software license manager

Software License Management Best Practices

August 28, 2023November 8, 2023 Michelle

Software licenses can be a complex and confusing topic. But they’re also an important part of IT governance. By following a few simple best practices, you can ensure that your organization is compliant with software license agreements and that you’re not wasting money on unused licenses.

In this article, we’ll provide you with the best practices for software license management and how to do it effectively without stress. So, if you’re looking to improve your software license management practices, keep reading to learn more.

Are you looking for a simple, fast, and effective software license management solution?

If so, then Cubes SLM is the perfect solution for you. Cubes SLM is a cloud-based solution that helps you track, manage, and optimize your software licenses. Its comprehensive platform offers many features and benefits, helping organizations streamline their license management process and maximize their software investments. With Cubes SLM, you can:

Track your software licenses in real-time.
Identify underutilized licenses and optimize software usage.
Generate automated reports on license usage, allocation, and compliance.
Receive alerts and notifications about potential underutilization and expiring licenses.
Manage all software licenses from a centralized location.

Cubes SLM is easy to use, even for non-technical users. It is also scalable, so you can easily add new licenses as your organization grows.

Request a demo today to get started!

What is software license management?

Software license management refers to the process of tracking, controlling, and optimizing software licenses within an organization. It involves managing various aspects such as license agreements, usage policies, inventory, and compliance. By effectively managing software licenses, your business can avoid unnecessary expenses, maintain legal compliance, and maximize the value of its software investments. But it must be done right.

Why proper software license management is important?

Proper software license management is essential for several reasons. First and foremost, it ensures that an organization is using the software within the boundaries of its licensing agreements, preventing legal issues and potential fines. Secondly, it enables businesses to avoid over-purchasing or underutilizing licenses, resulting in significant cost savings. Additionally, effective license management provides valuable insights into software usage patterns, allowing organizations to make informed decisions about their software investments and optimize resource allocation.

Best practices for software license management

To make the most of your software licenses, consider adopting these best practices in your license management program:

1. Have an effective software license management strategy

A well-defined license management strategy is the foundation of efficient software asset management. It should outline clear objectives, roles, and responsibilities for license management within the organization. This strategy should align with the overall business strategy and take into account the specific software needs of different departments in your organization.

2. Establish Clear License Usage Policies and Guidelines

Setting clear and comprehensive license usage policies is vital to avoid misuse and non-compliance.

These policies should be communicated to all employees to ensure everyone understands their responsibilities regarding software usage. Regular training and reminders can reinforce compliance and create a culture of license responsibility.

3. Conducting Regular Software Audits

You must make software audits a regular practice to avoid being caught unawares. Regular audits will help you to verify license compliance and identify any discrepancies. By conducting internal audits and comparing licensing documents with the software installed, your organizations can detect and rectify any non-compliance issues before they become significant problems.

4. Catalog and Organize Your Software Inventory

Maintaining a central license inventory with accurate information about each software asset helps you keep track of licenses more effectively. This catalog should include details like license types, entitlements, purchase dates, and maintenance contracts, providing a comprehensive overview of the software assets within your organization.

5. Determine Software Usage

Understanding how software is being used is critical for optimizing license usage and identifying opportunities for cost savings. Gathering data through usage reports and automated processes can help IT teams deliver better enterprise software license management, make informed decisions on license allocation and eliminate unnecessary expenses.

6. Ensure Your Software Licenses Are Always Up to Date

Keeping track of license expirations and renewal dates is essential to maintain compliance. Failing to renew licenses on time can result in costly service fees or even temporary disruptions in software access, affecting business operations. This is definitely something you would want to avoid.

7. Use Software Utilizing License Management Tools and Solutions

Leveraging software license management solutions can significantly streamline the license management process. Automated solutions can help monitor licenses, track usage, and generate reports, saving time and reducing the risk of manual errors. This way, you can accurately monitor your software licenses with no room for error.

8. Negotiate Better Software License Agreements with Software Vendors

Engaging in constructive discussions with software vendors can lead to more favorable license agreements. Negotiating for flexible licensing models, such as floating licenses, can provide cost benefits and adaptability to your organization’s changing needs.

9. Device and Implement a Cost Control Strategy

A cost control strategy involves evaluating software spend, considering alternatives, and making informed decisions to optimize costs while meeting business priorities. This approach ensures that software investments align with the organization’s budget and goals.

10. Ensure Compliance

Maintaining compliance with licensing agreements and industry regulations is paramount. Regularly audit compliance and monitor any changes in licensing terms to avoid the risks associated with non-compliance.

With these software license management best practices, you will see your business, save a lot in license subscriptions, and avoid legal issues.

The Importance of Software License Compliance

Proper software license compliance is crucial for organizations for several reasons:

Legal Obligations: Compliance ensures that your organization is using software legally and ethically, avoiding the risk of legal action and penalties.
Cost Savings: By ensuring compliance, businesses avoid unnecessary costs associated with fines, penalties, and over-purchasing licenses.
Reputation and Trust: Compliance demonstrates a commitment to ethical practices, fostering trust with customers, partners, and stakeholders.

The Risks of Non-Compliance

Non-compliance can lead to severe consequences, including:

Fines and Penalties: Non-compliance with software licenses can result in hefty fines imposed by software vendors or regulatory authorities.
Damage to Reputation: Legal disputes and negative publicity from non-compliance can damage an organization’s reputation and impact customer trust.
Business Disruption: Non-compliance issues can lead to software disruptions, affecting daily operations and causing financial losses.

All these can be avoided by implementing a simple and effective software license management program. For better management,

Get Started With Cubes

Cubes Software License Management Solution is a comprehensive software license management platform that helps organizations streamline their license management process. With automated monitoring systems and user-friendly interfaces, Cubes ensures compliance, optimizes license usage, and provides cost evaluation insights. By centralizing license inventory and gathering historical data, Cubes helps businesses make data-driven decisions to maximize their software investments.

Here are some of the key benefits of using Cubes SLM:

Cost optimization: Cubes SLM enables you to identify underutilized licenses, helping you optimize software usage and significantly reduce costs.
Real-time license tracking: Stay up-to-date on license usage and expiration dates with Cubes SLM’s real-time tracking, ensuring compliance and preventing unnecessary expenses.
Centralized management: Simplify license management across multiple devices and users by handling all software licenses from one centralized location with Cubes SLM.
Automated reporting: Cubes SLM automates the generation of comprehensive reports on license usage, allocation, and compliance, empowering you to make informed decisions and optimize your software assets effectively.
Scalability: As your organization grows, Cubes SLM effortlessly accommodates new licenses, ensuring seamless scalability to meet your evolving needs.

