Assessing license use


Assessing license use


Check the license compliance for a set of programs by measuring their real utilization. Compare the number of installed programs with the number of purchased licenses and save license costs for programs that are rarely used or, in the opposite case, allow some budget to purchase additional licenses.

To examine the use of program licenses within your company, first create a software metering metric for each product of interest. Then add to your dashboards one or more software metering modules to display the previously defined metrics. Softare metering modules help you automate the assessment of software licenses across your hierarchies.

Applies to platforms: PlatformWindows.png PlatformMac.png

Creating software metering metrics

Unlike other types of metrics, which are created in the Finder, software metering metrics are created in the Portal.

To create a software metering metric:

  1. Log in to the Portal as administrator.
  2. From the top drop-down menu ADMINISTRATION, select Software metering metrics under CONTENT MANAGEMENT.
  3. Click the plus sign at the top right corner of the dashboard. The dialog to create a new software metering metric shows up.
  4. Type in a name for the metric under Name.
  5. Optional: Describe the purpose of the metric under Description.
  6. Click Continue. The dialog starts retrieving the list of available programs from the Engines linked to the Portal while displaying the message Fetching programs from Engines. Once the process is finished, the dialog is ready for you to configure the programs to assess in the Programs table.
  7. Type the number of days in the past to measure program utilization in the box for the last x days. By default, the number of days is 30.
  8. Click Add program to define how to audit a new program. A new dialog appears to let you set up the program and its licenses.
    1. Step 1 of adding a program: identify the program
      1. Type a name to identify the program in the entry Program label. Each program name must be unique in the metric.
      2. Optional: Enter a web address with additional information about the program in the entry Add an external link to program's informations. Use, for instance, the official web page of the vendor of the program.
      3. Choose how to select in the next step the packages that correspond to the program:
        • To pick the packages from a list proposed by the widget, select from the list.
        • To provide an investigation which will pick the packages for you, select corresponding to investigation.
    2. Step 2 of adding a program: identify the packages
      1. Depending on the mode that you selected in step 1 to select the packages, you either:
        • Choose one or more packages from a list. If you have a mixed installation of Windows and Mac OS devices, the list displays packages from both platforms. Only installed packages are shown in the list:
          1. Filter the list of packages by choosing the initial letter of their name in Available packages starting by.
          2. Click the name of one package (or more while maintaining the Ctrl key pressed).
          3. Click Add to selected to add the packages to your selection.
          4. Optional: By default, all versions of the packages selected are accounted for license use. If needed, choose a specific version of a package by clicking the pencil icon to the left of the name of the package in the list of selected packages. Type in a particular version in the Edit package version dialog and click Edit.
          5. Click Next to move on to step 3 of the wizard.
        • Alternatively, use an investigation on packages:
          1. Export an investigation based on packages from the Finder to the clipboard.
          2. Paste the investigation in the text area under the label Paste an investigation.
          3. Click Next to move on to step 3 of the wizard.
    3. Step 3 of adding a program: configure licenses
      1. Choose the level of the hierarchy through which you want to distribute the licenses in Set licenses on level. Remember that all the licenses must be distributed over nodes at the same level in the hierarchy. Therefore, the chosen level remains valid for all the licenses that you add to the metric.
      2. Click Add license to configure a new program license. The dialog for adding a license pops up.
      3. Type a name to identify the license in the entry under the label Reference.
      4. Optional: Type a brief description of the license in the text area Description.
      5. Optional: Type in the number of purchased licenses in the entry labeled Quantity. Leave it blank if you have an unlimited set of licenses.
      6. Optional: Enter a date in the section Expires on to specify the time validity of your license. If you leave it blank, the license never expires.
      7. Optional: Pick a node to which licenses apply from the Node list. The nodes that you can pick belong to the hierarchy level that you selected before.
      8. Click Add to finish adding the license.
    4. Step 4 of adding a program: specify binaries
      1. For the metric to compute statistics about program usage, you may pick a set of binaries which are related to the selected packages in the Significant binaries section:
        • Choose no significant binary to avoid this step altogether.
        • Choose based on a list to create a list of binaries. If you have a mixed installation of both Windows and Mac OS devices, you can add binaries of both platforms to the list.
          1. Click Add binary to add a new binary to the list. A dialog for adding binaries appears.
          2. Type in the exact name of the executable program in Executable name (include the .exe extension if it is a Windows binary).
          3. Type the first numbers of the versions of the executable that will be taken into account for computing the statistics in Version starts with.
          4. Click Add to add the defined binary to the list.
        • Choose based on investigation to automatically select significant binaries from an investigation.
          1. Export an investigation based on binaries from the Finder to the clipboard. The investigation can be multi-platform.
          2. Paste the investigation to the text area below the option based on investigation.
      2. Set the threshold of daily average usage of binaries per device to consider only those binaries that a device actually executes for a significant amount of time. Select the number of hours and minutes in Under usage threshold.
      3. Click Add to end the wizard for adding programs.
  9. Click Finish to end up the edition of the metric.

