1.10.2 General procedure for utilizing surplus licenses
When you plan to purchase additional licenses of the software currently in use, check whether there is any surplus license before placing an order.
If there is a surplus license, you can efficiently use it by assigning it to the computer for the user who needs the software.
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To check the usage status of the software licenses, you need to register the software license information and the managed-software information in the Assets module.
To utilize the surplus software licenses:
- 1. Check the usage status of software licenses.
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Use JP1/IT Desktop Management 2 to check for any surplus license by viewing the usage status of the software licenses.
- 2. Assign the surplus licenses.
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When there is a surplus software license, assign it to the computer for the user who needs the software.
Also, notify the user to install the software on the user's computer.
Now the software is installed on the computer that you have assigned the license, and the surplus license has been utilized efficiently.
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- Organization of this subsection
(1) 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 Managed Software view of the Assets module. The Managed Software view shows the total number of existing licenses and remaining licenses for each managed software.
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.
(2) General procedure for assigning the surplus licenses
When you recognize that there is a surplus license by checking the usage status of the software license, assign the surplus license to the computer for the user who needs the software so that the surplus license is efficiently utilized.
Also, notify the user to install the software, and then confirm that the software is installed properly when the installation is complete.
- 1. Assign the software license to the computer.
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Assign the surplus license to the computer for the user who needs the software so that the surplus license is efficiently utilized.
- 2. Instruct the user to install the software.
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After you assign the software license, notify the user to install the software.
- 3. Confirm that the software is installed properly.
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To confirm that the software has been installed properly, in the Software License Status view of the Assets module, select the Installed Computers tab.
The Installed Computers tab shows the computers with certain software installed. Confirm that the software has been installed on the computer you have assigned the software license.
Now the software is installed on the computer that you have assigned the license, and the surplus license has been utilized efficiently.
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(3) General procedure for controlling unauthorized use of the software license
If the number of the software licenses is limited, you need to make sure that the software is installed only on the computers with a license. To monitor any unauthorized use of the software, you can use JP1/IT Desktop Management 2 every day to detect any software installed on the computers without a license. If you have detected an unauthorized use of the software license, investigate which user is responsible and what is the user's intended use, and then take an appropriate action.
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You can check the number of license violations in License Violation on the Summary Reports. You can also send a summary report by email.
To control unauthorized use of the software license:
- 1. Assign the software license to the computer.
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Use JP1/IT Desktop Management 2 to assign the software license to the computer you have selected.
- 2. Monitor the usage status of the assigned software license.
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Use JP1/IT Desktop Management 2 to monitor any software installed on the computer without a license.
- 3. Control the software license violation.
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If you have detected software installed on the computer without a license, investigate which user is responsible and what is the user's intended use. If the user has a justifiable reason, assign a software license to allow the user to use the software.
Now the software licenses are used appropriately.
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(4) Assigning the software license to the computer
If you assign the software license to the computer in the Software License view of the Assets module, you can check whether the software is installed only on the computers with an appropriate software license.
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(5) Monitoring the usage status of the assigned software licenses
After you assign software licenses to the computers, you need to confirm that the software is utilized in an appropriate manner by performing the following checks on a regular basis:
- Check for surplus license or license violation.
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Check the license usage status of the managed software in License Total, Number of Used Licenses, and Remaining License Total in the Software License Status view of the Assets module.
License Total indicates the number of owned licenses of the managed software. Number of Used Licenses indicates the number of licenses of the managed software currently in use. Remaining License Total is calculated by subtracting the value for Number of Used Licenses from the value for License Total.
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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.
- Check whether the software is installed only on the computers with a software license.
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Check the usage status of the assigned software licenses.
In the Software License Status view of the Assets module, check whether the values for Number of Used Licenses and Assigned License Total are equal. If the values for Number of Used Licenses and Assigned License Total are not equal, check the usage status of the software licenses.
If Assigned License Total is not displayed in the view, right-click an item name in the list, and then select Select Columns. In the displayed dialog box, select the Assigned License Total check box, and then click the OK button. Assigned License Total is displayed in the view.
![[Figure]](GRAPHICS/ZU990086.GIF)
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If Number of Used Licenses is greater than Assigned License Total
Software might be installed on a computer without a license. Select the Installed Computers tab, and then select the Show Only Computers Not Licensed check box. You can identify the computers that have software installed without a relevant license.
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If Number of Used Licenses is less than Assigned License Total
The software licenses might be underutilized. Select the Licensed Computers tab, and then select the Show Only Computers Not Installed check box. You can identify the computers that have a software license but do not have relevant software installed.
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If more than one software license is shown on the Software Licenses tab, identify which software license is underutilized. Compare the values in the Remaining License Total columns for the software licenses. The license with the highest value is the most underutilized.
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(6) General procedure for controlling the software license violation
If you have detected the software installed on the computer without a license by viewing the usage status of the software licenses, investigate which user is responsible and what is the user's intended use. If the user has a justifiable reason, assign a software license to allow the user to use the software.
- 1. Ask the user about the intended use.
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In the Software License Status view of the Assets module, select the Installed Computers tab, and then select the Show Only Computers Not Licensed check box. Inform the user of the displayed computer that the software has been installed on the computer without a license, and ask the user about the intended use.
- 2. Assign the software license to the computer.
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If the user has a justifiable reason, assign a software license to the user's computer to allow the user to use the software.
If the intended use is not justified, instruct the user to uninstall the software or use the distribution function to uninstall the software. In addition, advise the user not to install any software without a license.
- 3. Check the usage status of software licenses.
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In the Software License Status view of the Assets module, check whether the values for Number of Used Licenses and Assigned License Total are equal. Also use the value for Remaining License Total to make sure that there is no software license violation.
When you have confirmed that Number of Used Licenses is equal to Assigned License Total and there is no software license violation, the software licenses are properly utilized.
Even after you have confirmed that the software licenses are properly utilized, monitor the usage status of the software licenses on regular basis.
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