1.10.1 General procedure for purchasing software
After you purchase software due to increase of employees and new software implementation, register the relevant information in JP1/IT Desktop Management 2 to start the software license management tasks.
To purchase software and start the software license management tasks:
- 1. Purchase software.
-
Review the application for software use from the user to determine whether to purchase the software. If you decide to purchase the software, place an order with the vendor.
- 2. Register software information.
-
When the software is delivered, register the software license information and the managed-software information in JP1/IT Desktop Management 2.
- 3. Check and accept software.
-
Install the new software on the computer for testing where an agent is installed, and then check whether the software functions as expected.
When you install the software, the software information is automatically collected.
- 4. Specify settings for managing the installation status.
-
Based on the collected software information, specify the installed software as a part of the managed-software information. By specifying the installed software, you can view the installation status of the software.
- 5. Lend the software media to the users.
-
After the software functions are verified, lend the software media to the users so that they can install the software on their computers.
- 6. Check the usage status of software licenses.
-
Use JP1/IT Desktop Management 2 to check the usage status of the software licenses.
Now you can start the software license management tasks by using JP1/IT Desktop Management 2.
Related Topics:
- Organization of this subsection
(1) General procedure for purchasing software
When a user needs new software, the user submits an application for using software. You need to confirm that the intended use of the software is appropriate and then determine whether to purchase the software.
- 1. Have the user submit an application for software use.
-
Ask the user to submit the information about the new software and its user as follows:
-
Software name
-
Software version
-
Number of licenses
-
Intended use
-
Department
-
User name
-
Email address
-
Phone number
-
Asset management number of the computer where the software is used
-
- 2. Make a purchase decision.
-
Review the information submitted by the user to determine whether to purchase the software. The following are examples of decision-making criteria:
-
The intended use of the software is appropriate.
-
The number of software licenses required.
-
The purchase amount does not exceed the budget.
- Tip
-
If the software is the one you have purchased before, check the usage status of the software licenses. If there is any surplus software license, use the existing ones first and purchase new software licenses to meet the requirement.
-
If you decide to purchase the software, place an order with the vendor.
Related Topics:
(2) General procedure for registering software information
After you purchase the software, you need to register the managed-software information and the software license information in JP1/IT Desktop Management 2 to start the software license management tasks. By registering the managed-software information and the software license information, you can view the usage status of the software licenses.
If the software is provided with a license contract, you also need to register the contract information associated with the software license information. By registering the details of the software license contract, you can view the terms and conditions of the contract associated with each software license.
- 1. Register the software license information.
-
After you purchase the software, register the software license information in the Software License view of the Assets module, based on the software license certificate.
- Tip
-
By assigning the software licenses to computers, you can identify a computer that has unauthorized software and a software license that is available but unused.
- 2. Register the managed-software information.
-
Register the managed-software information in addition to the software license information.
To register the managed-software information, in the Add Software License dialog box, select (Add New One) for Managed Software Name. At this point, enter only a name in Managed Software Name. Do not specify the installed software associated with the managed-software information. You need to specify that software later.
- 3. Register the contract information.
-
If the software is provided with a license contract, register the contract information of the software license (including purchase conditions and support service) in the Contracts view of the Assets module.
Now you finish registering necessary information. After the registration, check whether the software functions properly.
Related Topics:
(3) Checking and accepting the software
After you register the software information, you need to verify that the software functions properly. For this purpose, install the software on the computer for testing where an agent is already installed.
After you install the software, check whether the software functions properly.
- Tip
-
When you install the software, the software information is collected and displayed in the Software Inventory view of the Inventory module.
(4) Specifying the settings for managing the installation status
If you specify the installed software as a part of the managed-software information, you can view the installation status of the software.
Specify the installed software information collected during the acceptance check procedure by editing the managed-software information in the Managed Software view of the Assets module.
Related Topics:
(5) Lending the software media to the users
When you complete the software registration and the software function verification, lend the software media to the users so that they can install the software on their computers.
- Tip
-
You can also use the distribution function to install the software on the users' computers.
Related Topics:
(6) Checking the usage status of the software licenses
When you complete the registration of the software license information and the managed-software information, you can view the usage status of the software licenses. By checking the usage status of the software licenses, you can make sure that the number of software licenses is optimal and there is no violation or surplus.
You can check the usage status of the software licenses in the Software License Status view of the Assets module. The Software License Status view shows the total number of existing licenses and remaining licenses for each managed software product.
If Remaining License Total shows a positive value, it indicates the number of surplus software licenses.
If it shows a negative value, the software license is violated. In this case, resolve the violation by taking an appropriate action, such as purchasing additional software licenses.