Summary

How SAM users use AppClarity to view software inventory and usage, handle software reclaim, manage entitlements and view effective license positions, compliance and calculate license demand.

In this section...

Running your first License Compliance Summary

The first time you start AppClarity it's advisable and helpful to start with viewing the License Compliance Summary for the situation where you have no entitlements defined in the selected compliance repository. This gives you an established baseline to work with, where you can see what AppClarity is reporting to you without involving entitlements. It also lets you get familiar with the way that the information gets into the License Compliance Summary for a particular compliance repository.

Viewing software install counts across all devices

The AppClarity reports are fundamentally based on the inventory that is provided by SLA Platform. The inventory shows what software is installed on what devices.

  • If you are a user interested in the software reclaimer aspects of AppClarity you can focus on the software you want to reclaim.
  • If you are a SAM user interested in license compliance you can focus on the software you want to be compliant on.

To view software install counts across all devices you utilize the SLA Platform Inventory by Product and by Device screens to focus on the software and devices you are interested in.

Viewing product usage

The inventory information retrieved by SLA Platform from sources such as Configuration Manager and Tachyon also includes data on how often products are being used on particular devices. If you are a user interested in the software reclaimer aspects of AppClarity you can focus on reclaiming software based on its usage. There are two ways of viewing product usage in AppClarity:

  1. To view product usage information across all servers and workstations in your network you use the SLA Platform Inventory→Product Usage pages to investigate the products you are interested in.
  2. To view usage information for reclaimable software, i.e. software installed on workstations not on servers, you use the AppClarity→Reclaim→Product Usage page. By default that page also contains a filter to show licensable products only, but you can remove that if you're interested in reclaiming any type of software on workstations.

In AppClarity we refer to workstations as devices with a device type of Workstation, Notepad, Desktop, Laptop, and any Virtual Machines with a Client OS installed e.g. Windows 10, Windows 8.1 or Windows 7. Any other type of device is removed from the reclaim reports.

 

Viewing product compliance

You can view your compliance position focusing on the products installed on your system. From here you can also add entitlements for a specific product.

Viewing your effective license position

AppClarity can take the inventory from SLA Platform and combine that with your entitlements to show your current compliance position, SAM users may also know this as the effective license position. The compliance position shows the result of matching up your current installations with your currently defined entitlements so that you can tell whether your entitlements are deficient, sufficient or surplus to your installations.

In this example we will show how to use the License Compliance Summary page to identify license deficits and how you can work with the Compliance By Product page to quickly implement the entitlements you need to change the deficits into surpluses.

Creating a license entitlement

Entitlements are key components for determining your compliance position, also known as the effective license position. The license entitlements you create are taken into account against the installations on your enterprise, you can then create various reports to show exactly what your effective license position is.

There are three types of entitlement you can create in AppClarity:

  1. Licenses
  2. Maintenance
  3. Agreement

You may see when you create an entitlement that there is a fourth type called Contract. Contracts are really just placeholders for documentary evidence of ownership and may be associated with any of the three types of entitlement. In our example we show how a contract can be associated with a license.

By combining these types you can model a wide range of complex entitlements that you may have in your enterprise, allowing these to convert easily into AppClarity.

In this example

In this example we introduce entitlements by creating a simple license for Microsoft Visio, and show how that is processed by AppClarity and taken into account against the software installed on our example network.

At the end of this example you will have created one license entitlement in AppClarity. You will also have created a contract, which is a placeholder for any document, link or written evidence as proof of ownership for the license, the contract will then be linked to the license.

 

It is generally a good idea if the license, maintenance and agreement entitlements you create have at least one associated contract. It's not mandatory, but it makes sense if the entitlements you create have proof that you own the particular license, maintenance or agreement. For example the contract may contain an enterprise agreement, a scan of a proof of purchase, a .PDF of an order or a paid purchase order. You create the contract and link to or load the associated proof into it. After saving it may then be linked to the license, maintenance or agreement you want it associated with. Subsequently when auditing your licenses AppClarity holds the proof of ownership linked to the entitlements that cover your installations.

Creating and linking a maintenance entitlement

A Maintenance entitlement type in AppClarity specifies the rights and limitations for an organization to install and/or use updated versions of software defined in a license. For example you could specify a maintenance entitlement for Microsoft Visio 2016 to cover all new versions from the current date for the next 3 years.

A maintenance entitlement can be linked as a child of an agreement, a license or another maintenance entitlement. Maintenance entitlements can also have other child maintenance entitlements. As with all the entitlements, maintenance can also have one or more associated contracts.

In this example

In this example we extend the example described in Creating a license entitlement by creating an additional maintenance entitlement for Microsoft Visio to extend the licensing for that product to include all future versions for the next three years.

