If your company uses IBM products, PVU reporting is something you’re probably familiar with. But it’s easy to forget that there are licensed products outside of PVU that require proper managing and reporting, too.

Reporting non-PVU products is just as important as reporting standard PVU products during a software audit. But reporting them correctly presents a unique set of challenges because they can vary in licensing type, range of deployment, and collection methods. That can make it difficult to track them, and to provide proper documentation.

Non-PVU reporting can be a timely undertaking, and sometimes it’s difficult to know where to start. That’s why we’ve outlined a few simple steps you can take to make sure your next software audit goes smoothly.

Be informed and prepared.  As with regular PVU reporting, it’s important to understand your Passport Agreement, the product ELA, and any negotiated special licensing terms.  Non-PVU products cover a variety of licensing types, from the classic Authorized, Floating, or Concurrent User, to other types like a license measurement based off the square footage of your facility. Make sure you understand the details—some applications are more complex than others.

Partner with product experts within your organization. The next challenge is the logistics of data gathering. Reporting on non-PVU products typically means working with multiple administrators or engineers across different silos within the organization—and that means partnering with the business application owners. Their knowledge about management and the architecture of products will be key in your data collection efforts.

Next, you need to consider the different methods of data collection. Keep in mind that each product family is delivered to its user base in a way that makes sense to the product, not always for utilization reporting. This can make data gathering a timely process, and it will differ from product to product. In many cases this will be a manual effort—however, some products provide scripts and/or can be used with third-party products to assist in data collection.

Get organized. Be sure to document your journey and the steps taken to collect data. Then identify opportunities to create a scriptable and repeatable process. After that, you can collect your data and validate your findings with your Passport Agreement.

This can sound simple, but the initial data collection might just scratch the surface of the information you need. Getting all the data will require a continued partnership with the application owners and experts—they’re your front line for monitoring and managing the license position.

The evolution of an organization to expand or divest can complicate the reporting process as well. Monitor your metrics, and know that it’s crucial to consider multiple sites and licensing acquired from mergers/acquisitions or divestitures. And make sure you keep any documentation developed with IBM about any software licensing transfers. Finally, implement and review any new license keys and counts that have been applied and documented with IBM.

At CleanSlate, we have a deep understanding of non-PVU reporting and can help make sure your business doesn’t have any surprises during your next software audit. If you’d like to learn more about all the ways we can help your business, contact us today.