is its cost, which is roughly eight times the original price of the Standard Server.

What is a Core-Based Licensing Model?

If you have Windows Server Standard or Windows Server Datacenter editions, then you will have a core-based licensing model. A core-based licensing model means that the number of licenses that you need is determined by the number of server cores inside the number of processors.

This type of model was introduced in 2016 with Windows Servers, and this was done in order to provide a more consistent licensing metric across Cloud platforms and to allow for easier cloud mobility.

The three basic rules that you must adhere to with the core-based licensing model are as follows:

  1. Every processor must be licensed to cover a minimum of 8 cores
  2. Every server must be licensed to cover a minimum of 16 cores
  3. All physical cores in a server must be licensed

When adhering to the core-base licensing model, you will need to first have a base license that covers 16 cores. if your server has more than 16 cores, any additional cores will require additional licenses. All additional licenses come in increments of 2, 4, and 16 cores. Additional licenses are also required when using more than two virtual machines (VMs) on a Windows Server Standard edition.

No additional licenses are required for VM’s that are run on Windows Servers 2019 Datacenter. Should you be running an application on the Windows Server such as a SQL Server or an Exchange Server, then the general licensing rules for the server application must be applied.

Related: Trying to get a handle on your SQL Server licensing as well? Check out our article: SQL Server Licensing Explained for a deep dive into Microsoft’s most complicated licensed product.

Client Access Licenses (CAL) and Remote Desktop Service (RDS)

After you have your cores figured out, you will need additional Client Access Licenses (CALs) to cover every user or device which connects to the server. CALs are distributed based on unique persons, described as users, or devices. It should be noted that depending on whether you choose to license per user or per device can greatly influence the overall cost of your licenses.

CALs can be considered keys, in that every person or device will need their own separate key to access the server, which will require its own license in the same way that a door requires a key for its lock.

CALs come in packs of 1, 5, 10, or 50. Once a user or device is given a CAL, they will have access to any Windows Server of the same edition or lower, so long as the server software is running on Customer’s Licensed Servers.
For example, a user with a Windows Server CAL 2012 may access a Windows Server 2008 edition or a 2012 edition, however, they could not access a Windows Server 2016 edition. Mixing and matching Window Servers and CALs can become quite confusing and you should consult a licensing expert before configuring your licenses in such a manner.

Remote Desktop Service (RDS) CALs, previously known as Terminal Services, will also be needed for users or devices who wish to access programs or full desktops remotely. Both a CAL and an RDS will be required for remote desktops, with the only exception to this rule being if two users or devices are accessing a server software but only for administrative purposes in which case there is no need for either a CAL or RDS. An RDS will allow the remote access of applications for a wide range of devices and network connections.

Windows Servers in Azure

Microsoft’s cloud platform, Azure, has adopted the ability to license Windows Servers in its own complicated manner. There are many different ways to license your Windows Servers in Azure including but not limited to:

  • Building Windows Servers directly into Azure through the use of Azure virtual machines: this can often be an easy solution to implement, but an expensive one, as the cost of Azure virtual machines will simply be added to your overall cloud spending, which can certainly accumulate without proper regulation to limit rampant spending.
  • Hybrid Benefits: considered the new way to license, although, you will need to use your own activation method such as a KMS Server or a MAK key.
  • A License in Windows Server Cannot Move within a 90-day Period: it is important to note that license mobility and SA benefits do not apply to Windows Servers.

Virtual Machines and Windows Server

Simply because a server is only virtual, it does not remove the need for a license, as virtual instances of Windows Server must be licensed under its host, and the host license must account for virtual machines.

In the scenario where clusters of virtual machines are free to move between hosts, all potential hosts must be licensed as if they were the current host. There is no need to count the host operating system or provide it with a license as long as the operating system is used only as the hypervisor to run the virtual instances.

The exception for this scenario, of course, is Windows Server Datacenter editions, where each host only needs to be covered with 16 licenses, this will give them the right to unlimited virtualization.

Stacking licenses is the practice of using multiple Windows Server Licenses, either Standard or Enterprise, in order to properly license multiple virtual machines over multiple hosts.