Right after adding a new software metering metric, optionally launch its computation in the Portal. Otherwise, software metering metrics are processed during the nightly computation of the Portal, as any other metric.

Creating a Software Metering Module

Once you have defined one or more software metering metrics, create a software metering module to visualize them in your dashboards.

To create a software metering module:

  1. Log in to the Portal as administrator.
  2. Click the menu icon in the right-hand side of the blue ribbon at the top of the window.
  3. Select the option Create new module.... The dialog to create a new module shows up.
  4. Choose Software Metering as the type for your new module.
  5. Select the software metering metrics that you wish to include in your module from the list of AVAILABLE metrics. Use the Ctrl or Maj keys while you click with your mouse to select more than one metric at the same time.
  6. Click the left-to-right arrow to move the selected metrics from the AVAILABLE list to the SELECTED list.
  7. Click the button Create to generate a new software metering module with the selected metrics.

Interpreting the results of software metering metrics

To view the results of a software metering metric, navigate to the software metering module that holds the metric (the module must lie within your available dashboards) and select the dashboard that displays the metric of interest.

The dashboard of the metric shows a table with license compliance info that can be broken down both by software product and by hieararchy level. By default, the table displays an overall view of all the products located at the hierarchy level that corresponds to the view domain of the user (for instance, if the user is a central administrator, that would be the root level). In the overall view, you get the following columns in each row of the table:

  • A circular bullet whose color indicates the status of license usage:
    • Green when the number of installations of a particular software product are equal or lower to the number of valid licenses for that level of the hierarchy.
    • Red when the number of installations of a software product exceed the number of valid licenses available for the level.
    • Gray is only used when you are viewing the results on nodes that do not belong to the hierarchy levels that you chose in the configuration of the licenses. For instance, if you configure the number of valid licenses only at the root (top) level of the hierarchy, you will see gray circles when you break down the results to lower levels, because you have not provided license information specifically for those levels.
  • The name that identifies the program in the column Product.
  • The number of devices that have the program installed in the column Installed.
  • The number of valid licenses for the program in the column Nb valid licenses.
  • The ratio of devices with the program installed divided by the number of valid licenses in the column Compliance.
  • The number of devices that underutilize their licensed products in the column Nb devices in under usage.

Navigating through products and hieararchy levels

If you configured more than one software product in your metric, you can select one of the products to see the license information broken down by hierarchy. At the top left of the dahsboard, choose a program from the Product drop-down list to show the results for that particular product. Alternatively, hover the mouse cursor over the name of the product in the table and click the down arrow that appears to its right.

The Product column of table is then replaced by a column with the name of current hierarchy level, filled with the names of the nodes in that level. For each hieararchy node, the table displays the license status of the product with the color codes seen above.

To go down in the hierarchy, use the drop down list for the hierarchy that is placed to the right of the Product drop-down list. Select one node from the drop-down and the table will adapt to present the results in the chosen hierarchy level. Alternatively, you can hover the mouse cursor over the name of a node in the table and click the down arrow that appears to its right.

To go back to a higher level in the hierarchy, there is a navigation tool over the Product and hierarchy drop-down lists that displays the whole hierarchy path of the current level. Click the name of the desired level/node in this navigation tool to move to that level and update the table results accordingly. If you defined more than one hierarchy, the navigation tool also lets you choose the particular hierarchy according to which you want to assess the use of licenses. To switch from one hierarchy to another, click the name of the current hierarchy in the navigation tool and select the hierarchy to replace it from the drop-down list. Of course, if you just defined one hierarchy, no drop-down list shows up.

Analyzing binary usage

If you configured the metric to survey significant binaries, you can get detailed information about the use of those binaries on the monitored devices. Only those devices with the appropriate packages installed that have been active for the last 30 days are included in the computation.

To get statistics about binary usage:

  1. Hover the mouse cursor over the results of the Installed column. A small info icon appears to the rigth of the value.
  2. Click the info icon and the widget displays the Details table, with the list of devices where the program is installed.
  3. Select the type of information that you want to see from the list in the top left of the widget above the table. Choose between:
    • Binary usage: for each configured significant binary, the table shows whether the binary was actually used in the device or not.
    • Statistics: the table displays the cumulated average usage and the average executions per day of all significant binaries, as well as the time of their last activity for each one of the involved devices. For devices that did not execute any significant binary during the last 30 days, the average usage displays:
      • 0 ms, if the device was active during the last day (the day of the computation).
      • - (a dash sign), if the device was not active during the last day.

The info icon also shows up in the column of underused devices. As expected, clicking on it gives you the details of underused devices only.