Try Cubes today by requesting a DEMO and see how it can help you manage your software licenses better and save money on your software licensing costs!

Benefits of Cubes SLM to Your Organization

Enhanced Compliance: Cubes SLM ensures that your organization stays compliant with software license agreements, minimizing the risk of non-compliance.
Cost Savings: By optimizing software license usage and avoiding unnecessary purchases, Cubes helps you save on software spend.
Improved Resource Allocation: Accurate data on software usage allows you to allocate licenses according to business priorities, ensuring efficient resource utilization.
Streamlined Processes: With automated solutions, Cubes SLM solution reduces manual processes and saves time for IT teams, enabling them to focus on strategic tasks.
Elimination of Unused Licenses: Cubes SLM identifies unused licenses, allowing you to reclaim and reallocate them, maximizing your investment.

Request your DEMO to begin!

Frequently Asked Questions

Q: Why is software license management essential for businesses?

A: Software license management involves tracking, controlling, and optimizing software licenses within an organization. It is crucial for businesses to maintain compliance, control costs, and maximize software investments.

Q: What are the risks of non-compliance with software licenses?

A: Non-compliance can result in legal fines, damage to reputation, and disruptions to business operations. By following the software license management best practices discussed in this article, you can avoid that.

Q: How can my business ensure compliance with software licenses?

A: To ensure compliance, businesses should conduct regular audits, implement clear license usage policies, and use software license management tools.

Q: How does Cubes SLM optimize license usage?

A: Cubes software license management system provides insights into software usage patterns, helping businesses make data-driven decisions on license allocation.

Q: Is Cubes SLM suitable for organizations of all sizes?

A: Yes, the Cubes software license management tool is designed to benefit organizations of all sizes, from small businesses to large enterprises.

Final Thoughts

A good software license management process is not just about staying compliant; it’s about unlocking the full potential of your software assets. By adopting best practices and leveraging tools like Cubes SLM, you will optimize license usage, control costs, and make data-driven decisions to fuel the success of your business in today’s technology-driven world.

With proper software license management, businesses can focus on what matters most: growth, innovation, and staying ahead of the competition.

Contact us today to get started: +1 800 342 9388 If you have any questions about using Cubes, please don’t hesitate to ask!

Software Licensing Costs

August 15, 2023November 9, 2023 Michelle

Software licensing is a critical part of any IT environment. But it can also be a major expense. However, many businesses are left scratching their heads when it comes to software licensing costs.

With so many different licensing options available, it can be tough to know which one is best for your business and how to spend less without reducing efficiency. In this article, we’ll take a closer look at how software licensing fees work, factors that can affect the price, and how you can save money without sacrificing the software you need.

Are you tired of wasting money on software licenses you don’t need?

Cubes Software License Management (SLM) solution is what you need. Cubes is a powerful and easy-to-use SLM solution that can help you track your software usage, perform automated audits and optimize your license costs.

Try Cubes today and start saving money on your software licenses!

Enjoy centralized access and management of your software licenses.
Get accurate and up-to-date information on your software usage.
Identify unused or underused license usage.
Negotiate better deals with software vendors.
Renew license subscriptions with ease.
Stay compliant with software licensing terms.
Save time and money.

Get your demo today!

What Exactly is a Software License?

A software license is a legal agreement that grants you the right to access, use, and possess a software. It outlines the terms and conditions for the software’s usage and defines the scope of the rights granted to the user. The terms of the license will vary depending on the software vendor, but they typically include the number of users who can use the software, the number of devices on which the software can be installed, and the duration of the license.

Software licenses come in various forms, and understanding them is crucial for making informed decisions that can optimize costs.

What are Software Licensing Fees?

Software licensing fees represent the financial costs associated with obtaining a software license. Like the licenses, the fees also vary significantly based on factors such as the type of license, how many licenses, the number of users or devices covered, and the specific applications included.

Types of Software Licensing Models

There are a number of different software licensing models, each with its own advantages and disadvantages. The most common types of software licensing models include:

1. Concurrent Licensing

Concurrent licensing allows a specified number of users to access the software simultaneously. It offers flexibility for businesses with a varying number of users at any given time.

2. Metered/Usage-Based Licensing

Metered licensing operates on a pay-as-you-go basis, where fees are based on actual usage data. This model is ideal for businesses with fluctuating software needs.

3. Perpetual Licensing

Perpetual licensing grants users indefinite access to the software after a one-time purchase. It is a common model for enterprise software usage.

4. Floating Licensing

Floating licensing permits users to share licenses across devices or users, promoting cost efficiency and flexibility.

5. Subscription-Based Licensing

Subscription licenses involve paying regular fees for access to the software over a specific period. It provides the advantage of continuous updates and support.

6. Token-Based Licensing

Token-based licensing assigns a value (tokens) to different software features, and users spend tokens based on the features they access.

These are the major types of software licenses, and their fees model varies accordingly.

Factors that Can Affect Software Licensing Costs

You spend the current amount you do on software licenses as a result of certain determining factors mentioned below:

The Software Vendor: The choice of software vendor plays a crucial role in determining licensing costs. Different vendors often employ unique pricing structures, making comparing and contrasting their offerings essential. Some vendors might offer flexible subscription models, while others may follow a one-time payment approach. Additionally, the reputation, support, and updates of the vendor can impact the license’s overall value.
The Number of Users: The number of users requiring software access directly affects licensing costs. Vendors often offer tiered pricing based on the number of users. You must carefully assess your current and future user requirements to choose the most cost-effective plan. Scaling up the number of users may incur additional expenses, so it’s crucial to factor in potential growth when deciding on a license type.
The Number of Devices: When software needs to be used across multiple devices, the licensing costs may increase accordingly. Some vendors offer per-device licensing, while others may have a device-independent model. Depending on your organization’s setup and the degree of mobility required, selecting the right licensing scheme can significantly affect cost optimization.
The Software Applications You Use: Software suites often consist of various applications with differing levels of complexity and functionality. The licensing fees can vary based on the specific applications you need to access. High-end applications with advanced features may come with higher costs, while basic packages might be more affordable.