It can be quite difficult to figure out the correct number of licenses to fully cover a virtual server, however, when this limit is reached the licensed host is considered licensed for capacity; the same is applied to a host or cluster which is described as licensed for capacity when it has a finite number of virtual servers allotted to it.

Related: Want to Learn More about Virtual Machines? Check out our article: All About Virtual Machine

Need Help With Your Windows Server Licensing?

Windows Servers are critical elements to your software environment; however, their usefulness shouldn’t be tempered by the difficulty surrounding their licensing. Having a strong understanding of what you need to buy and how best to buy it will give you the confidence you need when confronted by Microsoft’s sales reps.

At MetrixData 360, we specialize in difficult licensing structures, the likes of which would leave most people’s head spinning. Our licensing experts thrive in the most challenging of scenarios, and our SAM Tool is equipped to quickly handle the most complicated of Windows Server licensing scenarios.

If you would like to learn more about our services and how well we can help you license your servers in a way that can save you money while keeping you in compliance, you can check out our tool page using the link below.

What is Active Directory (and how to use it to save on Software Licensing)

What is Active Directory? The Active Directory is an extremely popular directory service used by the vast majority of Fortune 1000 companies in the market today. It is also perhaps one of the most critical elements within your software environment, so knowing what it does and how it can benefit your efforts in taming this unruly technological beast that is your software environment is essential.

The Active Directory can be a confusing place. However, at MetrixData 360, we often find ourselves working with our customers’ ADs and we know how overwhelming an experience it can be without the proper assistance or knowledge.

We know how an Active Directory works, and we know how to make it so that it can assist you in your software asset management efforts.

So, in this article we will examine the Active Directory tool: what it’s used for, how it works, and how it can be used in software asset management.

What is the Active Directory?

Active Directory is a feature of the Windows Server Operating System and acts as a critical element in many companies’ software infrastructure. For a Windows-based environment, almost all applications and tools are put through the Active Directory to allow for authentication and directory browsing. The Active Directory is broken down into two parts:

  • The Database:

The database is also known as the directory, which is comprised of the most critical info about your environments such as users, groups, their passwords, their computers and their licensing restrictions and their permissions (e.g. You can allow all employees to see your company benefits but only permit the financial team to modify the document).

  • The Services:

This controls all the activity within your IT environment. This is meant to ensure that everyone is who they say they are, ensuring passwords and ID are correct and limits user access to certain information (authorization).

You can see how critical an active directory is to a software environment and you can also imagine that stability, availability, and security must be a top priority for Admin staff regarding the Active Directory.

How Does Active Directory Work?

While you could write a small book about the inner workings of the Active Directory, to put it briefly, it does not benefit a company to have their computers operating independently from one another: there needs to be an element of connection, with the ability to share information while simultaneously controlling access to sensitive information that should only be viewed by authorized employees.

If all this information is stored in a central location, it can greatly improve productivity. Picture the AD like a phone book, matching names to numbers and locations (although that is only one of the things AD organizes). This pool of data is arranged hierarchically. AD has a few main structures it relies on:

  • Domain: Any related group of users, computers or other objects, there are also sub domains or Children of top domains, which may act as smaller groupings within the Domain.
  • Trees: Multiple Domains grouped together
  • Forests: Multiple Trees grouped together
  • Schemas: Definitions of all the objects which are used to make sense of the storage systems of every forest.

Active Directory in the Cloud

With the vast majority of modern businesses existing now in the Cloud to some extent, IT professionals may be wondering about how their Active Directory will be able to effectively translate to this new environment or if it will even survive the move.

Sadly, the Active Directory cannot easily be transferred to the Cloud despite the growing popularity of Cloud solutions among the IT department. This is mainly due to the fact that the Active Directory was first published in the late 90s, where the main goal was simply to get every office worker a computer.

The Active Directory helped to ensure that these computers were controlled and monitored under one system. While it may be difficult to move your Active Directory from on-prem to the Cloud, there is also the available counterpart of Azure Active Directory, which allows users that same level of control over external resources (Microsoft 365, Azure portal and similar SaaS applications) and internal resources (applications on your organization’s intranet and cloud apps developed by your own organization).

