To many companies, the term `software licensing` is confusing and even tinged with a veiled threat, because all too often, IT managers are uncertain whether or not their environment is properly licensed.
Calvin van Wyk, Microsoft product manager at IT systems and communications distributor Comztek, says this uncertainty is often the result of erratic acquisition policies, software `creep` and decentralised responsibility for software licensing.
"Many companies have no idea of their software licence compliance status. The fact that software licensing has become a virtual concept as opposed to requiring physical tokens adds to the confusion and can even be intimidating for many managers," he says.
Comztek, a Microsoft-certified partner in the Licensing Solutions competency and a Microsoft Licence Management Partner (MLMP), is well placed to address the requirement for licensing compliance.
"With specialist staff, we can help resellers rapidly assess the licensing status of end-users, and then provide consulting services to take the necessary steps to ensure full compliance," Van Wyk adds.
He stresses that it is not always a case of a company having too few licences. "In many instances, users are actually over-licensed, and are therefore paying too much for their software. An audit therefore optimises the customer environment, ensuring that it is legal and also paying the right amount for what it uses," he explains.
In cases where it is found that there is a shortfall of licences, Van Wyk says the approach to resolving the issue is not immediately punitive.
"Companies that are proactive and that demonstrate a willingness to co-operate with the Business Software Alliance are unlikely to face fines or legal action. Rather, they will be encouraged to address the problem and be given a deadline to address the shortfalls, following which they are issued with a 12-month compliance certificate before the next audit is required," he adds.
When conducting an audit, Van Wyk says a representative sample of 30% of the customers machines are physically examined, while the balance of the network is analysed using software detection tools. The customer`s purchasing history is also analysed. For a 100-user site, he estimates that a software audit shouldn`t take more than a day if conditions are favourable.
"As part of our certification, we are required to employ a number of licensing specialists, who we make available to our resellers as a specialised resource. This means, even the smaller resellers can offer licensing audits to their customers, without having to skill up their own staff for this function.
"Software licensing is an important consideration for all businesses. By being proactive and working with the companies that provide software, end-users won`t face negative consequences. If you are using illegal software to generate revenue in your business, it is fair and binding that the providers of that software are compensated appropriately," concludes Van Wyk.
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