With this knowledge, you can devise a tailored licensing strategy that not only fits your budget but also maximizes the value and efficiency of your software investments.

How to Reduce Software Licensing Costs

While reducing license costs is essential, it actually requires a thoughtful approach and proactive strategies. Here are some effective tips to optimize licensing expenses:

1. Evaluate Software Usage

Analyzing software usage data can reveal insights into which licenses are essential and which can be scaled back or discontinued.

2. Consolidate Your Licenses

Consolidating licenses and opting for enterprise-wide agreements can lead to cost savings.

3. Negotiate Better Deals with Vendors

Negotiating with software vendors can result in more favorable licensing terms and conditions.

4. Use Open Source Software

Leveraging open-source software can reduce licensing costs significantly.

5. Invest in Training

Training employees to make the most of software features can improve efficiency and reduce the need for additional licenses.

The Risks of Not Effectively Managing Your Software Licensing Costs

Mismanagement of software licenses can have severe repercussions. Here are some of the risks:

1. Non-Compliance

Software vendors typically have strict licensing terms and conditions. If an organization does not comply with these terms, it could face legal action from the vendor. This could result in hefty fines, as well as damage to the organization’s reputation.

2. Production and Supply Disruptions

Inadequate licensing can disrupt critical business processes and lead to operational inefficiencies. For example, if an organization does not have enough licenses for a particular software application, employees may not be able to access the application when they need it. This could lead to production delays, missed customer deadlines, and other problems.

3. Financial Penalties

Mismanaging licenses can result in unexpected costs, impacting the organization’s budget. For example, an organization may overpay for licenses if it does not have a good understanding of its software usage. Or, it may be underpaying for licenses if it is not tracking its usage accurately.

4. Security Vulnerabilities

Using unlicensed or outdated software can expose an organization to security threats as there will be no software support from the software developers. This is because unlicensed software may not have been properly patched, which could leave it vulnerable to attack. Outdated software tools may also contain known security vulnerabilities that have not been fixed.

The Best Way to Manage Software Licensing Costs

To effectively manage software licensing costs, implementing a Software License Management (SLM) solution is crucial. Cubes offers a top-tier SLM solution that empowers businesses to take control of their software licensing processes.

Choose Cubes Software License Management (SLM) Solution

Do you want to save cost by automating your software license management? Then you need to choose Cubes Software License Management (SLM) solution.

Cubes is a powerful and intuitive SLM solution that can help you track your software usage and optimize cost, ensure compliance, and help you avoid issues.

With Cubes, you can:

Get accurate and up-to-date information on your software usage.
Save time and money on purchased licenses.
Identify unused licenses and consolidate them into a single license.
Negotiate better deals with software vendors.
Constant license compliance with software licensing terms.

So what are you waiting for?

Request a demo today and start saving money on your software licenses!

Why You Should Choose Cubes

Cubes stands out for its user-friendly interface, powerful analytics, and exceptional customer support. It is the perfect ally for businesses seeking to achieve cost-efficient and compliant software licensing. With Cubes, you have nothing to worry about as it is:

Accurate and reliable.
Smooth software license optimization.
Easy to use.
Cost-effective.
Secure.
Scalable.

Get started today!

Frequently Asked Questions

Q: How can software audits impact licensing costs?

A: Software audits can reveal non-compliance, leading to penalties and increased licensing fees.

Q: What steps should businesses take to prepare for a software audit?

A: Conduct regular internal audits, maintain accurate records, and implement a robust SLM solution.

Q: What should be considered when negotiating licensing deals?

A: You should focus on long-term agreements, scalability, and flexible terms.

Q: How can open-source software benefit businesses?

A: Open-source software is often free software ownership, reducing licensing costs and promoting customization.

Final Thoughts

Taking charge of software licensing costs is a strategic move that propels businesses toward a more successful future in the digital age. Optimizing software costs is not just about budget management; it’s about unlocking the full potential of technology for your organization. By evaluating usage and implementing the right SLM solution like Cubes, your organization can achieve cost-efficiency, compliance, and increased productivity.

Get your DEMO today to test the power and efficiency of CUBES!

What is Software License Management?

August 15, 2023November 7, 2023 Michelle

Do you know how many software licenses your business has? Do you know how many of those licenses are actually being used? If you don’t, you’re not alone. Many businesses struggle to keep track of their software licenses.

However, this can be a problem with a number of avoidable consequences. It is, therefore, important for organizations relying on multiple software to run their daily operations to have an effective software license management solution.

In this article, we will discuss Software License Management (SLM), its significance, and how it can help your business.

Are you looking for a software license management solution that is secure, scalable, and affordable?

If so, then CUBES is the perfect solution for you. Cubes is a cloud-based solution that is easy to use and manage, even for businesses with complex software licensing requirements. It is also scalable and affordable, so you can easily add or remove licenses as your needs change.

Here are some of the benefits of using CUBES:

Feature-rich: Cubes offers a wide range of features to help businesses manage their software licenses.
Secure: Your business data is always secured.
Constant license tracking: Cubes tracks your software licenses in real time, so you always know how many licenses you have and where they are being used.
In-app license renewal: You never have to worry about missing a renewal deadline, as Cubes allow you to renew your software licenses directly from within the CUBES platform.
Automated reporting: You can easily generate automated reports with a few clicks and get a detailed overview of your software license usage.
Scalable: Cubes can be scaled to meet the needs of businesses of all sizes.
Affordable: Cubes is a cost-effective solution that can save businesses money on software licenses.
Easy to use: Cubes is a cloud-based solution that is easy to use and manage.

With Cubes, you will save costs and optimize your software license usage. Request a demo today!

What is Software Licensing?

Before we get into the realm of software license management, it’s essential to understand what software licensing entails. Software licensing is a legal agreement between the software vendor and the end user (you or your organization), granting the user-specific rights to use the software in accordance with the terms and conditions outlined in the End User License Agreement (EULA). These licenses define the scope, duration, and number of users authorized to use the software, safeguarding the rights of both the software creators and the end users.

Types of Software Licenses

Software licenses come in various forms, each tailored to address specific needs and use cases. They are broadly classified into these:

1. Proprietary Licenses

This is also known as a closed-source license, and it offers exclusive ownership and control to the software vendor. In this model, the software’s source code is kept confidential and not accessible to end-users, and the vendor retains all rights to distribute, modify, and restrict usage according to the terms specified in the End User License Agreement (EULA).