A basic version of Azure AD is available as a free feature to those who are subscribed to any Microsoft Online business service, with more premium versions requiring licenses.

Related: Moving to the cloud can be a costly occasion.
Here are a few hidden costs you should be aware of!

Active Directory and Software Asset Management

Because so much is stored in the Active Directory, many companies let their Active Directory become disorganized, and some companies do not allow easy access to their Active Directory.

The Active Directory, as a result of this lack of upkeep, could have large amounts of data that is dated and a record of assets that have long since been retired while still seeming as though they are in use. Despite this disorganization, the Active Directory is one of the first places that the software auditors look to when conducting an audit.

They will take the information stored in the Active Directory and build a compliance gap based on that information. This is why having a clean Active Directory that is up to date and comprised of only assets that are currently in your infrastructure is important if you want to avoid unwarranted auditing fines.

Your Active Directory also allows you to have a clear picture of all your assets in one place and as such can prove a valuable tool in your software asset management efforts.

At MetrixData 360 we often consult our clients’ Active Directory when we first begin cleaning up their assets. This gives us a starting point for what assets need to be hunted down, and what assets can be cleaned up.

Related: Ready to Get Started on Software Asset Management?
Check out our Beginners’ Guide to Get Started!

MetrixData 360 Active Directory Reporting Tool

Having a clean Active Directory is imperative in your efforts to keep your software environment organized and ready for whatever this tumultuous year can throw at your business.

At MetrixData 360, we have created our own tool to help with the difficult task of cleaning up your Active Directory. Our Active Directory Reporting Tool is specifically designed to be adjustable, scalable, quick, easy, and safe to use. Our clients have found our tool valuable in its ability to complete months of work in seconds.

An accurate depiction of what you have, what you need and what you don’t is at your fingertips with our Active Directory Reporting Tool.

For more information about what our Active Directory tool does, and to see it in action you can check out our Active Directory reporting tool page.

Convincing Your Boss to Upgrade Your SAM Strategy

Convincing your boss to bring on a team of people is no easy task. You want your boss to think you’re capable, that you’re the one-person army you promised when they hired you. However, if you’ve been handed the task of managing the software assets of your company’s entire software architecture, then you may have quickly discovered that you can’t, in fact, do it all. There’s no shame in that, especially if such a large job has been prioritized as little more than a side project to be put on top of all your other work, we’re only humans, after all. We get tired, burned-out and even the hardest working among us can’t take on the gigantic task of enterprise-level software asset management alone. So how do you convince your boss to expand and bring on a team?

At MetrixData 360, we have been in the software asset management game for many years now and we have seen the consequences of companies not having a proper SAM solution in place only to have a software audit hitting them like a shovel to the face.

In this article, we’ll break down how you can get your leadership to invest in software asset management, so the task doesn’t fall solely on your shoulders.

Convincing Your Boss a Software Asset Management Expert is Best

Software Asset Management is a relatively new industry, with few people understanding what it is and even less understanding the need to invest in it. So, if you want the help you require, you’ll need to convince your boss of  the value of bringing on software asset management expertise.

Let’s look at the various skills that are required for one person to successfully maintain their company’s software asset management strategy:

  • Legal Expertise: Licenses, contracts, and how to read between the fine print are all necessary skills when you’re breaking down software contracts.
  • Vendor Expertise: Technology is constantly evolving, and your software vendors are constantly making changes to their product line and the licensing associated with it. Vendors can make changes that will affect your licensing hundreds of times a year. Keeping pace with the changes of even one vendor is considered an accomplishment.
  • Negotiating Expertise: Knowing how to handle contract negotiations, contract renewals and software audit negotiations will be an important element of a SAM expert. There’s no point in discovering these saving opportunities if they can’t talk the software vendor into making your contracts reflect those savings.
  • Technical Expertise: It helps if you actually know how the software you’re dealing with works and how it interacts with the rest of your software architecture.

As you have probably figured out from this robust list, being an expert in any of these fields would be a full-time profession. The main appeal of seeking external SAM expertise is that you will instantly have a team of experts from the second they walk through the door.

Providing Options to Expanding Your SAM Team

It’s important that you don’t frame your proposal to your superiors as a win-lose/yes-no scenario, try to present options to your boss. When confronted with the situation of needing more manpower for your company’s software asset management goals, you have a few options at your disposal.

