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Regular license transparency check

The license manager performs regular (e.g. monthly) license status checks in the following manner:

  1. Go to the ALVAO Asset Management Console and select the Software – Overview of licenses and installations command.
  2. In the Overview of licenses and installations window browse through all products marked with an exclamation mark. Go product by product and look at the error messages displayed for each product.
  3. If a license is missing in a computer and if you have a license to assign, you can assign this license using the "Assign license…", "Assign license automatically" command in the context menu.
Note:
Non-audited products can be displayed by selecting the View – Products exempt from audit option in the main window menu.

Setting approved alternative software

  1. Go to the AM Console and use the Software – Products (software)... command.
  2. This will display a list of all products. Select all relevant products and select Set alternative approved software... in the context menu.
  3. The Set alternative approved software window opens where you can specify a list of alternative products that users can use instead of the forbidden products.
  4. Click OK to finish.
Note:

  • The set value is for information only.
  • Alternative software can be set up in batches. If you select multiple products with different values, the Alternative approved software field will be empty when the window opens.

Setting up people responsible for software on specific computer (if not already IT Department administrator)

  1. Open the AM Console, go to the computer template in the tree structure and edit the value for the "Person responsible for software" property:
    1. If most computers are administered by the IT Department, set the value to the text "PC software administrator" (default value).
    2. If most computers are administered by users, set the value to the text "[PC user]".
  2. Select the computer template and use "Object – Unify objects". This will add the "Person responsible for software" property including the corresponding value to all computers in the registry.
Optional: If most computers are administered by the IT department, but some computers are still administered by users, look up all computers administered by users and set the value for the "Person responsible for software" property to "[PC user]".

Note:

  • You can use the name of any other user group for the property value "Person responsible for software" (ALVAO Admin).
  • The system will automatically assign the responsibility to the "PC software administrator" system group, provided any of the following conditions is met:
    • The "Person responsible for software" property is not assigned to a computer.
    • The computer is located under no user in the tree structure and the property value "Person responsible for software" is set to "[PC user]".
    • If the property value "Person responsible for software" is neither the name of any group nor "[PC user]".

Example of internal guideline

Computers and other IT devices

  1. Computers and other IT devices assigned to users are administered in ALVAO Asset Management.
  2. Each user can find a list of devices assigned to him/her on https://server/asset.

Software

  1. IT device users must not use software in any manner that would be in breach of the license terms and conditions (e.g. install illegal software, make copies, distribute or make alterations to the software).
  2. Each computer has its own software administrator who is responsible for the legality of software installed in this computer. If a computer user (i.e. a user to whom this computer has been assigned) has software installation rights on this computer, this user is the software administrator for this computer. In any other cases, the software administrator is an authorized employee of the internal IT Department.
  3. Software licenses are registered in the ALVAO Asset Management internal system. The management of the licenses is provided by the internal IT Department.
  4. The software installed on corporate computers is checked at least annually.
  5. If this check reveals severe breach of the license terms and conditions, ALVAO Asset Management will immediately prompt the software administrator of the respective computer to take all necessary steps to remedy this situation. Once the problem has been removed, the software administrator can check the results of the previous inspection on https://server/asset. If a problem has been detected with licenses on a certain computer, the inspection will be performed daily. This action is fully automatic. After one month, a status check will be performed automatically. If the license problem is not removed by this time, ALVAO Asset Management will send another prompt to the computer software administrator. A copy of this second prompt is sent to the direct manager of the software administrator. It is also saved in the internal Service Desk as a to-do item.

 

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