Proprietary software licenses often come with comprehensive customer support and regular updates, ensuring a reliable and polished user experience.

2. Free and Open-Source Software (FOSS)

Free and Open-Source Software (FOSS) stands as a symbol of the collaborative and communal nature of the software development community. In stark contrast to proprietary licenses, FOSS grants users the freedom to view, modify, and distribute the software’s source code freely.

FOSS adheres to licenses such as the GNU General Public License (GPL), which ensures that the software remains open-source even when redistributed or modified. This fosters an ecosystem where developers across the globe contribute to the software’s improvement, making it more secure, efficient, and feature-rich over time.

What is Software License Management?

Software License Management (SLM) refers to the processes, tools, and strategies used by businesses to monitor, control, and optimize the acquisition, deployment, and usage of software licenses. It ensures that organizations are compliant with license agreements, avoid legal risks associated with unlicensed software, and make cost-effective decisions regarding software investments.

It is a must-have for every business organization which relies on software usage, as it improves efficiency and makes the entire process seamless.

Features of Software License Management

Effective Software License Management incorporates several essential features to streamline the process and enhance outcomes. Generally, they should feature the following:

1. Centralized License Repository

The Centralized License Repository is a pivotal component of a high-quality Software License Manager, offering a unified platform to house all license-related information. By consolidating data in one location, you can easily access, update, and manage licenses, streamlining workflows and reducing administrative overhead.

2. License Tracking and Reporting

Real-time License Tracking and Reporting are indispensable features that empower organizations to monitor license usage and compliance status in real-time.

Through continuous monitoring, you gain valuable insights into software deployment and utilization patterns, ensuring compliance with licensing terms and avoiding potential violations. This facilitates data-driven decision-making, enabling proactive management of licenses and optimizing licensing costs.

3. Automated License Renewals

Automated License Renewals serve as a proactive mechanism to prevent license lapses and disruptions in software services. These features automatically notify you about upcoming license expirations, allowing sufficient time for renewal procedures. This feature streamlines the renewal process and helps you avoid inadvertent license expiration.

4. Integration with IT Asset Management (ITAM)

The integration of Software License Management with IT Asset Management (ITAM) delivers a comprehensive view of your organization’s software and hardware resources. This integration streamlines audits, facilitates compliance checks, and supports optimization efforts by identifying redundant or unutilized licenses, ultimately maximizing cost-effectiveness.

The Benefits of Software License Management

Software License Management offers numerous advantages that can significantly impact your organization’s operational efficiency:

1. Reduce Costs

Effective SLM helps businesses eliminate unnecessary licenses, optimize usage, and negotiate better license agreements, resulting in substantial cost savings.

2. Improve Software License Compliance

By monitoring and enforcing compliance, SLM reduces the risk of legal penalties arising from non-compliance with software licensing agreements.

Why Your Business Needs to Prioritize Software License Compliance

You must prioritize using software licenses in accordance with the terms of the license agreement. It benefits you in the following ways:

Legal Obligation: Staying compliant with software licenses is a legal requirement to avoid potential lawsuits, fines, or reputational damage resulting from non-compliance.
Vendor Trust: Demonstrating commitment to license compliance builds trust with software vendors, leading to stronger relationships and potential benefits like discounts and improved customer support.
Positive Reputation: Operating with a reputation for integrity and ethical practices enhances your business’s image among clients, partners, and stakeholders, promoting brand loyalty and attracting new opportunities.
Risk Mitigation: Compliance reduces the risk of unexpected disruptions caused by license violations, ensuring uninterrupted access to critical software and preventing potential operational setbacks.
Security and Updates: Compliant businesses receive timely software updates and security patches, protecting their systems from vulnerabilities and cyber threats and enhancing overall data security.

With a good software license management system, you won’t have to worry about compliance issues.

3. Comprehensive Visibility and Management

SLM provides organizations with a clear overview of their software assets, facilitating strategic decision-making.

4. Automate Tasks

Automation streamlines SLM processes, saving time and reducing human errors in license management tasks.

5. Improve Software Management Efficiency

SLM enables businesses to manage licenses more efficiently, avoiding over-purchasing and minimizing the risk of audits.

6. Continuous Tracking and Risk Reduction

Ongoing monitoring of software usage helps identify potential compliance issues, minimizing the risk of unlicensed software usage.

How to Choose a Software License Management Solution

The right Software License Management Solution can be a game-changer, simplifying the entire process and unlocking a treasure trove of benefits for your organization. Here are some tips to help you choose the right one:

Consider your budget: SLM solutions can range in price from a few hundred dollars to several thousand dollars per year.
Choose simplicity: Find a solution that simplifies the complexities of different license types, ensuring you understand the terms and conditions as well as usage.
Scalability potential: Choose a solution that can grow alongside your business, accommodating new software additions and expanding licensing needs for your business.
User-Friendly Interface: You won’t have to hire a team of IT specialists to manage software licenses when you choose an intuitive one.
Centralized dashboard: Choose a solution that offers a clear view of your software assets, including expiration dates, and usage details, all from a single dashboard.
Smooth Integration: Choose a solution that seamlessly integrates with your current IT infrastructure.
Great customer support: There are times when you will need customer support from the platform managing software licenses, so it is important you know they’ll be there when you need them.
Secure framework: Ensure that the chosen SLM solution prioritizes data security to guarantee your safety from potential cyber threats.

Dangers of Not Keeping Up with Software License Management

Failure to implement proper Software License Management can lead to various adverse consequences for businesses:

Legal and Financial Risks: Non-compliance with license agreements can result in costly fines and legal disputes.
Wasted Resources: Improperly managed licenses can lead to unnecessary expenses on redundant software.
Reputational Damage: Being associated with unlicensed software can harm a company’s reputation.
Security Vulnerabilities: Unlicensed software may lack essential updates and security patches.

Common Mistakes in Software License Management to Avoid

For a smooth business operation and software usage all year round, here are common mistakes you must avoid:

Ignoring License Terms: Not paying attention to the terms and conditions of software licenses can lead to unintentional violations, resulting in legal and financial consequences.
Overlooking License Renewals: Forgetting to renew licenses on time may cause disruptions in software services, leading to productivity and operational disturbances.
Not Tracking Usage: Failing to monitor software usage may result in over-licensing, spending money on underutilized or unused licenses.
Inadequate Record-Keeping: Poor documentation of license information can make it challenging to keep track of licenses, leading to inefficiencies and potential compliance gaps.
Mixing Licenses: Combining licenses from different vendors or products without proper understanding can lead to violations and licensing conflicts.
Skipping Software Audits: Avoiding software audits may result in non-compliance discovery when it’s too late.
Neglecting License Optimization: Not optimizing license usage can result in unnecessary expenses, as businesses might be paying for more licenses than they need.
Not using a software license management solution. A good SLM solution can help you track your licenses, enforce your policies, and ensure that you are in compliance.

