In any given organization there could be tens or even hundreds of applications being used to carry out the day-to-day operations. And each application comes with a license that has to be adhered to throughout its lifecycle. An entitlement management system gives application developers and publishers the tools they need to make sure their customers are getting the full benefits of the software, while at the same time ensuring they are getting paid for their efforts. When these applications need to be migrated, there might be software licensing violations that could cost the organization fees if they're not properly executed.
In a blog written by Mathieu Baissac on Flexera Software titled, "Migrating your Entitlement Management System – Project Management Best Practices," he identifies some of the many challenges organizations must consider when migrating entitlement management systems. This is because it is generally assumed it is just a data migration project, but it is much more than that.
According to Baissac, it involves the entire organization and many of the departments in which the applications have been integrated. So there will be process changes that will affect virtually everything, and he goes on to identify what they are: sales, order steam, software operations, IT, product management and marketing, legal, engineering, finance, renewals team, support, executives, channel partners, and end customers. As you can see, there's not much left behind that will not affect the organization.
To ensure everyone is on the same page, he recommends implementing a standard IT control process because there will be many different people involved in the migration project. By developing the standard, it safeguards against any possible violations in software licensing and other mistakes can be avoided.
Depending on how long the migration takes, stakeholders should hold meetings regularly, bi-weekly according to Baissac, so everyone is on the same page. The stakeholders should come from the most common users within the organization, such as software operations, product management, IT, renewals and support. With these individuals, a comprehensive view of the organization's entire software licensing and ownership can be established to better manage the migration process.
Additional steps in the migration process includes criteria for going live, planning to go live, testing with final hardware and URLs before going live, and scheduling when the event will take place.
Edited by Maurice Nagle