Abstract:
The disclosed invention is a software license management system (SLMS) utilizing a web-based interactive database to automate a software management process (SWMP) for managing software assets, measuring compliance requirements, and tracking/reporting status as necessary to assure proficiency and adherence to implementation requirements of the software management process. The SWMP is a process consisting of five different phases. The five steps of the SWMP involve identification of various solution alternatives, acquisition, deployment, maintenance and software retirement. The SWMP establishes high-level software management process to avoid litigation and penalties, maximize software asset utilization through tighter inventory control, and capitalize on the software procurement process.

Description:
BACKGROUND OF THE INVENTION 
   This invention relates generally to management of software and, more particularly, to network-based systems and methods for tracking, managing and controlling software assets using an interactive database. 
   With the proliferation of computers and software, the issue of software management has become important to a business entity. Software, like other company assets, must be managed throughout its lifecycle to ensure maximum return on investment. Effective software management begins with sound procurement procedures, maintenance of current asset utilization records, and implementation of controls to ensure compliance with license requirements. Software management is a challenge for a business entity that is increasingly reliant upon the use of computer software to manage day-to-day operations. New challenges come with this increased reliance on software use across a global enterprise. These challenges create a continuing need to control and manage the business entity&#39;s software assets. 
   Software management is a global issue and is not an easy task. However, proper management of software can result in better control over software assets, more cost effective purchasing, maximum use of existing software, and the avoidance of potential penalties related to non-compliance with licensing requirements. 
   BRIEF SUMMARY OF THE INVENTION 
   In one aspect, the present invention is a software license management system (SLMS) that utilizes a web-based interactive database to automate a software management process (SWMP) for managing software assets, monitoring compliance to license requirements, and tracking/reporting status as necessary to assure adherence to implementation requirements of the software management process. The system captures software information and provides on-line up-to-date information upon request. In one exemplary embodiment, the system is implemented utilizing a Structured Query Language (SQL) server database with a client user interface front-end for administration and a web interface for standard user input and reports. The system manages software assets using the interactive database coupled to a system for tracking, monitoring and records retention activities associated with the process. 
   The SWMP establishes a standard high level process for software management to avoid litigation, fines and penalties, maximize software asset utilization through tighter inventory control, and capitalize on the software procurement process to obtain “best pricing”. More specifically, the SWMP is a process consisting of five different phases. The SWMP includes identification of various solution alternatives including identification of specific software alternatives that meet business requirements. The process further includes acquisition of the software, deployment of the software, software maintenance and software retirement. The SWMP also provides a best practice for monitoring software license compliance on an ongoing basis. The SWMP maintains software inventories on the SLMS system web site, identifies software management process owners, and provides software reports on an as-needed basis to finance, legal and chief executive officers of a business entity. The SWMP further seeks out and shares software management best practices. The process, through internal controls, emphasizes that software should not be used, reproduced or distributed without the manufacturer&#39;s express authorization, which includes licensing. The SWMP establishes metrics and controls for each phase of the process to monitor the compliance to the process and provides reports aimed at identifying potential areas of non-compliance. The SLMS provides a formalized process to meet and manage the stringent legal and financial objectives associated with the software management. The SLMS also provides cost benefit to a business entity by streamlining the management process associated with software monitoring and compliance. 