Avoiding these mistakes and adopting a proactive approach to Software License Management will help you save costs, stay compliant, and ensure smooth software operations.

Get Started With Software License Management Tools Today

To streamline the Software License Management process for your business, you should leverage specialized Software License Management tools. These tools offer features like automated license tracking, compliance monitoring, and comprehensive reporting to optimize software usage and minimize risks.

For the best performance, intuitive dashboard and smooth operation, choose CUBES Software License Management Solution today!

Why You Should Choose CUBES

CUBES is a leading Software License Management tool that offers several advantages, including:

Centralized software assets management for easy access and organization.
Real-time tracking and automated reporting to ensure license compliance.
Reliable notifications on expiring licenses.
Inapp license subscription renewals.
License optimization for cost-effective decisions and much more!

Request a demo today to see the simplicity and excellence of Cubes!

Frequently Asked Questions

Q: What is Software License Management?

A: Software License Management is the process of monitoring, controlling, and optimizing the acquisition, deployment, and usage of software licenses to ensure compliance and cost-effectiveness.

Q: Why should my business invest in Software License Compliance?

A: Software License Compliance builds trust with vendors, protects your business from legal risks, and ensures a positive reputation.

Q: What is the difference between software license management and software asset management?

A: Software license management is the process of tracking, managing, and optimizing the use of software licenses in an organization. Software asset management (SAM) is a broader term that encompasses software license management, as well as the management of other software assets, such as software applications, software documentation, and software training.

Q: How often should I review my software license management?

A: The frequency with which you should review your software license management depends on the size and complexity of your organization. However, it is a good idea to review your software license management at least once a year.

Q: What are the consequences of poor software license management?

A: The consequences of poor software license management can be significant. These consequences can include: Overpaying for software; Non-compliance with license agreements; Security risks, and Increased IT costs.

Final Thoughts

Proper Software License Management is crucial for businesses to optimize software usage and reduce costs. By implementing a software license management solution, your organization can gain a clear understanding of their software licenses, track software usage, and optimize the use of their licenses. This can lead to significant cost savings and improved compliance.

If you are looking for a software license management solution, CUBES is a great option. CUBES is a cloud-based solution that is easy to use and affordable. It offers a wide range of features for easy and secure usage.

If you are not sure whether CUBES is the right solution for your organization, you can sign up for a DEMO to test out all of the features of CUBES and see how it can help you to manage your software licenses.

We hope this article has helped you to understand the importance of software license management. If you have any questions, please call our sales team: +1 800 342 9388

The Difference Between AMS (Asset Management Software) and SAM (Software Asset Management)?

July 26, 2023August 7, 2023 Michelle

Asset management software, is a tool designed to help businesses and organizations track and manage their physical and digital assets throughout their lifecycle. These assets can include tangible items such as computers, office equipment, machinery, vehicles, and furniture, as well as intangible assets like software licenses, patents, and warranties.

The primary functions of Asset Management Software typically include:

Asset tracking:

The software allows users to create a centralized database of all assets, including relevant information such as serial numbers, purchase dates, warranty details, and location. This tracking capability ensures that assets can be easily located and identified.

Asset lifecycle management:

It helps manage assets from acquisition to disposal. Users can track asset depreciation, maintenance schedules, and assess when an asset is due for replacement or retirement.

Maintenance scheduling:

The software enables users to schedule and track maintenance tasks for assets. Regular maintenance can extend an asset’s lifespan, prevent breakdowns, and reduce downtime.

Procurement management:

It assists in the procurement process by providing insights into which assets are needed, their costs, and supplier information.

Risk and compliance management:

Asset management software can aid in ensuring that assets adhere to regulatory and compliance requirements, especially for industries with specific guidelines.

Reporting and analytics:

It generates reports and provides analytics to offer insights into asset utilization, depreciation, maintenance costs, and other crucial metrics for making informed decisions.

Integration and automation:

Many asset management systems integrate with other business software like accounting, ERP, or CMMS (Computerized Maintenance Management System) to streamline processes and reduce manual data entry.

Overall, asset management software (AMS) plays a vital role in optimizing asset utilization, reducing downtime, controlling costs, and improving operational efficiency for businesses and organizations of all sizes.

What is Software Asset Management (SAM)?

Software Asset Management, or SAM, refers to the comprehensive process of strategically managing an organization’s software assets throughout their entire lifecycle. This involves acquiring, deploying, tracking, maintaining, and disposing of software licenses efficiently. The primary goal of SAM is to ensure that an organization’s software assets are optimized, compliant with licensing agreements, and aligned with business needs.

Key Components of SAM:

Reporting and Analytics:

SAM generates valuable reports and analytics, offering insights into software usage, license compliance, cost optimization, and future planning.

Inventory and Discovery:

The first step in SAM involves creating an accurate and up-to-date inventory of all software assets across the organization. This includes installed applications, licenses, versions, and related hardware.

License Management:

SAM entails tracking software licenses and ensuring compliance with vendor agreements. By carefully monitoring license usage, organizations can avoid unnecessary costs, potential legal issues, and penalties.

Software Usage Monitoring:

SAM tools enable organizations to monitor how employees use software applications. This data helps identify underused or unused licenses and provides insights to optimize license allocation.

Contract Management:

SAM involves maintaining a centralized repository of all software-related contracts and agreements. This allows organizations to keep track of renewal dates, terms, and conditions, reducing the risk of non-compliance.

Security and Patch Management:

Keeping software up-to-date with the latest security patches is crucial for protecting against potential vulnerabilities and cyber threats. SAM plays a vital role in ensuring timely updates and maintenance.

Difference between AMS and SAM:

Asset Management System (AMS) and Software Asset Management (SAM) are often used interchangeably, leading to confusion. However, they are distinct concepts with different focuses:

Scope of Assets Managed:

AMS covers a broader range of assets, including physical assets such as hardware, equipment, and furniture. It extends beyond software to encompass the management of tangible and intangible assets in an organization.

