2.4.1 Checking the operation status by comparing the number of owned licenses to the number of used licenses

You can perform basic license management, such as determining use of an excess number of licenses and use of unauthorized licenses, by managing the license totals based on information about the installed licenses on all devices.

To manage licenses, start from the job menus under Software License.

In the Owned License List window (opened by clicking the Owned License List job menu), you can obtain the license usage status at a glance, because this window displays a table comparing the number of owned licenses, the number of licenses being used, and the number of available licenses.

You can use this comparison table to purchase licenses when no more are available or to search for groups with too many licenses for transfer to groups with too few licenses.

You can use the following job menus to identify inappropriate license usage:

Excess License List

Allows you to check if any licenses are being used that exceed the number that has been set for owned licenses.
Unauthorized Usage List

Allows you to check if any expired licenses are being used, or whether licenses that have not been obtained are being used.
Unknown Usage List

Allows you to check if software programs with unregistered software names are being used.

Tip

You can set up the system to notify the asset manager by email if an excess license is detected. This means you can prevent excess licenses from being overlooked, thereby reducing the asset manager's workload. Events that trigger asset manager email notification can be monitored by registering a task to the Windows Task Scheduler to check for excess licenses. For details about how to set tasks, see 7.9 Setting the tasks that are registered in Task Scheduler.

The following figure shows the procedure for checking license status.

Figure 2‒5: Procedure for checking license status

Register management information into the asset management database.

To check license usage status, you need two types of information:
- Information about devices
- Information about the software programs installed on the devices
You can use the management information acquired by JP1/IT Desktop Management 2 - Manager to register information about devices and about software programs installed on the devices. For details about registering management information, see 7.1.1 Workflow necessary for acquiring JP1/IT Desktop Management 2 - Manager management information.

To efficiently manage licenses, we recommend that you configure the system to automatically assign the installed software name to a software name when you collect management information. For details about how to automatically assign the installed software name to a software name, see 5.2.4 Setting the software name assignment method. If the assignments are not performed automatically, you must use the Software Name job menu to assign names one at a time.
Register purchased license information.

In this step, register the purchased license. For details about how to register licenses, see 14.4.5 Adding a license (New Software).
In Task Scheduler, enable the Notice of license excess task.
The task totals the license usage statuses and reports excess licenses.

The task registered in Task Scheduler is executed at the specified date and time and totals the licenses. If any software exceeds a usage threshold (the default threshold is 100%), the task sends an email to the asset manager reporting that excess licenses are in use.

You can also total the licenses from the window that is displayed by selecting Totals List & Execution from the job menu. For details about how to total licenses using window operations, see 14.4.10 Totaling licenses (Totals List & Execution).
Check license usage status.

In the window that is displayed by selecting Excess License List from the job menu, check for licenses that have been installed in excess of the number owned.

You can also download the totals using a CSV file. For details about checking the excess licenses, see 14.4.2 Checking for exceeded licenses (Excess License List).

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