SAM Organisation Roles
Software Asset Management (SAM): Organisation Roles and Responsibilities
For Software Asset Management (SAM) to succeed within an organisation, clearly defining and agreeing on roles and responsibilities is crucial. It’s also essential to establish ownership for each of the processes. The roles and responsibilities should be tailored to fit the organisation’s specific requirements, such as its size, structure, culture, and geographical distribution. In smaller organisations, one or two individuals may perform many of these roles.
Primary Roles in SAM
- Management Sponsor
Senior management sponsorship is vital for the success of SAM. Securing support from both business and IT management ensures visibility, resource allocation, and budget for SAM initiatives. Maintaining this sponsorship over time is essential to cultivate a culture that enables the SAM processes to thrive. - Director with Legal Responsibility
A director responsible for software assets can significantly accelerate SAM implementation. By recognising the legal and financial risks associated with improper software management, this individual can advocate for SAM practices across the organisation. - Configuration Manager
The Configuration Manager oversees the entire configuration management process, including SAM. In ITIL-compliant organisations, both IT Asset Management and SAM roles often report to the Configuration Manager. - IT Asset Manager
Responsible for managing all IT assets within the organisation, the IT Asset Manager oversees both hardware and software assets. Collaboration with the SAM Process Owner is crucial if these responsibilities are split. - Software Asset Manager
The Software Asset Manager is responsible for managing all software assets. This role is typically a subset of the IT Asset Manager’s responsibilities. As with the IT Asset Manager, it is important that common processes and databases are used if the roles are separated. - SAM Process Owner
The SAM Process Owner is responsible for ensuring that all SAM processes are continuously improving. This role ensures that SAM processes are effective, efficient, and aligned with organisational goals. - Asset Analysts / Configuration Librarians
These individuals are responsible for maintaining accurate, up-to-date records of IT assets, including software version control. They ensure proper documentation and help with compliance.
Complementary Roles in SAM
- Auditors (Internal and External)
Auditors are tasked with reviewing SAM processes to ensure they are efficient, effective, and compliant with organisational policies and external regulations. - Procurement Management
Responsible for overseeing all procurement processes within the IT infrastructure, including software acquisition and license management. - Legal Advisor/Counsel
Provides legal advice regarding software licenses, contracts, and other legal matters related to SAM. - Change Manager
The Change Manager ensures that the Change Management process is adhered to, overseeing changes to software and ensuring they are properly controlled and documented. - SAM Consultants
External or internal consultants who provide expert advice on SAM best practices, guiding the organisation through improvements and optimisations. - Automation Analyst
This role focuses on implementing and configuring tools to automate SAM processes, improving efficiency wherever it is cost-effective. - Service Desk Manager
Although not directly part of SAM, the Service Desk Manager plays a crucial role in identifying unauthorised or unapproved software, ensuring these instances are reported for review and resolution. - Security Manager
While not directly part of SAM, the Security Manager ensures that software is maintained at recommended security patch levels, helping to reduce security risks associated with outdated or vulnerable software.
Effective SAM requires cooperation and coordination across multiple roles in an organisation. By defining and assigning clear responsibilities, an organisation can implement a robust SAM system that mitigates legal and financial risks, improves compliance, and enhances overall efficiency.