On the other hand, SAM is specifically dedicated to managing software assets, including applications, licenses, and related documentation.

Complexity and Granularity:

AMS tends to be more complex and diverse since it handles various asset types, each with its unique attributes, lifecycles, and tracking methods.

SAM, while focused on software assets, dives deeper into complexities such as license compliance, version control, usage monitoring, and vendor-specific requirements.

Regulatory Compliance:

Both AMS and SAM involve compliance management, but SAM places a particular emphasis on software licensing agreements, which can have legal implications if not properly managed.

Software Asset Management (SAM) plays a critical role in helping organizations effectively manage their software assets. It ensures optimal usage, compliance, and cost-efficiency, while reducing the risks associated with software audits and non-compliance penalties. While similar in some aspects, Asset Management System (AMS) and SAM are not synonymous. AMS handles a broader range of physical and intangible assets, whereas SAM is dedicated solely to the management of software assets. Understanding the differences between these two concepts is essential for organizations seeking to implement robust asset management practices and achieve operational excellence in today’s digital era.

Tangent has created a software asset management solution named Cubes.

A software asset management solution, or SAM, focuses strictly on managing digital software. SAM solutions are essential for organizations to assist in reducing spending, efficiently keep track of subscriptions, and easily capture software spending and utilization.

10 Reasons to Use a Software Asset Management (SAM) solution:

Comprehensive Asset Tracking: An effective SAM solution should offer robust asset tracking capabilities, allowing you to keep track of software assets throughout their lifecycle. This includes details like license information, versions, installations, and usage.
License Compliance and Optimization: A good SAM solution helps you maintain compliance with software licenses and ensures you are using software within the terms of your agreements. It can also help optimize license usage to minimize costs and avoid unnecessary purchases.
Cost Savings: By identifying underutilized licenses or software, a SAM solution can help you optimize your software spending and avoid unnecessary renewals or purchases.
Risk Mitigation: SAM solutions aid in identifying and mitigating potential security risks by ensuring all software is up-to-date with security patches and updates, reducing the chances of vulnerabilities.
Automation and Efficiency: SAM software streamlines manual processes, automates routine tasks like license renewals, and provides real-time insights through dashboards and reports, saving time and effort for IT teams.
Centralized Management: A good SAM solution offers centralized visibility and control over software assets, making it easier to manage licenses, updates, and compliance across the organization.
Integration Capabilities: Integration with other IT management systems like ITSM (IT Service Management) tools or CMDB (Configuration Management Database) allows for a more cohesive IT environment.
Scalability: The SAM solution should be scalable to accommodate the growing needs of your organization as it expands.
Vendor and Contract Management: Effective SAM solutions can help track vendor information, software contracts, and renewal dates, ensuring that you stay on top of license agreements.
Audit Preparation: When facing software audits from software vendors, a SAM solution can provide accurate and up-to-date data, simplifying the audit process and minimizing compliance risks.

Before selecting any SAM solution, it is essential to conduct thorough research, evaluate different options, and consider the specific needs and size of your organization.

We are happy to help you determine if Cubes is right for you, give us a call!: +1 800 342 9388

License Management Software for Effective Software Asset Management

May 29, 2023June 19, 2023 Admin

Software asset management (SAM) is a critical practice for businesses of all sizes. It involves managing and optimizing software assets to ensure compliance, reduce costs, and enhance operational efficiency. However, manual license tracking and compliance can be complex and time-consuming, leading to significant challenges for organizations. This is where license management software comes into play, providing a comprehensive solution to automate and streamline the license management process. In this blog, we will explore the importance of license management software and its benefits in achieving effective software asset management.

Challenges of Manual License Tracking and Compliance: Managing software licenses manually poses several challenges. It requires constant monitoring of licenses, spreadsheets, and documentation, making it prone to human error and inefficiency. Tracking license usage, maintaining compliance, and responding to audits become overwhelming tasks that divert valuable resources from core business operations. Organizations often struggle to accurately account for licenses, leading to overspending on unnecessary licenses or facing penalties for non-compliance.

Automating License Tracking and Management: License management software offers a robust solution to automate and streamline license tracking and management processes. By centralizing license data, it provides real-time visibility into license usage, entitlements, and compliance status. It eliminates manual data entry and spreadsheet management, reducing the risk of errors and increasing operational efficiency. License management software integrates with various software systems and automatically captures license usage data, simplifying the process of monitoring license allocations and ensuring compliance.

Benefits of Using License Management Software:

Cost Savings: License management software enables organizations to optimize their license usage, identifying underutilized licenses and reallocating them where needed. By avoiding unnecessary license purchases and maximizing license utilization, businesses can achieve significant cost savings.
License Optimization: With license management software, organizations gain insights into license usage patterns, enabling them to make informed decisions regarding license procurement and renewal. By identifying opportunities for consolidation or adopting more cost-effective licensing models, businesses can optimize their license investments.
Compliance Assurance: License management software automates compliance monitoring and reporting, ensuring organizations stay in adherence to license agreements and regulatory requirements. It provides alerts and notifications for license expirations, enabling proactive action to avoid compliance risks and penalties.
Reduced Risk of Audits: License management software provides accurate and up-to-date license records, making audits smoother and less time-consuming. It eliminates the anxiety of audits by providing comprehensive license reports, usage histories, and compliance documentation.

Key Features to Look for in License Management Software: When selecting license management software, consider the following key features:

License tracking and monitoring
Centralized license repository
License usage analysis and optimization
Reporting and analytics capabilities
Contract management and renewal tracking
Compliance management and notifications
Integration with existing systems, such as software inventory tools and IT service management platforms.

License management software plays a pivotal role in effective software asset management.

By automating license tracking, optimizing license usage, ensuring compliance, and reducing audit risks, it helps organizations save costs, increase operational efficiency, and maintain software license compliance. As businesses strive to streamline their operations and maximize their investments, implementing robust license management software becomes an essential step towards achieving comprehensive software asset management.

Visit: Cubes to learn about our license management software.

Manage Your Company’s Software and Subscriptions from One Place: Cubes, License Manager

March 15, 2023April 19, 2023 Michelle

Keep track of your company’s software and subscriptions with Cubes, the comprehensive software license manager. Streamline your operations with ease!

