Software Asset Management Solution

The Vendor is required to provide ongoing Software Asset Management (SAM) services to maintain an organized and compliant program to help manage district software.
- The SAM solution will provide an effective system for the deployment, maintenance, utilization, and disposal of applications.
- The platform normalizes raw installation data into recognized software products and reconciles those installations against owned licenses by applying appropriate license rules and metrics to calculate usage, compliance, and potential risk. This enables the District to generate accurate reports and maintain a defensible license position, particularly during compliance reviews or software audits.
- Software Discovery & Inventory
• Automated discovery of licensed (based on PO and/or historical records), free, OSS, trial, SaaS, cloud, and shadow IT software.
• Multi-platform coverage: Windows, macOS, ChromeOS, Linux, mobile, and servers.
• Discovery and inventory performed to maintain accurate software inventory.
o Coverage KPI: ≥ 98% of managed endpoints (as defined by District MDM/endpoint inventory) report within the last 35 days
o Data Freshen KPI: No more than 2% of devices with last-seen > 35 days (excluding approved exceptions)
o Normalization KPI: ≥ 95% of discovered titles normalized to publisher/product/version within 30 days of first discovery.
o Support District's broader IT asset and cybersecurity programs aligned with industry practices.
o Managed SAM Provider must provide its methodology in determining “inventory accuracy” and “discover coverage” and must be aligned with industry practices.
- License Entitlement & Contract Management
• Entitlements for newly purchased in-scope software are ingested and reconciled within ten (10) business days of District providing documentation.
• Renewal calendar accuracy: ≥ 98% of renewals present with correct dates and owner
• Centralized, reconciled entitlement repository for in-scope software products.
• SKU validation, agreement interpretation, and license metric identification and modeling.
• Renewal tracking and notification with agreed lead times (renewal preparation two (2) years prior to contract end date/solicitation one (1) year prior to contract end date/contract implementation activities in the last year).
- Compliance & Risk Management
• Provide audit-readiness approach by performing continuous monitoring of over-deployment, misalignment, and non-compliance with licensing terms.
• Audit Readiness
o Audit preparation and documentation support; District retains legal strategy responsibility
o Audit response data package delivered within ten (10) business days and includes inventory evidence, entitlement evidence, license model assumptions, and ELP outputs for the requested publisher
o Audit assistance will be initiated by the District and the timelines listed above shall be measured upon official receipt from the District.
o Identification and reporting of estimated financial exposure for non-compliance.
o SAM compliance reporting that is integrated into the District's security and risk processes.
- Financial Optimization & Spend Management
• Cost avoidance and savings identification with prioritized recommendations.
• Waste reduction: reclaim unused licenses, right-size subscriptions.
• Product consolidation recommendations to reduce duplication and overlap.
• Budget forecasting for annual and mid-year software planning.
- SaaS Application Asset Management
• SaaS discovery and inventory across all departments and schools.
• Usage analysis, subscription tier evaluation, redundancy mapping.
• Renewal alerting and optimization recommendations.
• SaaS governance and procurement process guidance to reduce shadow IT.
- Open-Source Software (OSS) Governance
o District-wide OSS inventory covering
o District-wide OSS inventory covering Affero General Public License (AGPL), General Public License (GPL), Lesser General Public License (LGPL), Massachusetts Institute of Technology (MIT), Apache, and Berkeley Software Distribution (BSD) licenses.
o Legal and compliance risk assessment; District and legal counsel retain authority.
o Attribution and redistribution requirement tracking.
o Policy recommendations for safe OSS usage.