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1 © SoftwareONE AG 2015 | Confidential
SoftwareONE – Software Audit Defence
7 Steps to a Smoother Experience
2 © SoftwareONE AG 2015 | Confidential
Step 1
3 © SoftwareONE AG 2015 | Confidential
Step 1
4 © SoftwareONE AG 2015 | Confidential
1. The Best Defence is a Good Offence
Be Proactive at SAM – The only way to successfully minimise disruption and unbudgeted spend is to have a proactive SAM strategy in place and operational.
5 © SoftwareONE AG 2015 | Confidential
Step 2
6 © SoftwareONE AG 2015 | Confidential
Step 2
7 © SoftwareONE AG 2015 | Confidential
2. Assign a SPoC
Single Point of Contact (SPoC) – Centralise responsibility for collating and reviewing data before sending it on.
Sign an NDA – Before you begin open communication or send data.
De-Conflict Data – Endure data sets do not conflict and minimise duplication.
Communicate – Ensure that you, or your Partner are communicating regularly with the auditor. But, ensure communication is centralised and controlled.
8 © SoftwareONE AG 2015 | Confidential
Step 3
9 © SoftwareONE AG 2015 | Confidential
Step 3
10 © SoftwareONE AG 2015 | Confidential
3. Read the Small Print
Review the audit clause within your agreement (if not done so already)
This should be standard practice – All new agreements should be checked at the point of signing to determine the audit terms you are agreeing to.
How much notice – Check the audit clause to determine how much notice is required.
Disruption – Review whether the audit clause prevents disruption to your organization.
11 © SoftwareONE AG 2015 | Confidential
Step 4
12 © SoftwareONE AG 2015 | Confidential
Step 4
13 © SoftwareONE AG 2015 | Confidential
4. Freeze Purchasing
Don’t try to close the gap – Vendors will be tracking your purchases; a knee-jerk response may result in purchasing the wrong or unnecessary licenses. It will not appease the vendor.
Don’t add to the confusion – Audits can be a confusing process; adding new purchases into the process will make things unnecessarily more complex and prone to error.
14 © SoftwareONE AG 2015 | Confidential
Step 5
15 © SoftwareONE AG 2015 | Confidential
Step 5
16 © SoftwareONE AG 2015 | Confidential
5. Don’t Try to Hide
Do not uninstall – Depending on the vendor and the auditor, it is possible to identify recently uninstalled software.
Trust – Trying to deceive the vendor will destroy trust and damage your ability to negotiate.
17 © SoftwareONE AG 2015 | Confidential
Step 6
18 © SoftwareONE AG 2015 | Confidential
Step 6
19 © SoftwareONE AG 2015 | Confidential
6. Do Your Homework
Who’s Who – Who is doing the audit: vendor? 3rd Party? Who within the vendor?
Objectives – Who is dealing with the results of the audit; compliance or sales team?
Negotiate – Identify negotiation levers within the vendor e.g. year end or new product sets.
Bigger Picture – Know your organization’s long term strategy with the vendor.
20 © SoftwareONE AG 2015 | Confidential
Step 7
21 © SoftwareONE AG 2015 | Confidential
Step 7
22 © SoftwareONE AG 2015 | Confidential
7. Trust No-One
Do Not Trust the Auditor's Report – The auditor will not purposely attempt to sabotage your report, but auditors are human and make mistakes.
Vendor Purchase Reports – Check these against internal and 3rd party procurement records.
Inventory – Check the auditors inventory against your own. The majority of customers do not have complete inventory coverage.
Confirm It’s Over – Make sure that you confirm the final outcome and that any data/information provided by you is deleted.
23 © SoftwareONE AG 2015 | Confidential
Future Trends
Compliance isn’t going to go away – Compliance is now a recognized source of revenue for the top tier vendors and is filtering down rapidly.
There may be better way… – Audits are poor for PR and there are signs that there may be a shift away from them in future.
…But it may be a ‘double-edged sword’ – Vendors may start to offer more convenient or collaborative ways of managing compliance, but that’s because it’s in their interests.
24 © SoftwareONE AG 2015 | Confidential
Summary
1. The Best Defence is a Good Offence
2. Assign a SPOC
3. Read the Small Print
4. Freeze Purchasing
5. Don’t Try to Hide
6. Do Your Homework
7. Trust No-One
8. Don’t be afraid to ask for help….
25 © SoftwareONE AG 2015 | Confidential
www.softwareone.com