As a business owner or IT administrator, you know how difficult it can be to keep track of all the software and subscriptions your company uses. From licenses to renewals, it can quickly become overwhelming. That’s where Cubes comes in – a comprehensive software license manager that helps you manage all your company’s software and subscriptions in one place. In this article, we’ll explore the benefits of using Cubes and how it can streamline your operations.

What is a Software License Manager?

A software license manager is a tool that helps businesses manage their software licenses and subscriptions. It allows you to keep track of all the licenses and subscriptions you have, when they expire, and when you need to renew them. A license manager can help you save time and money by ensuring you’re not paying for licenses you don’t need and by avoiding penalties for using expired licenses.

What is Cubes?

Cubes is a comprehensive software license manager that can help your business manage all your software licenses and subscriptions in one place. It provides a centralized dashboard where you can view all your licenses and subscriptions, including their status, expiration dates, and renewal information. Cubes also provides detailed reports on license usage, which can help you optimize your software spend and avoid unnecessary costs.

How Cubes Can Benefit Your Business

Centralized Management

One of the biggest benefits of using Cubes is that it provides centralized management of all your software licenses and subscriptions. You no longer have to search through different systems or spreadsheets to find the information you need. Cubes provides a single dashboard where you can view all your licenses and subscriptions, making it easy to manage and track them.

Automated Renewals

Cubes can also help you automate the renewal process for your licenses and subscriptions. It sends you reminders when a license or subscription is about to expire, and it can even automatically renew them for you if you choose. This helps you avoid any gaps in your software coverage and ensures that your business is always up to date with the latest software.

Detailed Reporting

Cubes provides detailed reporting on license usage, which can help you optimize your software spend. It shows you which licenses are being used the most and which ones are not being used at all. This can help you make informed decisions about which licenses to renew or cancel, saving you money in the process.

Cost Savings

Using Cubes can help your business save money by ensuring you’re not paying for licenses you don’t need and by avoiding penalties for using expired licenses. It also helps you optimize your software spend by identifying which licenses are being underutilized and which ones can be canceled or downgraded.

How to Get Started with Our License Manager, Cubes

Getting started with Cubes is easy. Simply sign up for an account, and you can start adding your licenses and subscriptions right away. Cubes also offers a free trial, so you can test it out and see if it’s right for your business before you commit. Visit: https://softwarelicensemanagement.tangent.com/solutions/workplace-solutions/cubes

Managing software licenses and subscriptions can be a challenging task for any business, but it doesn’t have to be. Cubes provides a comprehensive software license manager that can help you manage all your licenses and subscriptions in one place. With centralized management, automated renewals, detailed reporting, and cost savings, Cubes is a must-have tool for any business that wants to streamline its operations and optimize its software spend.

Stay on Top of All Your Subscription Payments with a Software License Manager

March 15, 2023March 15, 2023 Michelle

A software license manager helps you manage your subscription payments and stay on top of all your licenses. Learn more about this tool and its benefits.

As businesses and individuals increasingly rely on software for their daily operations, managing software licenses and subscription payments can become a tedious and time-consuming task. Failure to manage licenses properly can result in overspending, compliance issues, and even legal action. That’s where a software license manager comes in. In this article, we will discuss what a software license manager is, how it works, and its benefits.

What is a Software License Manager?

A software license manager is a tool that helps individuals and organizations manage software licenses and subscriptions. It enables users to monitor, track, and control the licenses and subscriptions they have acquired. With a software license manager, users can determine the number of licenses they own, how they are being used, and when they are due for renewal.

How Does a Software License Manager Work?

A software license manager works by centralizing the management of software licenses and subscriptions. It collects license information from various sources, such as purchase orders, invoices, and contracts, and stores it in a centralized database. Users can access this information through a user interface that provides them with a clear overview of their licenses, including license expiration dates, usage, and renewal costs.

Stay on top of All Your Subscription Payments

A software license manager helps users stay on top of their subscription payments by providing a clear overview of all their licenses and when they are due for renewal. Users can set up notifications and alerts for upcoming renewals, ensuring that they do not miss any payments. By automating the license renewal process, a software license manager removes the need for manual tracking, reducing the risk of missed payments and potential license expiration. This enables users to manage their subscription payments more efficiently, freeing up time for other important tasks. With a software license manager, users can rest assured that they are always up to date with their subscription payments, minimizing the risk of non-compliance and legal issues.

Benefits of Using a Software License Manager

Cost Savings: A software license manager can help users save money by preventing overspending on software licenses and subscriptions. By tracking license usage, users can identify licenses that are not being used and revoke them, eliminating unnecessary costs.
Compliance: Compliance with software licensing agreements is crucial, as non-compliance can lead to legal action and hefty fines. A software license manager ensures that users are aware of their licensing agreements and are using software within the agreed terms.
Better Resource Management: By providing users with an overview of their licenses, a software license manager enables them to allocate resources more effectively. Users can determine which licenses are being used most frequently and allocate resources accordingly.
Improved Efficiency: Manually tracking licenses and subscriptions can be a time-consuming task. A software license manager automates this process, freeing up time for more important tasks.

Choosing the Right Software License Manager

When choosing a software license manager, users should consider the following factors:

Compatibility: The software license manager should be compatible with the software and applications being used.
Scalability: The software license manager should be scalable to accommodate future growth.
User Interface: The user interface should be user-friendly and easy to navigate.
Support: The software license manager should have reliable customer support to address any issues that may arise.

Conclusion

Managing software licenses and subscriptions is an essential task for businesses and individuals. A software license manager can help streamline this process, providing users with an overview of their licenses and enabling them to manage them effectively. By preventing overspending, ensuring compliance, and improving resource management and efficiency, a software license manager is an invaluable tool for any organization or individual that relies on software. When choosing a software license manager, users should consider compatibility, scalability, user interface, and support to ensure they select the right tool for their needs.

Cut Business Expenses with a Software License Manager

March 15, 2023April 19, 2023 Michelle

Discover how a software license manager can help your business save money and optimize your software usage. Learn more about its benefits here.

What is a Software License Manager?

A software license manage r is a tool that helps businesses track and manage their software licenses. It provides an efficient way of managing licenses and helps businesses stay compliant with licensing regulations.

How Does a Software License Manager Help Cut Business Expenses?

By using a software license manager, businesses can cut their expenses in various ways. Here are some of the benefits of using a software license manager:

Avoid Overbuying Licenses: One of the most significant benefits of using a software license manager is that it helps businesses avoid overbuying licenses. It provides real-time information on license usage, allowing businesses to see which licenses are being used and which ones are not. This information helps businesses make informed decisions about purchasing new licenses, reducing unnecessary expenses.