   
     BRIEF DESCRIPTION OF THE DRAWINGS 
       FIG. 1  is a simplified block diagram of a Software License Management System (SLMS) in accordance with one embodiment of the present invention; 
       FIG. 2  is an expanded version block diagram of an exemplary embodiment of a server architecture of a Software License Management System (SLMS); 
       FIG. 3  is yet another exemplary embodiment of an infrastructure of the SLMS; 
       FIG. 4  shows a configuration of a database within a database server of a server system including other related server components; 
       FIG. 5  is an exemplary embodiment of a data and logic flow diagram of the SLMS shown in  FIG. 2 ; 
       FIG. 6  is another exemplary embodiment of a database structure depicting logical relationship of the data stored in database structure of the SLMS; 
       FIG. 7  is an exemplary embodiment of the Software Management Process (SWMP) as implemented by the SLMS shown in  FIG. 2 ; 
       FIG. 8  is an exemplary embodiment of a first phase of the SWMP identifying solution alternatives; 
       FIG. 9  is an exemplary embodiment of an acquisition phase of the SWMP; 
       FIG. 10  is an exemplary embodiment of a continuation of the acquisition phase of the SWMP; 
       FIG. 11  is an exemplary embodiment of a deployment phase of the SWMP as well as an exemplary depictment of a maintenance phase and its relationship to a deployment phase of the SWMP; 
       FIG. 12  is an exemplary embodiment of a retirement phase of the SWMP; 
       FIG. 13  is an exemplary embodiment of a Software Management Business Self-Assessment (SMBSA) worksheet as used in implementing the SWMP; 
       FIG. 14  is a continuation of an exemplary embodiment of the Software Management Business Self-Assessment (SMBSA) worksheet shown in  FIG. 11  as used in implementing the SWMP; 
       FIG. 15  is an exemplary embodiment of a simplified version of a SLMS system flow diagram; and 
       FIG. 16  is a flow chart as utilized by the SLMS. 
   

   DETAILED DESCRIPTION OF THE INVENTION 
   Exemplary embodiments of systems and processes that facilitate integrated network-based electronic reporting and workflow process management related to a Software License Management System (SLMS) are described below in detail. The systems and processes facilitate, for example, electronic submission of information using a client system automated extraction of information, and web-based assessment reporting and management of Software for internal system users. 
   The systems and processes are not limited to the specific embodiments described herein. In addition, components of each system and each process can be practiced independent and separate from other components and processes described herein. Each component and process also can be used in combination with other components and processes. 
     FIG. 1  is a simplified block diagram of an SLMS  10  including a server system  12  and a plurality of client systems  14  connected to server system  12 . In one embodiment, client systems  14  are computers including a web browser, and server system  12  is accessible to client systems  14  via the Internet. Client systems  14  are interconnected to the intranet through many interfaces including a network, such as a local area network (LAN), dial-in-connections, cable modems and special high-speed ISDN lines. Client systems  14  could be any device capable of interconnecting to the Internet including a web-based phone or other web-based connectable equipment. A database server  16  is connected to a centralized database  20  containing software product and license related information on a variety of software products, as described below in greater detail. Database server  16 , is stored on server system  12  and can be accessed by potential users at one of client systems  14  by logging onto server system  12  through one of client systems  14 . Database  20  information is stored on database server  16  and accessed trough server  12  system. 
     FIG. 2  is an expanded version block diagram of an exemplary embodiment of server architecture of an SLMS  22 . Components in SLMS  22  identical to components of SLMS  10  (shown in  FIG. 1 ) are identified in  FIG. 2  using the same reference numerals as used in  FIG. 1 . SLMS  22  includes a server system  12  and client system  14 . Server system  12  further includes a database server  16 , an application server  24 , a web server  26 , a fax server  28 , a directory server  30 , and a mail server  32 . A disk storage unit  34  is coupled to database server  16  and directory server  30 . Servers  16 ,  24 ,  26 ,  28 ,  30 , and  32  are coupled in a local area network (LAN)  36 . In addition, a system administrator&#39;s workstation  38 , a user workstation  40 , and a supervisor&#39;s workstation  42  are coupled to LAN  36 . Alternatively, workstations  38 ,  40 , and  42  are coupled to LAN  36  and are connected through an intranet. 
   Each workstation,  38 ,  40 , and  42  is a personal computer including a web browser. Although the functions performed at the workstations typically are illustrated as being performed at respective workstations  38 ,  40 , and  42 , such functions can be performed at one of many personal computers coupled to LAN  36 . Workstations  38 ,  40 , and  42  are illustrated as being associated with separate functions only to facilitate an understanding of the different types of functions that can be performed by individuals having access to LAN  36 . 
   In another embodiment, server system  12  is configured to be communicatively coupled to various individuals or employees  44  and to third parties, e.g., internal or external auditors,  46  via an ISP Internet connection  48 . The communication in the exemplary embodiment is illustrated via the Internet, however, any other wide area network (WAN)  50  type communication can be utilized in other embodiments, i.e., the systems and processes are not limited to being practiced via the Internet. In addition, and rather than a WAN, a local area network could be used in place of the WAN. 
