Legal IT Jobs

IT Software Asset Manager – Pinsent Masons

Purpose of the Role:
To manage software acquisition, compliance, maintenance renewals, life cycle planning, testing and costing in relation to all software utilised throughout the firm.
To assess existing and new licencing structures in order to achieve a flexible and cost effective solution.

Main Duties and Responsibilities:
• Manage and monitor the software licences for the firm, ensuring the firm is licence compliant at all times
• Manage and monitor the Microsoft Enterprise Agreement to ensure all software benefits are fully utilised throughout the firm and that the firm remains compliant at all times in relation to desktop applications as well as server licensing
• Process all non-standard software requests and purchase additional licences when required ensuring correct budget sign off is obtained. Ensure that any non-standard software requests are tried and tested before being applied to the standard desktop and any associated documentation created, including knowledge bank entries on the firm’s service management system (Infra)
• Process all additional licence requests for agreed core applications to support future growth
• Manage version control of all licensed software, ensuring that only versions that are covered by the licence are deployed to the business
• Establish and maintain a process for upgrading to new versions of software, including training considerations and material, knowledge transfer to the IT Service Desk, communication to the business and deployment
• Identify and appropriately manage software non-compliance issues in accordance with the firm’s IT policy
• Provide a monthly report on budget spend relating to all non-standard software to the IT Director and Head of Project Services
• Provide a monthly report on re-harvested licences based on the business headcount and staff changes
• For all software subject to regular licence renewal, ensure that maintenance, support and upgrade protection renewals are managed in advance of the expiration date to ensure consistency in delivery of service to the firm
• Identify savings opportunities for renewals, software licensing and services
• Manage contracts and relationships with third party suppliers, including Bytes, to maximise benefit in software licensing, maintenance and service offerings
• Maintain and report upon data in relation to budget, compliance and contracts for all software utilised throughout the firm
• Develop and maintain knowledge of software suppliers – eg, contractual obligations, key contacts
• Validate supplier invoices as required and seek appropriate budget approval/cost authorisation
• Perform regular software audits to ensure software compliance throughout the firm
• Identify areas for re-harvesting of licences/cost saving
• Respond to and manage all software supplier audit requests
• Be the point of escalation for all application software issues and queries from business users, IT and external suppliers
• Provide education, guidance and support to the firm to ensure formal software processes are adopted and adhered to
• Identify areas for process improvement in relation to all aspects of software management
• Work with the Desktop Services team to maintain and improve the standard build insofar as licensing/versions are concerned
• Track the business headcount to ensure that the firm remains compliant with all software licensing in relation to the core application suite
• Ensure that the QA Analysts are trained in the latest processes
• Work with software suppliers to identify the most cost-effective ways of purchasing licences whilst ensuring compliance with licence agreements
• Monitor software purchases and deployment strategies, recommending opportunities for improvement and assisting in the implementation of new procedures
• Provide advice and guidance on software licensing implications for all international office openings
• Involvement in all business projects that involve software deployment to ensure that licensing terms are documented, understood and implemented from the beginning of the project and on an on-going basis
• Align with the firm’s Procurement Team to ensure that all new software purchases are known, understood, documented centrally and tracked
• Work with the assigned Project Manager to facilitate and implement the adoption of a software asset management system for the business
• Take responsibility for and ownership of the software asset management system, ensuring that any upgrades to the system align with the firm’s internal governance and software processes
• Provide training/awareness of the non-standard software request process and any software asset management processes to all new starters within the IT Department and provide refresher training upon request
• Maintain the non-standard software whitelist, the freeware whitelist and the software blacklist ensuring that they are always up to date
• Provide support to the IT Service Desk in relation to all software requests/issues as appropriate to the role
Any other duties that reasonably fall within the remit of the role as assigned by the Quality Assurance Manager

• Formal ITIL accreditation (to at least foundation level) desirable but not essential
• Formal software licensing accreditation such as Fast Practitioner – desirable
• Good standard of education

Relevant Knowledge and Experience:
• Previous experience of software asset management and utilising a software asset management tool
• Working knowledge of Microsoft Office product suite and operating systems
• Technical background desirable but not essential
• Experience interpreting licensing terms and conditions
• Excellent communication and interpersonal skills with the ability to liaise with stakeholders across the business

If you have any questions then please contact