At the end of this example you will have created a new maintenance entitlement in AppClarity and linked it to the existing Microsoft Visio license entitlement from the Creating a license entitlement example.



Creating an entitlement using a SKU

Stock Keeping Unit (SKU) codes can be used in some cases to help quickly fill out the details for an entitlement, they can even automatically create and link additional entitlements to model associated maintenance details. AppClarity will retrieve the information for a SKU from 1E Catalog.

A SKU (pronounced 'skue') is an identification, usually alphanumeric, of a particular product that allows it to be tracked for inventory purposes. In AppClarity, via the 1E Catalog, a SKU is associated with the license metrics and use rights associated with a particular software product purchase.

SKUs are in widespread use throughout the software industry, where publishers refer to their software using a SKU. The SKU gets added to most purchase orders to indicate the software or package being bought. Even small differences between two software titles are indicated by different SKUs. The SKU also indicates the license metrics and maintenance terms associated with the purchase and any additional use rights covered by the purchased license.

AppClarity uses the SKU data to automatically:

  • Prefill the settings in an entitlement with the product details, license metrics, and basic maintenance terms that are indicated by the SKU
  • Set the additional use rights that are part of the license indicated by the SKU

In this example

In this example we show how the previous example of a license and maintenance entitlement for Microsoft Visio can be done in a single operation using a SKU number to fetch the details from 1E Catalog.

By the end of this example you will have created a license entitlement in AppClarity and used a SKU to populate its fields for a Microsoft Visio license and automatically create and link an associated 36 month maintenance for Microsoft Visio.

Creating an agreement entitlement

Agreement entitlements provide a way of grouping and organizing entitlements together to model the agreement structures in place between your organization and a vendor of a specific software title. Agreements can act as containers for license, maintenance, and even other agreement entitlements.

In this example

In this example we will extend the Microsoft Visio license and associated maintenance and contract created in Creating a license entitlement and Creating and linking a maintenance entitlement.

By the end of this example you will have created a new Microsoft Product agreement entitlement and linked the existing Visio license to it. You will also have created a new Microsoft Project license and associated 36 month maintenance and then linked that to the new agreement.



Importing entitlements from a folder

Large organizations may have thousands of entitlements to arrange. For AppClarity to report on your effective license position these need to be defined in AppClarity. To help get your entitlements in place, quickly and effectively AppClarity enables you to import directly from a particular folder. This means you can construct your TSV files as needed, place them in the folder and then import.

After importing the entitlements into AppClarity they go into the Draft Entitlements Repository. From there you can view any issues that arose as a result of the import process, and when that's done you can publish all of the entitlements in one go.

In this example

In this example we will show how to create and configure an Entitlement .tsv connector to point at a directory where the entitlement files will be placed. We will then show how the entitlement files are imported into the Draft section of a new Entitlement Repository and then the process of removing the imported entitlements with errors.

By the end of this example you will have:

  • created a new connector that points at an entitlement directory holding some entitlement files
  • added a new entitlements repository that will hold all the imported entitlements
  • identified and resolved issues with the imported files
  • published some entitlements derived from those files.

Calculating license demand

As a SAM team member you want to find out what licenses you need to buy or enter into AppClarity in order to make your system compliant. The new version of AppClarity provides some license demand calculation reports that perform complex licensing calculations to ascertain what your ideal licensing position should be. The complex server licensing covers three major reports for the most used and most expensive forms of licensing that occur in customer environments. Each of these reports use different complex metrics to perform their appropriate calculations:

  1. IBM Processor Value Unit (PVU) License Demand
  2. Microsoft Core License Demand
  3. Oracle Processor License Demand

In future versions of AppClarity we plan to extend the number of vendors and products available.

In this example we focus on the Microsoft Core License Demand report.

Reclaiming a product based on its usage

SLA Platform fetches information from its data sources to return details of how products are being used, wherever available. SAM users who are interested in reclaiming unused software in order to recycle licenses can use this information to set their reclaim policies.

Stopping a reclaim policy

SAM users who have defined reclaim policies may want to stop those policies from being applied. There are many reasons why this may be the case but here are some reasons:

  1. A published policy needs to be temporarily stopped
  2. A published policy needs revision
  3. The policy is no longer needed or the policy was created accidentally or was used as part of a test
  4. There's an emergency, policies are not working as expected and need to be stopped to prevent any further consequences

Viewing the software reclaim reports

SAM users interested in software reclaim would need to view summary information in order to:

  • Verify that a software reclaim policy is working as expected
  • To check the progress of a reclaim policy
  • To audit the software reclaims

To do this the user checks the Software Reclaim Summary page in AppClarity

The SAM users interested in software reclaim would need to view the savings report in order to:

  • Evaluate how effectively AppClarity is saving money on licenses