License record with SmartTrack
The Haufe Group is modernizing its license management system
The Haufe Group is a great example of a successful transformation process. In two decades, the medium-sized business has transformed from a publishing house into a software company. The Haufe group is also pursuing digital change in license management. Given the large variety of software products used by the Haufe Group in their numerous worldwide offices, a continuously updating overview of all licenses and usage is indispensable.
Digital change with daily license data
An analysis of the license situation and a review of Miss Marple, the license solution used by Haufe, revealed that an ongoing, meaningful license overview could not be created. The business decided to modernize its Software Asset Management (SAM) system to create ongoing, automated, and sustainable license transparency. They also decided to include all subsidiaries in the modernization process, and to document and optimize a multitude of processes.
A full license overview after two months
SmartTrack was implemented after a brief exploratory phase and a Proof of Concept in November 2016. The platform was the only solution that met the Haufe Group’s demands for the most up-to-date technology, and the Aspera Team impressed with their detailed specialist knowledge in license processing. A license overview was available after only two months. Since then, SmartTrack has ensured that, for example, the Microsoft licenses that are in use are available and updated daily. Thus, it guarantees that no licenses are allocated unnecessarily or unlawfully.
The Haufe Group impresses Microsoft in an audit
In just a short period, the project team was able to implement and roll out the SmartTrack license platform, along with scanners. Additionally, more than thirty pre-existing processes were optimized. Based on the license overview, the Haufe Group was able to implement more beneficial licensing models in a friendly Microsoft audit.
High degree of SAM maturity with the SmartTrack platform
After implementation, the Haufe Group now has a clean overview of their licenses and usage in SmartTrack. The business has taken an important step towards ensuring compliance and as a result, has achieved a high degree of maturity in license management in the shortest possible time.
Along with the SAM projects, the Active Directory was redesigned, a project which benefits the whole Haufe Group due to improved data quality. Furthermore, colleagues from the service desk gain added support through more information such as device details, main users or Bios versions.
This new accuracy ensures license use is standardized and uniform. This also makes employee on- and offboarding easier and directly benefits the service desk.
IT architectures are not isolated applications! During the SmartTrack installation, service desk colleagues learned about the data it generated. Cross-function data use was achieved as a result.
Ramona Knäble, License Manager in the Haufe Group
A cross-functional team ensures success
For the implementation, a License Manager position was established in order to review and evaluate concerns related to license management. At times, the project team was composed of up to 10 employees. Alongside the Project Manager (the License Manager), there was a Senior Developer, Legal Counsel, a Requirement Engineer, a Process Manager and a Technical Lead. Putting together a cross-departmental team contributed significantly to the success of the project. Aspera was part of the team and provided a Technical Consultant, a Project Consultant and a Service Technician.
Aspera Managed Services also support the next steps
Even after the successful platform implementation, the project will continue. Plans are in place to onboard other software publishers and through it all, Aspera’s Managed Services will continue to support and guide the Haufe Group.
Do you know your license situation?
Aspera SmartTrack quickly provides you with a full license overview. The platform covers all major vendors including IBM, Microsoft, Oracle, and SAP, and accurately calculates complex metrics for servers, clients, mobile, and cloud. That’s how our SAM tool can find up to 30% savings for large enterprises.