Software Asset Management

Project: Introduction of Software Asset Management (SAM)

The university computing centre (HRZ) was commissioned by the Executive Board to introduce and operate a Software Asset Management system (SAM). As part of the SAM project, a tool and processes for managing software licences will be introduced university-wide at TU Darmstadt. The SAM staff unit is organisationally located in the HRZ.

The 'Software Asset Management at TU Darmstadt’ policy was adopted by the Executive Board in December 2024 and comes into force on 01.04.2025.

What is SAM?

SAM stands for Software Asset Management. It involves the registration and management of used software and its licences on all official devices where software can be installed and that are used as part of employment at TU Darmstadt.

The objectives of the project are:

1. Comprehensive introduction and commissioning of the FlexNet Manager Suite (FNMS) software from Flexera, along with its so-called agent, university-wide at TU Darmstadt.

2. Ensure contract-compliant usage through transparent and coordinated procurement processes.

3. Reduce software licence costs through sustainable procurement and usage practices.

The SAM software stores the following information:

  • name and version of installed software
  • device name and IP address

The SAM agent does not collect any of the following information:

  • activities/usage behavior of the user
  • saved files
  • use of SaaS ('Software as a Service', browser-based applications)
  • login details

The following information must be entered manually into the central SAM database:

  • use of SaaS ('Software as a Service', browser-based applications)
  • licence proofs
  • proof of purchase
  • other information required in licence agreements

In the case of a software licence audit, this data is used as proof of licence-compliant software usage.

This applies to all

  • employees including student assistants of TU Darmstadt

and

  • further users of IT devices in property of TU Darmstadt.

To record the software on devices not managed by the HRZ, the agent must be installed locally on IT devices in official use and other devices with licensable software.

No manual installation is required for devices managed by the HRZ, as the agent is installed automatically.

To implement the SAM tool across TU Darmstadt, the central SAM team is collaborating closely with the future decentralized SAM officers.

The SAM officers are responsible for managing the commercial licence inventory and installing the SAM agents within their respective areas.

In areas where non-HRZ-managed computers are used, the agent must be installed on all work devices.

As a SAM officer, you should be familiar with the following processes in the context of software asset management:

  • purchase, use and management of software at TU Darmstadt
  • licence management as part of the onboarding and offboarding of employees
  • recording of licence information during the year

Would you like to reduce costs for your department or institute and contribute to the sustainability of TU Darmstadt?

Please contact the central SAM team via email at the following address:

The onboarding of the various areas of TU Darmstadt follows the process defined in the project.

The defined milestones mark the completion of each onboarding phase for the respective customer or user group.

The current planning by the project team is as follows:

  • M0 (Dec. 2024):
    • The Executive Board adopts the 'Software Asset Management Policy at TU Darmstadt'.
    • All systems required for the operation of the FNMS software are installed by the HRZ.
    • A draft of the SAM processes relevant to TU Darmstadt is created. If necessary, these processes will be adjusted in subsequent phases.
  • M1 (June 2025): The university computing centre records software licences in TU Darmstadt's central SAM tool.
  • M2 (Dec. 2025): Software licences that are available for the use of software in central administration and selected institutes are documented in the central SAM tool.
  • M3 (June 2026): Further selected* large institutions (departments) document their software licences in the central SAM tool.
  • M4 (Dec. 2026): All institutions document their existing software licences in the central SAM tool and thus fulfil the requirements of TU Darmstadt's SAM guideline (see above).

* Would you like to be one of the ‘selected’ institutions to introduce the central SAM tool as quickly as possible?

Please contact the central SAM team via email at the following address:

SAM is currently in the project phase.

The project is managed by the department 'Basic Services' – Software Management Unit – at the university computing centre under the leadership of Dr Oliver Schmid and Rhea Stock. The project team can be contacted via email at the following address: .

The central SAM team is responsible for maintaining the SAM infrastructure and supports the distribution and commissioning of the agent for all users throughout TU Darmstadt. In addition, the central SAM team provides training and further support to the decentralised SAM officers.

The service is free of charge.

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