General Advice

[Lyncroft]

I've been asked to create a database to look after our licensing issues to control who has what software on their machine. A nice project I thought but my problem is the current data is a complete mess in that there has been no control over people sharing/putting software on their machines. For instance many users are using a package legally allowed for one user.

Any advice about how to go about it. It I was starting from new with clean data there's no problem in creating the database but with all the dirty data this causes problems. Am I right in thinking that essentially 2 databases are required, the first simply to input everything (this could be a flat file or even an excel spreadsheet), the second to start working once the data's been cleansed. Do you think I'm being unreasonable to say to the project initiator to come back to me once the data's clean.

Any advice?

 

[ifstar]

I would include everything - so you will be able to present the manager with a list of exactly what is on each pc - this will also show how many copies of each program there is and will help them decide if they have enough licences to cover them. It will also let them see what is on the pc's that shouldnt be on them and this will probably get sorted out.

 

[Lyncroft]

I would include everything - so you will be able to present the manager with a list of exactly what is on each pc - this will also show how many copies of each program there is and will help them decide if they have enough licences to cover them. It will also let them see what is on the pc's that shouldnt be on them and this will probably get sorted out.

Thanks and I can see the sense in that. Sadly, they don't even know what licences they've got!

 

[neileg]

I think I know what you mean.

Where you start depends on how you are going to collect the data. Are you expecting users themeselves to make a return of what's on their machine? If so you could make a form in Word and list as many legitimate packages as you can with a yes/no check box, and a text area to enter 'Other, please state'. You can collect the data from a Word form in Access.

If you are getting a specific person (or people) to go round and to an inventory, I'd build a database on a lap top.

 

[jeremie_ingram]

Ouch

Seems as though you have quite a situation there. Depending on the date of the machines and where they were purchased, you may be able to attain a copy of your licenses from the PC vendor. Also check with the software vendors for the licenses pertaining to the version of the software that’s installed. Some only allow 1 pc some allow up to 5 (rarely). Depending on where your at (country), this could become a very messy situation.
I personally would clearly document what is on every PC and then present those in charge with both the option to purchase necessary licensing OR remove them from the machines. If you include the price for the licensing, they would most likely opt of the removal. Keep in mind also that if you cannot document that you have the appropriate license, then it doesn’t exist (even though you know you purchased the software).
Now as for the database, I would include EVERYTHING. This will give you the full scope and then you can add/detract items as you make your adjustments. You can also keep a history file as to the changes that are made.

 

[Parker]

One thing that may make your job easier is to get hold of a copy of a proprietery software auditing package. These are available for networks as well as single machines and at least then you will have an acurate list of what is on each machine, it's, proclaimed, licence Number, number of coppies etc. Can't recall the names of any but I have seen them advertised. It really depends on the scale of the problem (how many PC's Servers etc)

One problem is, of course, once you know then you have to act and leagalise or remove any offending software. Until that point legalities are not your problem.

Once you have this information then, in most countries, you would be commiting an offence if you don't report any breaches in licensing legalities.

That could be a very big "ouch" maybe this project may not be so cool!

Keep in mind also that if you cannot document that you have the appropriate license, then it doesn’t exist (even though you know you purchased the software).

Very true

Now as for the database, I would include EVERYTHING. This will give you the full scope and then you can add/detract items as you make your adjustments. You can also keep a history file as to the changes that are made.

I would say essential

good luck and be careful

 

[Lyncroft]

Thanks for all your advice. It's given me something to think about over the weekend. I just find it quite annoying that the people who obviously haven't done their jobs properly now expect a database to simply solve all their problems.