Hiring a Full-Time, In-House Team

Building an internal team is both costly to initiate and upkeep over the long term. You may also have trouble finding someone to fill the positions you need, you don’t have the time to train a new college grad and the seasoned veterans in the software asset management community know that they’re in high demand.

Hire External Experts

Hiring an expert offers the greatest long-term value with a reasonably smaller upfront cost since they offer a wide team of experts from the second they walk through the door and their specialization can be hand-tailored to your time frame and challenge.

While there is the issue of becoming dependent on the SAM experts’ services, MetrixData 360 counters such issues by offering training wherever possible to our customers.

Hybrid Solution

Some organizations may only need assistance in specific areas. Perhaps you already have a SAM tool installed and merely need someone to manage it or your company excels at day-to-day SAM but needs assistance in an audit. Either way, there are many SAM solutions to pick from that can accommodate your unique case.

Have a Clear Goal for Your Company’s SAM Journey

As you may have already discovered, Software Asset Management can prove to be completely overwhelming. The sheer amount of raw data your discovery tool can drag in is enough to discourage and confuse anyone whose brain isn’t built with a motherboard.
A fully optimized SAM solution also isn’t gained just with the mere installation of a discovery tool, although that is an important element to it. There are five stages of SAM maturity:

Chaotic:

Exactly what it sounds like. There’s no visibility into your software environment, it’s anyone’s guess how many licenses you use or need. When an audit comes, there’s a lot of scrambling and confusion, with only the auditor’s findings to go on — even though the chances are that you aren’t as far out of compliance as they say. The goal at this stage should just be to gain visibility.

Reactive:

At this stage, you have probably had a SAM tool installed and have some level of visibility, although software audits are still a matter of damage control and you still suffer from compliance issues. Now that you have visibility, your goal at this stage is to gain compliance.

Compliance Plus:

You’ve reached compliance, you have visibility into your software environment and problems found there are corrected before they are confronted in a software audit. From this stage your next goal is to start searching for saving opportunities.

Optimization:

At this stage you’ve reached peak optimization, you’ve made use of all the saving opportunities you’ve found. Now the next step is to solidify your efforts and to make sure the SAM processes you set in place outlast you by making them a part of your company’s regular procedures.

Amplified Value:

You’ve now achieved the ideal software environment. You have proper visibility and can handle a software audit like it is nothing. Your software environment is as efficient as possible, and you are only purchasing what you need. Best of all, the change will now be permanent for the betterment of your company in years to come.

Now, it’s important to understand that climbing up the SAM maturity ladder takes time and it may not be necessary for your company to reach the peak of SAM maturity. Assess where you want to go and where your company is heading and present your boss with a strategy to reach that goal.

Timing Your Request

Timing is everything. This is just a general rule, try not to come to your boss with your list of suggested SAM solutions when they are upset or frustrated, it might not bode well.
Take note of any of the more pressing issues that you are dealing with when it comes to your company’s software environment and frame your argument accordingly. If your company for instance, is dealing with an unpleasant software audit, then focus on more immediate and short-term SAM solutions as opposed to anything long-term. You’ll need to make a good impression.

Related: Need to convince your team about the value of Software Asset Management? Check out our article:
Promoting Software Asset Management to Your Team.

Getting a Handle on Your Software Assets

With so many organizations new to the idea of SAM, a lot of them are still writing the rules on what that process should be like and how many people should be given the task. If you find yourself overworked and burnt out because you’re trying to run your organization’s SAM with a penny’s budget and a scant team (if you have a team at all), then you’ve come to the right place.

At MetrixData 360, we pride ourselves in being both educators (so you can learn and improve your skill after an engagement with us) and SAM experts whose whole process from start to finish involves saving you money. Given our wealth of SAM experience getting our clients to the point where they are compliant while also cutting down unnecessary costs, we can create an estimate of the potential savings and Return on Investments of SAM Solutions. If you’d like to learn more about the kinds of solutions MetrixData 360 offers and which one would be best for your organization, you can contact our director of client success and you can expect a response in less than 24 hours.