Click to download presentation

Software ManagementSIGUCCS 2006SIGUCCS 2006

Background [1]Background [1] 80,000 students80,000 students 400 full-time instructional and 400 full-time instructional and

support facultysupport faculty 1,000 adjunct faculty1,000 adjunct faculty 1,100 regular employees1,100 regular employees 5,500 desktop and notebook 5,500 desktop and notebook

computerscomputers 250 Macintosh250 Macintosh 250 servers (mix of Unix/Windows)250 servers (mix of Unix/Windows)

Background [2]Background [2] Decentralized IT departmentsDecentralized IT departments Different methods of tracking licenses at Different methods of tracking licenses at

each locationeach location IT not necessarily included in IT not necessarily included in

purchasing/receiving processpurchasing/receiving process Employees could purchase/install their Employees could purchase/install their

own softwareown software Computers not locked downComputers not locked down No formal training plan or guidelines for No formal training plan or guidelines for

employees employees

Research [1]Research [1] Guiding principles developed from Guiding principles developed from

BSABSA– Develop policies and proceduresDevelop policies and procedures– Audit your softwareAudit your software– Determine what’s legal or illegalDetermine what’s legal or illegal– Establish a routine auditEstablish a routine audit

Research [2]Research [2] Guiding principles developed from Guiding principles developed from

SIIASIIA– Providing training for employeesProviding training for employees– Design appropriate budgeting for Design appropriate budgeting for

software licensessoftware licenses– Ensure that all software purchases are Ensure that all software purchases are

approved by IT and through approved approved by IT and through approved methodsmethods

– Store software licenses and media in a Store software licenses and media in a safe, secure environment safe, secure environment

Research [3]Research [3] Benchmarking trip to Dallas, TX, to Benchmarking trip to Dallas, TX, to

talk with peers at DCCCDtalk with peers at DCCCD– Audits conducted twice a yearAudits conducted twice a year– Decentralized environment required Decentralized environment required

audits be conducted at each location audits be conducted at each location with results collected centrallywith results collected centrally

– Central office conducts administrative Central office conducts administrative software auditssoftware audits

– A “software vault” that required A “software vault” that required software be signed out by technical staffsoftware be signed out by technical staff

CommitteeCommittee Initiated by the AVC for ITInitiated by the AVC for IT Included:Included:

– IT Manager Client Services IT Manager Client Services – All IT SupervisorsAll IT Supervisors– AVC for HRAVC for HR– Staff from Procurement, Business Staff from Procurement, Business

Services, Administrative ServicesServices, Administrative Services– Faculty, Staff, AdministratorsFaculty, Staff, Administrators

Plan Development [1]Plan Development [1]

Identify guiding principlesIdentify guiding principles Auditing organizations define the rulesAuditing organizations define the rules Pima Community College is one Pima Community College is one

college, all processes apply to college, all processes apply to everyoneeveryone

We are ONE college, ONE legal entity We are ONE college, ONE legal entity Computer are property of the college, Computer are property of the college,

all software must be college ownedall software must be college owned Federal and State laws govern Federal and State laws govern

copyright and licensingcopyright and licensing

Plan Development [2]Plan Development [2]Formal trainingFormal training Identify the components of an effective Identify the components of an effective

planplan Understand the aspects of buying softwareUnderstand the aspects of buying software Understand complex software licensing Understand complex software licensing

agreementsagreements Eliminate the liability of copyright Eliminate the liability of copyright

infringementinfringement Negotiate favorable software license Negotiate favorable software license

agreementsagreements Launch a self-auditLaunch a self-audit Earn the CSM titleEarn the CSM title

Plan Development [3]Plan Development [3]

Produce initial planProduce initial plan Develop classifications of softwareDevelop classifications of software Develop computer use statementDevelop computer use statement Designate software manager for each Designate software manager for each

locationlocation Establish criteria for site/volume licensing, Establish criteria for site/volume licensing,

software agreements, and desktop software agreements, and desktop managementmanagement

Select auditing toolsSelect auditing toolsPlan communicationPlan communication

TrainingTraining Provide Certified Software Manager Provide Certified Software Manager

(CSM) and Advanced Certified (CSM) and Advanced Certified Software Manager (ACSM) training Software Manager (ACSM) training for IT stafffor IT staff

Provide user educationProvide user education– Video on software licensingVideo on software licensing– Site visits with various groups with Site visits with various groups with

mandatory attendancemandatory attendance– Communication through department Communication through department

heads and supervisors to subordinatesheads and supervisors to subordinates

Plan ImplementationPlan Implementation Address storage and security needsAddress storage and security needs Train/instruct IT staffTrain/instruct IT staff Communicate new guidelines to Communicate new guidelines to

buyers and receiversbuyers and receivers Present plan to each locationPresent plan to each location

ChallengesChallenges Textbook softwareTextbook software Continuous (e.g., ongoing) trainingContinuous (e.g., ongoing) training Location specific licensingLocation specific licensing Changes to auditing frameworkChanges to auditing framework Addressing different software typesAddressing different software types Delegated software license Delegated software license

management responsibilitiesmanagement responsibilities

ConclusionsConclusions

DiscoveriesDiscoveries Importance of trainingImportance of training Software savingsSoftware savingsNext directionsNext directions Use of a database with barcodes to Use of a database with barcodes to

track softwaretrack software Self-audit interface with college work Self-audit interface with college work

order inventory systemorder inventory system

Questions?Questions? Cindy DoolingCindy Dooling

– [email protected]@pima.edu Cathy LeeCathy Lee

– [email protected]@pima.edu Jeff WhiteJeff White

– [email protected]@pima.edu

Thank you for attending!Thank you for attending!