   In the exemplary embodiment, any authorized individual or an employee of the business entity having a workstation  54  can access SLMS. One of client systems  14  includes a senior manager&#39;s workstation  56  located at a remote location. Workstations  54  and  56  are personal computers including a web browser. Also, workstations  54  and  56  are configured to communicate with server system  12 . Furthermore, fax server  28  communicates with employees located outside business entity  44  and any of the remotely located client systems including a client system  56  via a telephone link. Fax server  28  is configured to communicate with other client systems  38 ,  40 , and  42  as well. 
     FIG. 3  is yet another exemplary embodiment of an infrastructure of SLMS  22 . SLMS Application Server Infrastructure  58  includes various production servers that host and operate the SLMS application. A Webapp06 is a Web-Logic production server  60  that hosts the Java production SLMS application. This is the front end of the application that users sign into which hosts the English, French, German, and Japanese localized sites. Webapp05 is a production server  62  hosts the LiveWire version of the SLMS application and it also retains the special enterprise licensed software products such as Coreload 2000 used by various departments and divisions of the business entity. Coreload 2000 can be directly downloaded from production server  62  and installed by users. Finally, webapp04 is the designated testing infrastructure server  64  for Web-Logic development. 
   The Load Balancing Infrastructure  66  include corploadb01 server  68  and corploadb02 server  70 . These servers are the business entity&#39;s systems infrastructure shared servers which equally distributes (i.e. balances) the production load during periods of peak activity. 
   The SLMS shared production infrastructure  72  include webora01prd server  74  and webora02prd server  76 . These servers are the servers that house all SLMS production data and performs the back-end functionality of the production data files. Webora02prd server  76  specifically retains the SLMS data and provides the back end support and high-speed performance needed for SLMS data manipulation (i.e. SLMS report generation). Webora01prd server  74  is the back-up server for Webora02prd server  76 . 
   The SLMS Development and Testing Infrastructure  77  consists of two separate servers—webdev02 server  78  and webora02dev server  79 . Webdev02 server  78  is used for SLMS coding and application testing and is part of the SLMS initial development testing infrastructure. Webora02dev server  79  is the oracle based testing server which houses and duplicates the SLMS data that resides on webora02prd server  76 . 
     FIG. 4  illustrates a configuration of a database  20  within database server  16  of server system  12  shown in  FIG. 1 . Database  20  is coupled to several separate components within server system  12 , which perform specific tasks. 
   Server system  12  includes a collection component  80  for collecting information from users into centralized database  20 , a tracking component  81  for tracking information, a displaying component  82  to display information, a receiving component  83  to receive a specific query from client system  14 , and an accessing component  84  to access centralized database  20 . Receiving component  83  is programmed for receiving a specific query from one of a plurality of users. Server system  12  further includes a processing component  85  for searching and processing received queries against data storage device  34  containing a variety of information collected by collection component  80 . An information fulfillment component  86 , located in server system  12 , downloads the requested information to the users in the order in which the requests were received by receiving component  83 . Information fulfillment component  86  downloads the information after the information is retrieved from data storage device  34  by a retrieving component  87 . Retrieving component  80  retrieves, downloads and sends information to client system  14  based on a query received from client system  14  regarding various alternatives. 
   Retrieving component  87  further includes a display component  88  configured to download information to be displayed on a client system&#39;s graphical user interface and a printing component  89  configured to print information. Retrieving component  87  generates many types of various reports requested by the user through client system  14  in a pre-determined format. System  10  is flexible to provide other alternative types of reports and is not constrained to the embodiments set forth above. 
   Database  20  is divided into an Employees Information Section (EIS)  90 , a Software Inventory Information Section (SIIS)  92 , an Hardware Inventory Information Section (HIIS)  94 , a Software License Information Section (SLIS)  96 , a Business Unit and Contact Information (BUCIS)  98 , a Vendor Contact Information Section (VCIS)  100 , a Training Material Information Section (TMIS)  102 , and a Software Management Business Self Assessment Information Section (SAIS)  104 . These eight sections within database  20  are interconnected to update and retrieve the information as required. 
