Workflow Templates: Software Licensing Checklist

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Software Licensing Checklist

License Inventory Management

Compile a list of all software currently in use.

Record the number of licenses owned for each software.

Document the type of each license (e.g., perpetual, subscription).

Store purchase and renewal dates for each license.

Identify software that is over-licensed or under-licensed.

Compliance and Auditing

Ensure all software has corresponding licenses.

Verify compliance with the terms of each license agreement.

Keep records of all license agreements and receipts.

Conduct periodic internal audits of software usage.

Prepare for external audits by maintaining organized documentation.

Renewal and Expiration Management

Track the expiration dates of all software licenses.

Set up reminders for upcoming renewals.

Evaluate the necessity of renewing each license before expiration.

Negotiate better terms or discounts for renewals if possible.

Remove or reassign licenses that are no longer needed.

Cost Management

Analyze the cost of each software license relative to its usage.

Identify opportunities for volume licensing or bulk purchasing.

Reduce costs by eliminating unused or underused licenses.

Consolidate licenses where possible to reduce redundancy.

Regularly review and optimize the software budget.

User Access and Training

Assign licenses based on user roles and needs.

Provide training on software usage and licensing policies.

Monitor and control access to licensed software.

Ensure users understand the consequences of non-compliance.

Gather user feedback to assess the effectiveness of the software.

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