Eliminate Manual Tracking: Manual tracking of software licenses is time-consuming and error-prone. A software license manager eliminates the need for manual tracking, reducing the risk of errors and saving time. This helps businesses avoid costly penalties for non-compliance with licensing regulations.

Reduce Audit Costs: A software license manager provides businesses with accurate information on software usage, making it easier to prepare for software license audits. This reduces the risk of non-compliance and lowers the costs associated with audits.

Optimize Software Usage: By providing real-time information on software usage, a software license manager helps businesses optimize their software usage. It helps businesses identify which licenses are underutilized, allowing them to reassign licenses to where they are needed. This helps businesses avoid unnecessary expenses while ensuring that they have the right licenses for their needs.

What Features Should You Look for in a Software License Manager?

When choosing a software license manager, there are several features that businesses should look for:

Automated Tracking: The software license manager should provide automated tracking of software licenses, eliminating the need for manual tracking.

Real-Time Reporting: The software license manager should provide real-time reporting on license usage, making it easy to identify underutilized licenses.

License Optimization: The software license manager should provide license optimization features, allowing businesses to reassign licenses to where they are needed.

License Compliance: The software license manager should help businesses stay compliant with licensing regulations, reducing the risk of costly penalties.

A software license manager is an essential tool for businesses that want to cut their expenses and optimize their software usage. By providing real-time information on license usage, eliminating manual tracking, and helping businesses stay compliant with licensing regulations, a software license manager can help businesses save money and improve their operations. When choosing a software license manager, businesses should look for features such as automated tracking, real-time reporting, license optimization, and license compliance.

Request a free demo: https://softwarelicensemanagement.tangent.com/solutions/workplace-solutions/cubes

The Difference between a Subscription Manager and a Full Software License Manager

March 15, 2023March 15, 2023 Michelle

Do you know what truly sets a software license manager apart from a subscription manager?”

A software license manager and a subscription manager may seem like similar entities, but in reality, they serve distinct purposes. A quote from Michael Feiner, a renowned management expert, puts it perfectly:

“Good managers know how to delegate; great managers know when to delegate.”

The same applies to software license and subscription managers – understanding the difference between them can make the difference between effective software management and costly software chaos.

So, what is a software license manager? Simply put, it is a tool that helps organizations manage and track the use of software licenses they have purchased. It ensures that only the authorized number of users can access the software and that the licenses are used in compliance with the terms and conditions set by the software vendor.

On the other hand, a subscription manager is a tool that helps organizations manage their software subscriptions. It allows organizations to keep track of the subscriptions they have taken and their renewal dates, as well as manage the subscription costs effectively.

Difference between a software license manager and a subscription manager

The difference between a software license manager and a subscription manager lies in their focus. While a software license manager focuses on the use of the licenses, a subscription manager focuses on the management of the subscriptions. A software license manager ensures that the licenses are used within the bounds set by the vendor, while a subscription manager ensures that the subscriptions are managed efficiently and cost-effectively.

The role of a software license manager is to monitor and enforce the use of software licenses within an organization. It ensures that only the authorized number of users can access the software and that the licenses are used in compliance with the terms and conditions set by the software vendor. A software license manager also helps organizations track the usage of the licenses, which can be useful in making informed decisions about purchasing additional licenses or upgrading existing ones.

The role of a subscription manager is to manage software subscriptions effectively. It helps organizations keep track of the subscriptions they have taken and their renewal dates, as well as manage the subscription costs effectively. A subscription manager also helps organizations make informed decisions about renewing or cancelling subscriptions based on usage patterns and costs.

Conclusions

In conclusion, a software license manager and a subscription manager serve distinct but complementary purposes. While a software license manager focuses on the use of the licenses, a subscription manager focuses on the management of the subscriptions. Understanding the difference between them can help organizations make informed decisions about software management and avoid costly software chaos.

“Are you ready to take your software management to the next level by understanding the difference between a software license manager and a subscription manager?”

How Big Companies Manage All Their Software Licenses

March 15, 2023March 15, 2023 Michelle

Have you ever stopped to think about the sheer number of software licenses a large company might have to manage? With hundreds, if not thousands of employees, each with their own devices, programs and applications, the task of keeping track of software licenses is a complex one.

According to a recent survey, the average cost of a software license for a large company is around $100 per license. This might not sound like a lot, but with the sheer number of licenses a company might have, this cost quickly adds up. In addition to the cost of acquiring the license, there are also ongoing costs associated with maintaining the license, such as upgrades, support and renewal fees. These costs can run into the millions of dollars each year.

But why is it so important for businesses to keep track of their software licenses?

There are a few key reasons:

Compliance: In order to comply with licensing agreements, a company needs to know exactly how many licenses they have, and for which programs. This information helps to ensure that the company is using software in the way that is permitted by the licensing agreement.

Legal implications: Not keeping track of software licenses can result in legal implications for a company. For example, if a company is found to be using software that they do not have the correct licenses for, they can be sued for copyright infringement.

Audits: Software vendors can conduct audits at any time to check that their software is being used in accordance with the licensing agreement. If a company is found to be using software without the correct licenses, they can be fined, or even have their license revoked.

So, How Do Big Companies Manage All Their Software Licenses?

One solution is to use a software license manager.

A software license manager is a tool that helps companies to keep track of their software licenses. It can help to keep track of the number of licenses a company has, the programs they are licensed for, and when they need to be renewed. It can also help to manage the cost of licenses, by keeping track of how much each license costs, and when it needs to be renewed.

A software license manager can also help to ensure compliance by checking that the company is using software in the way that is permitted by the licensing agreement. It can also help to prevent legal implications by ensuring that the company is using software in accordance with the licensing agreement.

One of the biggest advantages of using a software license manager is that it can help to automate many of the manual tasks associated with managing software licenses. For example, it can help to keep track of when licenses need to be renewed, and send reminders to the relevant departments. This can help to avoid the cost and disruption associated with license renewals.

Closing words

In conclusion, managing software licenses is a complex and time-consuming task, but it is a crucial aspect of running a successful business. By using a software license manager, companies can reduce the cost of managing licenses, ensure compliance with licensing agreements, and avoid the legal implications of not having the correct licenses.

So, the question remains: is your company making the most of software license management tools to stay on top of software licenses?