     FIG. 5  is an exemplary embodiment of data and logic flow diagram of SLMS  10  (not shown in  FIG. 4 ). It further depicts the organization of a searchable database  20  built in SQL server.  FIG. 5  shows the data and logic relationship among Employees Information Section (EIS)  90 , Software Inventory Information Section (SIIS)  92 , Hardware Inventory Information Section (HIIS)  94 , Software Licenses Information Section (SLIS)  96 , Business Unit and Contact Information (BUCIS)  98 , Vendor Contact Information Section (VCIS)  100 , Training Material Information Section (TMIS)  102 , and Software Management Business Self-Assessment Information Section (SAIS)  104  of database  20 . 
   EIS  90  includes basic employee information such as a last name of an employee  106 , a first name of the employee  108 , a middle initial of the employee  110 , a status of the employee  112 , a building  114  and room code  116  where the employee is located, a work phone number  120 , a user identification  124 , an e-mail address  126 , a facsimile number  130 , a manager&#39;s name  134  who has direct supervisory authority over the employee, a department name  136  and code of the department  140 , a payroll number  144 , a social security number  146 , and a pay cycle  150  category such as weekly, biweekly and monthly. EIS  90  further segregates employee data by employee category to identify whether an employee is a permanent exempt employee  152 , a permanent non-exempt employee  154 , a temporary exempt employee  156 , a temporary non-exempt employee  158 , an hourly employee  160 , a contractor  162 , or a variable worker  164  of the department within a business entity. 
   SIIS  92  includes information such as a software title  170 , a software serial number  174 , a software manufacturer  178 , a brief description of the software  180 , a date on which software was acquired  184 , restrictions or limitations on software use  188 , employees on whose desktop the software was installed  190 , purchase order details relating to the software verifying the proof of purchase  192 , any comments on software functionality  196 , and other pertinent details useful to prove legal ownership and use of the software  200 . 
   HIIS  94  stores information such as a hardware serial number  204 , employee whom the specific hardware has been assigned to and the date on which assigned  206 , details on the hardware such as a manufacturer&#39;s name  208 , an address  210 , warranty information  212 , hardware capabilities including specifications  218 , month and a year of acquisition  220 , hardware classification such as a desktop unit  222  or a laptop unit  226 , any lease related information  230 , if applicable, and other pertinent details useful to prove legal ownership and use of the hardware  236 . 
   SLIS  96  stores information such as a software title  240 , a software serial number  242 , a software manufacturer  244 , a brief description of the software  246 , a date on which software was licensed  250 , restrictions or limitations on software use  252 , employees on whose desktop the software was installed  254 , contract details relating to the software licensing verifying the license  258 , any comments on software functionality  260 , and other pertinent details useful to prove valid licensing and use of software  264 . 
   BUCIS  98  stores department and organizational information which includes a department title  270 , a manager&#39;s name  274 , a manager&#39;s social security number  276 , a manager&#39;s mail stop code  278 , and a telephone number or extension  280 . It also includes information pertaining to business unit contact person&#39;s name  282 , phone number  284 , mail code  286 , address  288 , facsimile number  290  and other relevant information  294 . As the organizational changes occur, the relationship changes are constantly updated and changed in database  20  to keep the information current. 
   VCIS  100 , includes information relating to vendor such as a vendor name  298 , a vendor&#39;s business address  300  including a city  302 , state  304  and zip code  306 , vendor status such as preferred  308  or non preferred  310 , quality rating of the vendor  312 , customer service rating of the vendor  314 , contact person&#39;s name for the vendor  316 , terms on which the vendor expects to get paid  320 , and any other vendor relationship details  322  regarding the vendor. 
   TMIS  102  includes general training materials  324  available on the web site for each of the software purchased  326  or licensed  328  and how to obtain such training materials  330 . 
   SAIS  104  stores information regarding self assessment responses  332  against a set of specific questions  334 , responses of independent audit  336  against a set of specific questions  334 , any self-assessment comments  338  or comments by an audit committee  340 . Business unit&#39;s name  344 , location  346 , and a person completing self-assessment  350  is also included in the database. Compliance to the overall software management process based on the response of the self-assessment is computed in terms of “Software Management Sigma Value”  354  as achieved by self-assessment  356  and as scored by an independent audit  358  is stored in database  20 . 
