Software licences under control: How to find the perfect SAM tool for your business!

Set weightings

To weight the selected categories sensibly, it is advisable to divide a scale into “must” criteria, “should” criteria and “can” criteria.

In this case, “must” criteria are requirements that must be implemented in the product.

“Should” criteria are also important, but failure to fulfil individual criteria does not lead to the failure of the project.

“Can” criteria are “nice-to-haves”, optional functions whose fulfilment does not directly serve the project goal, but which, for example, make working with the tool easier or enable later extensions. The aim is to prioritize the requirements. In combination with the expected effort, a point value can be calculated for each category and product. These points can be objectively compared with each other.

Evaluate catalogue of requirements

With the help of manufacturers, sales materials, offers and demos, they have now filled their catalogue of requirements with evaluations, and this generates a figure. Now what?

The combination of weighting and categories is totaled to achieve a comparable figure for different products. Depending on the number of categories selected, it makes sense to take a closer look at the categories. For example, you can filter by must or should criteria.

Make sure that the individual criteria categories do not become too important due to the sheer number of categories. It is a good idea to group similar criteria together. The maximum achievable score for a category should correspond to the focus of its requirements.

Perhaps a clear favourite will emerge from these figures. As the performance of the tools is often glossed over in the answers, it is essential to arrange a presentation in which the claimed functionalities are demonstrated live. You can then adjust the evaluation on this basis.

Carry out proof of concept

Before making a purchase decision, you should put the tool through its paces in a proof of concept. Only here can you see how your requirements can be implemented in your technical environment. All-important processes that the SAM tool is to support must be documented and tested in the PoC. This is worth the effort. You avoid buying unnecessary software and, in the positive case, you have already realized many of the implementation activities with the PoC.

Involve stakeholders

When selecting a SAM tool, it is important to involve all relevant stakeholders in the company in the selection process. This will not only ensure that the perfect tool is selected, but also that the introduction and operation of the tool is successful.

Think about which of the following stakeholders will be important in your project in addition to license management:

– Various IT areas (e.g. client management, asset management, service management)

– IT security

– Data protection

– Contract management

– Procurement

– Strategic decision-makers such as portfolio managers

Conclusion of the evaluation – I have a SAM tool, now what?

The evaluation should give you the best possible overview of possible SAM tools and show you the tool that best meets your requirements. To this end, requirements were compared against their feasibility and made comparable across different providers with the help of weightings.

The POC proved that the selected tool can fulfil your requirements. External factors such as technical implementation and commercial issues were clarified with the providers.

Congratulations, you have now selected a SAM tool. The next step is to go from the concept to implementing the tool in your IT landscape.

Our experts will be happy to help you every step of the way in finding the right SAM tool. Take advantage of our experience and get in touch with us.