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There's more to IT than knowing the latest business technology. Managing your company's software assets means keeping them legal as well. Overlook one of the many complicated licensing rules and your business could be charged a hefty fine. It's a challenging task — especially when several manufacturers' software applications are installed on multiple computers.
Volume software licensing (VSL) helps you stay on top of it all. The right VSL program gives you easy access to version upgrades, enables software standardization from user to user, provides bundled maintenance and support, and, depending on the manufacturer, saves you money during procurement.
Software licensing 101
A software license is a contract between the software manufacturer and the software user. A volume license merely extends that contract to a group of users. The Gartner Group (2004), an IT research firm, divides licenses into four categories:
- A perpetual license is the most common license type, giving the owner a right to use the software as long as needed (but rarely providing free version upgrades).
- A term license limits use of the software to a defined time period and does not include updates, but often comes with a maintenance contract.
- An appliance license is applied to software already installed on hardware delivered as an integrated product. Appliance licenses are perpetual and often include updates.
- The subscription license resembles a term license. It covers a specified period of time but also provides updates, maintenance services and technical support.
 The volume pricing contract that's right for you depends on your company's size, budget and inventory strategies. For small businesses, subscription-based volume licensing often brings the flexibility, lower up-front costs and shorter-term commitment that make otherwise cost-prohibitive software products viable. So remember to ask each provider how its VSL programs can help you save money — even when your orders are on the small size.
Be proactive and compliant with VSL
With VSL, your company is less likely to commit three common licensing violations: end-use piracy, counterfeit software and overuse of software license. When employees copy disks for purposes other than backup, for instance, or upgrade a program without purchasing the license for the previous version, they might be putting the company at risk. Likewise, installing more copies than the license permits is considered license overuse and can result in penalty fees. And to avoid purchasing counterfeit software, always use a reputable, authorized reseller. Generally speaking, if a software deal sounds too good to be true, proceed with caution. Remember that most copyright law heavily favors the manufacturer, regardless of your prior knowledge of a violation.
That's why it's so important to develop and enforce a clear policy about software use across your company. And with the right VSL program, you can better anticipate and provide for unplanned software needs — before they lead to noncompliance.
Additionally, VSL helps ensure that you are using quality products and maintaining uniformity and software compatibility. A well-chosen VSL program can even improve your purchasing power: By combining license purchases to reach a higher license tier, for example, your company may qualify for lower prices. And a better grasp on current and future inventory needs allows you to plan and budget more effectively.
Microsoft Software Assurance provides access, support and tools
When you participate in a VSL program from Microsoft, you can also order Microsoft Software Assurance, a cost-effective, all-in-one benefits program that gives you access to new software version upgrades, 24 x 7 phone and Web support, and the Home Use Program. Software Assurance benefits tailored to the needs of small and midsized organizations include Information Work Solution Services, TechNet Plus with two professional phone incidents per year, and unlimited Web support for servers with Software Assurance. Combined with Microsoft volume licensing, Software Assurance lets you realize the full value of your software investment during each stage of its life cycle by helping to keep your company's software assets up to date — at manageable rates.
Take a look at Windows Vista
When you're ready to move up, Microsoft Software Assurance can ease your company's migration to Windows Vista, the new operating system that promises to enhance the power of business computing.
Visually sophisticated, Windows Vista includes an enhanced Windows interface to help you view, find and organize information better, with new tools for greater clarity. Windows Vista Instant Search lets everyone in your company locate and launch applications and files in seconds or glimpse a file's contents without opening it. Multi-window, intuitive navigation is streamlined and Windows Vista's new start menu gives faster access to all applications you're running.
CDW makes software management easy with Software License Tracker
With CDW, there's no need to manage your software assets on your own. Your dedicated account manager will work with you to understand your needs, engaging a software licensing specialist when necessary. CDW will help you choose the best licensing program for any software, navigate the best terms, keep track of all your software assets and ensure that you never go out of compliance when contracts are near expiration or up for renewal.
CDW's Software License Tracker gathers and stores critical licensing data from all participating partners for any software you buy with CDW. The easy-to-use, browser-based tool can help you with tracking expiration dates, creating custom inventory reports and renewing volume software licenses. Software License Tracker is available free of charge to CDW customers.
You can access Software License Tracker via CDW@work®, your personalized Extranet site. CDW@work offers convenient access, 24 x 7, to the latest information about your orders, purchases, helpful online guides and real-time status of your account team.
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