     FIG. 6  is another exemplary embodiment  360  of a database structure depicting logical relationship of the data stored in database  20  structure of SLMS  22 .  FIG. 6  further depicts as to how the data is linked in database  20 . 
   Several categories of information are captured by SLMS  22 . The data is collected and linked by category. The categories of information captured include, but are not limited to, Business Name, Business Sub-units with Addresses, Security or Screen Access with User information, License Type, License Restrictions, Contract Type, License Contact Person, Outsourcers, Software Vendors and Addresses, Feedback information (user&#39;s can enter feedback or complaints about the application), Findings by Auditors, Hardware Description, Hardware Location, Operating System information, Product Priority (rates criticality of the software to the business), and Platform (which describes what the software runs on). The dotted lines  362  ending in a dark black circle show a one-to-many relationship between the data groups. For example, there is one master that can have several associated entries. 
   The architectures of systems  10  as well as various components of system  10  are exemplary only. Other architectures are possible and can be utilized in connection with practicing the processes described below. 
     FIG. 7  is an exemplary embodiment of SWMP  370  as implemented by SLMS  10  (shown in  FIG. 1 ). SWMP  370  is a process consisting of five (5) different phases. SWMP  370  involves identification of various solution alternatives  380  including identification of a specific software solution. SWMP involves acquisition of the software  384 , deployment of the software  386 , maintenance  388  and finally ending with software retirement  390 . Most importantly, SWMP  370  provides a best practice for monitoring software license compliance on an ongoing basis. SWMP  370  maintains software inventories on the system web site, identifies software management process owners, and provides software reports on an as-needed basis to finance legal and chief executive officers of a business entity  392 . SWMP  370  further seeks out and shares software management best practices. It emphasizes that software should not be used, reproduced or distributed without the manufacturer&#39;s express authorization, which includes licensing. Additionally, SWMP  370  focuses on software license information and managing the licensing information as well as acquisitions of various software on an ongoing basis to avoid liability to the business entity. SWMP  370  and system  10  are flexible enough to capture the requirement of various departments of a business entity, which includes an Information Technology (IT) department  394  (often referred as IT or Information Technology), a Sourcing or Procurement department  396 , a Finance department  398 , a legal department  400 , a Business department  402  and a Functional department  404  of the business entity. IT  394 , Sourcing  396 , Finance  398 , and Legal  400  are responsible for defining and interpreting the software management requirements within the business entity in relation to the SWMP  370 . 
   The sourcing department and the contract owner are responsible for terminating software contracts and notifying IT Department  394  of such termination. Information Technology department  394  is responsible for informing end users of contract termination and destroying the software from individual systems. 
   Finance department  398  is responsible for monitoring the cost of acquisitions as well as maintenance and deployment while Legal department  400  is responsible for compliance with legal requirements. 
   Metrics and controls monitor the SWMP  370 . At each phase in the process, tollgates/milestones are established and monitored to a specific measurement process. Additionally, monitoring of software licenses by various departments within the business unit provide reports aimed at identifying potential areas of noncompliance. Furthermore, the business entity periodically engages in external audit firms and/or corporate audit staff to monitor adherence to SWMP  370 . 
   Each Information Technology (IT) organization within the various business entity is responsible for ensuring that all the computers and hardware have only properly licensed software installed. IT department  394  also performs random audits of installed software. IT or Information Technology department is used here as a generic reference to the local technology or information systems group assigned to each department of a business entity. Any unlicensed software found on hardware throughout the organization is immediately removed, thereby avoiding future liability. Anyone who uses or distributes unauthorized software in their organization is to immediately notify their manager to avoid future consequences. 
   1.0 Identify Solution Alternatives  380   
     FIG. 8  is an exemplary embodiment depicting detail process steps  406  of a first phase of SWMP, which involves identifying solution alternatives  380  shown in  FIG. 7 . During the first phase of the SWMP  370 , Information Technology (IT)  408  and end users  410  personnel identify the need  412  for a software solution to a business issue. A business manager  414  or a functional manager  416  and an IT leader  418  define the business requirements  420 . IT leader  418  is the lead information technology person assigned to a specific project by the business chief information officer (CIO). CIO is the individual responsible for managing information technology within a business entity. IT leader  418  analyzes the IT requirements  426 , including the current computer limitation and any existing technological standards that need to be implemented. Finally, IT leader  418  and the business or functional manager, review the requirements again and finalize the business solution requirements  430 . The tollgate/milestone for this phase is the documentation of business requirements  420  and identification of software alternatives  434 . 
