Nizhnevartovskaya GRES is the “youngest” power plant in Europe. It is rightfully called the most environmentally friendly power plant. The power plant is one of the main suppliers of electricity in the Ural Federal District. Nizhnevartovskaya GRES is the last power plant in Russia built at the end of the 20th century and the first power plant of the 21st century. It is located 15 km from the city of Nizhnevartovsk, on the banks of the Vakh River. The village of power engineers, Izluchinsk, with a population of 16,500 people was built 1.5 km from the power plant. The GRES is located in the largest district of Khanty-Mansiysk Autonomous Region, Yugra, where the main oil and gas companies are located, for the needs of which the power plant was built.
The management of the IT department of "Nizhnevartovskaya GRES" CJSC was faced with the task of optimizing the structure of available software products in order to identify and eliminate legal risks that inevitably arise when using unlicensed software. In addition, it was required to minimize the financial costs associated with the enterprise software.
In order to minimize legal risks and financial costs of software, it was decided to implement SAM (Software Asset Management) technology – Software License Management.
Software Asset Management (SAM) is a technology designed to streamline and protect an organization's software asset management processes. SAM technology allows you to organize the inventory of available software, reduce company costs for purchasing software, and maximize the benefits of using already purchased software.
Having carefully studied the situation as regards software use in the organization, Softline experts developed an individual program for the implementation of license management technology and performed a calculation of the total cost of acquiring licenses for the software used for the entire period of the project.
The project program includes the solution of the following priority tasks:
- Identify software on all customer PCs and servers.
- Automate the control of software use using the Softline Asset Management Module (SAMM).
- Determine the existing rights to the software.
- Analyze the legality of using the software.
- Develop a unified methodology for the acquisition, registration, write-off, verification of the software used in accordance with the requirements of ISO/IEC 19770.
- Get recommendations to minimize the risk of using unlicensed software.
“During this project, we were pleased to see that the client very scrupulously approached the issue of software asset management even before Softline was invited to implement the project. The customer's employees were in full control of the situation – they knew all the main issues arising in the management of software assets, and there was complete order in the documents confirming the legality of using the software. Softline was involved to help automate the current software asset management processes, for which an appropriate automation tool was introduced, as well as to build effective SAM business processes. For this purpose, all the current processes of the customer were properly studied, the current processes were reengineered and a new approach to the management of software assets was formalized. I would like to note that it was very comfortable for us to work, since all participants in the SAM project from the customer's side clearly understood its goals, objectives and advantages.”
Vladimir Razuvaev, head of SAM Department at Softline
The project was implemented in stages. At the first stage, Softline specialists made an inventory of the software used in the organization. As part of this process, the presence of more than 1,000 software titles was recorded, of which more than 400 are either paid or shareware.
After the inventory of the software, work was carried out to collect documents confirming the legality of its use in the organization. Based on the documents provided, lawyers of the License Management Department of Softline, specializing in intellectual law, conducted a thorough legal audit of the provided documentation base in the amount of more than 200 copies and identified the possibility of using more than 3500 copies of the software. Based on the data obtained, a list of all purchased licenses was compiled, indicating possible shortcomings, and a comparison was made with the results of the technical inventory of the software used.
In addition, within the scope of the project, the total amounts spent on the acquisition of licenses for the software used by the company for the entire period from the moment of the first delivery to the moment of completion of the project were calculated and documented. Also, within the scope of the project, Softline specialists have developed policies, procedures, practical recommendations and methods to regulate the processes of purchasing, installing, accounting, auditing and disposing of software. By regulating the software management processes, "Nizhnevartovskaya GRES" CJSC received not only a software management system, but also a basis for managing, reducing, and minimizing financial and legal risks associated with the use of software.
Upon completion of the project, Softline specialists trained the employees of the IT department of Nizhnevartovskaya GRES in the necessary skills and techniques for working with the automated inventory tool used.
As a result of the implementation of software license management technology at Nizhnevartovskaya GRES, the following results were achieved:
- A complete audit of the software used has been performed.
- A unified database of title documents for the software used was created based on the Softline Asset Management Module.
- The "Regulations on software management" were developed and implemented in the company, as well as all related procedures and policies.
- A list of standard and specialized software approved for use in the company has been compiled and approved.
In the Automated enterprise control system department of Nizhnevartovskaya GRES, a permanent employee has been assigned to perform the functional duties of a SAM manager to maintain and constantly develop license management technology in order to achieve the next level of SAM maturity in the company (Dynamic), the highest level of SAM technology development, in which software asset management is implemented in real-time, and software as part of the IT infrastructure is viewed not as a means of ensuring business performance, but as an asset of the enterprise.
Based on the results of the project, it can be concluded that the goals have been achieved. The implementation of SAM made it possible to minimize legal, business and other risks associated with the use of illegal software in the company, as well as create conditions for more optimal use of existing intangible assets, which helps reduce the power plant's IT budget significantly.