There’s nothing wrong with self-managing your software assets. But if you do, it’s important that your company knows what to do if you discover an over-deployment of licensed products. When that happens—and it happens to the best of us—here’s what you should do next.

Figure Out What Happened—And Why

When your company has over-deployed licensed software, it’s important that you understand why it happened. The difference between a one-time fluke and something more systemic in your company will have an impact on how you go forward.

Here are a couple of questions to ask yourself before you decide what to do next:

  • Is the overage due to additional project work or company needs?
  • Is the company’s infrastructure itself responsible for the overage?

If the overage can be tied to specific project work, especially new projects, your best bet is to work directly with the software reseller. They can work with your company to figure out an action plan to manage the next steps. This approach will also help you get the best rates for your licenses, and ensures a good relationship with your vendor.

If the overage is tied to something systemic about your company’s infrastructure, that’s considered a true over-deployment. In that case, the best thing you can do is to maintain transparency and work with the software reseller to self-report the overage. By being open and transparent about the overage, you can avoid raising red flags that could otherwise lead to a vendor audit.

Good Communication is Key

Over-usages happen. Your vendor understands that and has almost certainly seen it before. By maintaining good communication and transparency, you’ll show your vendor that you’re acting in good faith to correct the situation. That will help reduce the risk of an audit, and ensure you get the best pricing for your organization.

And if you have any questions about software entitlement needs or your current license position, we’re here to help. Email our software asset specialists, or call us at 866.885.3249.

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