   2.0 Acquisition  384   
     FIG. 9  is an exemplary embodiment depicting detail process steps  436  of an acquisition phase  384  (shown in  FIG. 7 ). During acquisition phase  384  (shown in  FIG. 7 ), IT leaders  418  (shown in  FIG. 8 ) and Sourcing  438  check for existing software contracts  440  that may meet the requirements defined in the previous phase (identify solution alternatives phase  380 ). Sourcing  438  as used herein is a generic reference to a local sourcing personnel assigned within a business entity to manage procurement/sourcing functions including activities associated with initiating and managing software contracts. These contracts may be corporate or individual business contracts within the business entity. All contracts are entered into the sourcing department&#39;s sourcing web site for monitoring and tracking. All software contracts are also accessible to any individual inquiring about a specific contract through SLMS  10  web site. 
   If there is a corporate or business software product that meets the requirements, IT leader  418 , Sourcing  438  and/or legal representative  446  determine  448  whether the license agreement allows the business entity to copy and reuse the existing software  450 . If shareware or public domain software or existing software  454  is to be used, the IT department  408  (shown in  FIG. 8 ) evaluates  458  whether the software can be legally copied and used. If the business entity has the “right to copy”  462 , the software is copied. If there is no “right to copy”  462  but a standard agreement exist, the IT department with the help of the Sourcing department purchases licenses  468  following their routine software purchasing process. The Legal department is kept informed to ensure the compliance with the legal requirements. Shareware or public domain software is a software that is distributed freely on a trial basis with the understanding that the user may need or want to pay for that software at a later date. Some shareware has a built in expiration date (usually 30 to 60 days) and other shareware is the software with some of the capabilities disabled provided at the earlier stage to entice a consumer to buy the complete version. 
   Once IT leader  418  determines that a new software product  472  should be purchased, the purchasing process is initiated. IT leader  418 , Sourcing  438 , or a business/functional manager prepares and submits a requisition or a request for proposal (RFP)  474  and/or request for information (RFI)  478  to prospective vendors. The software contract terms and prices are negotiated  480  and a final vendor  482  is selected. IT leader  418 , Sourcing  438 , and Legal department representative  446  negotiate the terms and conditions into the contract. 
     FIG. 10  is an exemplary embodiment of a continuation depicting detail process steps  484  of acquisition phase  384  shown in  FIG. 7 . If the total project cost including software, hardware, and consulting is equal to or greater  486  than a predetermined amount, e.g. $250,000, the project is entered  488  into database  20 . Corporate Information Technology group (IT)  490  reviews the project  492  entry request and either approves or rejects  494  the request. Corporate IT  490  refers to the Corporate IT functions located in a headquarters of the corporation, the corporation the business entity reports to, and the business entity reporting to the Chief Technology and Information Officer of the ITC 2000 business entity belongs to. Approval or rejection decision  496  is done via a web site thereby avoiding unnecessary delays in handling the paperwork between various offices. If the project is rejected  498 , the request is sent back to an originator  500  and originator  500  is requested to identify solution alternatives again and resubmit the project request. 
   If the project is approved  502 , the project owner ensures that the project complies  504  with equity investment opportunities/obligations  506 , standard contract terms and conditions  508 , legal agreement requirements  510 , and financial/accounting requirements  512 . If all requirements are met, IT leader  418  or Sourcing  438  (shown in  FIG. 9 ) execute the purchasing process  520  which involves generating contracts or purchase orders for the acquisition of the software. The contract information is then entered  524  into the Sourcing web site database. 
