Understanding Reclamation Rules: Optimizing Software Usage and Allocation

[Sean_Walker]

Understanding Reclamation Rules: Optimizing Software Usage and Allocation

In the realm of software asset management (SAM), efficient utilization and allocation of software resources are paramount. One effective tool to achieve this is Reclamation Rules. These rules play a crucial role in managing software usage over time, ensuring that software rights are optimally allocated and that unnecessary purchases are avoided.

For a deeper understanding of how to leverage Reclamation Rules, be sure to watch the “Ask a Ranger: Software Asset Management” video series Creating a Reclamation Rule

What Are Reclamation Rules?

Reclamation Rules are designed to aggregate and analyze software usage data. They specify conditions that determine when software should be flagged for reclamation, based on either:

• Total Usage Time: The total number of hours a software unit must be used before it is considered for reclamation.
• Last Used Date: The most recent date on which the software was used, triggering reclamation if it has not been used within a specified timeframe.

Why Implement Reclamation Rules?

Implementing Reclamation Rules provides several key benefits:

1. Optimize Software Spending:
• By understanding software allocation and usage, organizations can avoid unnecessary software purchases. Reclamation Rules ensure that software rights are reclaimed when not in use, allowing these rights to be reallocated where they are needed most.
2. Manage Short-Term Software Needs:
• Often, users request specific software for short-term projects, such as Microsoft Visio or Project. Once the project is complete, the software may remain unused. Reclamation Rules help manage these short-term needs by identifying and reclaiming software that is no longer needed.
3. Efficient Resource Allocation:
• Reclaimed software rights can be allocated to other users or projects, enhancing overall efficiency and ensuring that valuable resources are not wasted.

Key Considerations for Reclamation Rules

To effectively utilize Reclamation Rules, consider the following aspects:

• Software Model Selection:
• Determine which software models you want to reclaim. Ensure you have comprehensive Software Usage information for these models. (For more details on Software Usage Data, refer to our separate video.)
• Organizational Policies:
• Review your organization’s policies regarding software reclamation. Define the thresholds for reclamation, such as the number of days or months since last use, or the number of times used in a given period.
• User Notification and Approval:
• Decide if users will be notified and given the opportunity to approve or deny the reclamation request. Determine if managerial approval is required.
• Reclamation Methods:
• Choose how the software will be reclaimed:
• Automatically: Using Client Software Distribution (CSD) or SaaS integrations.
• Manually: By assigning tasks to relevant teams.
• Exclusions:
• Identify any exclusions, such as VIP users, specific departments, or locations that should be exempt from reclamation rules.
• Unutilized Requests:
• Address cases where users have requested software but never utilized it. Determine appropriate actions for such situations.

Scheduled Jobs for Reclamation

Several scheduled jobs in ServiceNow facilitate the reclamation process:

• SAM – Identify New Reclamation Candidates:
• This primary job runs monthly, identifying new reclamation candidates based on the defined rules and software usage data.
• SAM – Update Existing Reclamation Candidates:
• Running weekly, this job updates the status of existing reclamation candidates, ensuring that the reclamation process remains current and accurate.

These jobs compare the Reclamation Rules against Software Usage data, generating Reclamation or Removal Candidates when the specified conditions are met.

Conclusion

Reclamation Rules are a vital component of an effective software asset management strategy. By implementing these rules, organizations can optimize software usage, reduce unnecessary expenditures, and ensure that software resources are allocated efficiently. Regularly reviewing and updating reclamation processes, coupled with the use of scheduled jobs in ServiceNow, helps maintain a streamlined and cost-effective software environment.

For further insights into this matter, we recommend watching the video available below.

Creating a Reclamation Rule