Part two: Turning obligation into opportunity
Author: Sonia Davies, licensing portfolio specialist, Jisc.
Now you’ve laid the groundwork with software discovery and reconciliation, the next phase is where things get strategic. This blog dives into how consolidating compliance across your institution not only streamlines operations but also opens the door to greater control, cost savings, and long-term value from your software assets.
SAM challenges in academia
Academia operates in a uniquely complex environment: legacy systems, mixed software environments, and the rapid and/or unplanned adoption of specialist research tools. These challenges go beyond those seen in many corporate settings. If admin rights are widespread, tracking installation and usage rights can be a significant burden – one that effective SAM practices help reduce. While diversity drives innovation and academic freedom, it also demands SAM strategies tailored to the culture and complexity of education and research.
Set the rules
With SAM, you’ve set a software baseline – but to keep things running smoothly (and stay compliant), you must put guardrails around all that good work, so nothing slips through the cracks and investment continues to deliver value.
- Control software purchases
- Prioritise suppliers on procurement-friendly frameworks (eg Jisc, SUPC, APUC-Scot) to support compliance and collective value
- Help procurement shape purchase strategies via frameworks, tenders, and mini competitions to make vendor engagement simpler and more transparent
- Use a formal process to inform SAM of licence requests, for visibility, compliance, and vendor oversight
- Track licences centrally to prevent duplication, missed savings and auto-renewals
- Manage vendors at scale to reduce duplication, simplify engagement, and boost negotiating power
Note: Jisc’s licensing agreements support procurement compliance and strengthen vendor relationships – even without a formal framework in place.
2. Avoid ad hoc purchases
Urgent software needs do arise in academia, but ad hoc purchases (eg by credit card) should be avoided. It’s better to balance speed with oversight – most frameworks and internal teams can act quickly when flagged. Centralising purchases helps secure discounts, ensures proper use of software product codes, tracks entitlement properly from the start, and manages renewals, upgrades and support processes. Additionally, licences remain linked to the organisation, and not to an individual’s credit card or email account.
3. Curb fragmented purchases
Small, repeated purchases can bypass procurement checks but can quickly add up to exceed procurement thresholds and create compliance risks. Fragmented buying reduces oversight of software expenditure, weakens negotiating power, and increases audit exposure. Centralise purchases to improve control, compliance and value.
4. Manage software rollouts
- Log all installs via IT helpdesk
- Ensure IT handles all installations (manual and automated)
- Limit admin rights
- Store software with all documentation centrally, accessible only to IT and SAM teams
Key features to look for in a SAM tool
While centralising records is ideal, many SAM teams lack full visibility. A great SAM tool should:
- Operate across servers, desktops and cloud environments
- Control software use by user or device
- Manage enterprise, research and teaching licences
- Link upgrades to original licences
- Block outdated or vulnerable software versions
- Store key details (like EULA, activation keys and proof of purchases) in one place
- Generate custom usage reports to spot high-demand areas and guide renewals
- Optionally, some SAM tools also integrate with hardware inventory which helps institutions track hardware to identify aging devices and align software deployments with refresh cycles
Note: some SAM tools rely on alternative data sources instead of device agents which may not work on all platforms or air-gapped devices; even software on isolated networks needs a licence.
Collaborative software flow management – clear roles, fewer risks
Procurement, SAM, IT and compliance teams collaborate for secure, efficient software management.
- Procurement processes only SAM-approved software requests, with input from IT, cyber, privacy, and security
- SAM tracks quotes, licences, upgrades and keeps entitlements visible
- IT installs only software with valid EULAs and proof of entitlement
- All teams help prevent shadow IT and manage external media use to reduce compliance risks
Boost efficiency and cut costs with smart SAM practices
Once SAM is set up with built-in compliance, it can deliver direct benefits:
- Rationalise: Usage reports help avoid unnecessary renewals and reinstatement costs, and allow for software reallocation of transferrable licences (subject to EULA)
- Integrate: SAM tools can connect with asset registers, inventory databases or device management systems
- Save: Limiting ad hoc or unapproved purchases may unlock volume discounts or indicate a case for exploration of concurrent licensing models
- Standardise: Consolidating software under enterprise licences boosts security and productivity, and reduces costs
- Stay audit-ready: Accurate records reduce the risk of fines and reputational damage
Note: Personal or student editions (often bought with a purchase card) on corporate devices can breach licence terms and create security risk.
Why software compliance matters
Software compliance goes beyond avoiding fines – it protects education discounts, safeguards research continuity, and preserves institutional reputation. Strong SAM ensures efficient licence use, clear policies, and reduced risk.
Done well, SAM is an enabler – streamlining provisioning, cutting costs, and supporting academics, researchers, and support teams. Above all, it helps the sector invest in the right digital tools for teaching, research, and innovation.
Looking for a SAM tool?
Further education: Join Jisc’s collaborative online workshop on Wednesday 24 September to discuss SAM for FE. Register here.
Jisc works with vendors to offer preferential pricing and terms on software asset management platforms:
Software asset management and IT asset management are priority areas for us and we are in active negotiation with a number of other vendors.
Note: This blog doesn’t cover risks related to open-source software or ‘free’ software with commercial restrictions, or the use of third-party or open-source code in software development. These may be relevant, depending on your environment.