   If the total project cost is less  528  than the predetermined amount, either IT leader  418  or Sourcing  436  reviews the project and ensures that the project meets  530  the overall objectives of the business. If the project is approved, the project owner again ensures that the project complies  504  with equity investment opportunities/obligations  506 , standard contract terms and conditions  508 , legal agreement requirements  510 , and financial accounting requirements  512 . If all of the above requirements are met  530 , again IT leader  418  or Sourcing  438  (shown in  FIG. 9 ) initiates the purchasing process  520  which includes generating contract or purchase orders as required for the acquisition of the software. 
   Before acquisition of any software, IT leader  418 , sourcing  438  or the project owner  534  ensures that the software is being purchased from the preferred vendor list and are also adhering to the project approval guidelines including return on investments. License terms and conditions are carefully checked before signing the agreement. Additionally, software, which is obsolete or new to the market, is carefully avoided. Prior to executing the purchase contract or purchase agreement, the process owner also ensures that if there is any unused or under utilized software within the business entity or other businesses within the corporation. The tollgate/milestone for this phase is the acquisition of the software, such unused or under utilized software is put to use prior to purchase of the new software. 
   3.0 Deployment  386   
     FIG. 11  is divided into Section A and Section B. Section A of  FIG. 11  is an exemplary embodiment depicting detail process steps  540  of deployment phase  386  (shown in  FIG. 7 ). Section B of  FIG. 11  also depicts detailed process steps  542  of maintenance phase  388  (shown in  FIG. 7 ).  FIG. 11  identifies the relationship between deployment phase  386  as well as maintenance phase  388 . Information technology (IT) group either installs  550  or authorizes the installation of software on computers. For legal and financial reasons the business entity manages the software as an asset. This includes knowing where software is installed, who is authorized to use it and when the license expires. Within the business entity, IT and/or Sourcing are responsible for tracking  556  all software licenses being used by their business. Software management process owner  560  updates  564  database  20  through SLMS  10 . System  10  updates database  20  as soon as the software information is added or changed. The tollgate/milestone of the deployment phase  386  is reached when the software has been deployed. 
   4.0 Maintenance  388   
   Section B of  FIG. 11  depicts detail process steps of a maintenance phase and its relationship to deployment phase. Information technology (IT) department  394  and sourcing department  396  (shown in  FIG. 7 ) are responsible for reviewing  570  software contract maintenance terms. When the business entity has a maintenance contract  580 , IT is authorized by this contract to maintain the software  584 . The contract to maintain the software involves installing updated enhancements as appropriate. If additional software from the same agreement is deployed at a later date  588 , the deployment process steps  540  described under the deployment phase of SWMP  370  is followed. When software is upgraded, enhanced or further deployed, it is the responsibility of the software management process owner  560  to update  590  the business entity software information in database  20 . The database  20  is updated through device  14  with the help of server system. Maintenance contract  580  is renewed  592 , as required. 
   If the business entity has no maintenance contract  580  on file, IT leader and sourcing representative purchase upgrades  594  or make enhancements  596 , as required to support business requirements. The tollgate/milestone of the maintenance  388  phase is reached when the maintenance contract is renewed. 
   5.0 Retirement  390   
     FIG. 12  is an exemplary embodiment depicting detail process steps  600  of a retirement phase  390  (shown in  FIG. 7 ). The Information technology (IT) representative, a contract owner  620  and business process owner jointly determine when a software product is no longer required. Sourcing representative and/or contract owner  620  with the help of the legal department terminate  630  the contract. When the contract is terminated, IT department is notified by the contract owner to de-install and destroy  640  any remaining software. The IT department must notify the end users prior to de-installing the software. The software management process owner  654  updates  650  the software information in the database. Software Management Process Owner  654  is responsible for updating  650  database  20  and ensuring the proper accountability. Contract Owner  620  is also responsible for updating the business entity&#39;s main database (not shown) and ensuring the integrity of all the software contracts, whether open or terminated with software vendors. Updating of the database is done through a client device  14 , which also updates server system  12 . The database information is updated periodically which includes at a minimum quarterly updates. The tollgate/milestone of the retirement phase  390  is reached when the software has been retired. 
   6.0. Software Management Business Self-Assessment  656   
     FIG. 13  is an exemplary embodiment of Software Management Business Self-Assessment  656  (SMBSA) worksheet as downloaded by server system  12  and displayed on device  14 . Software Management Business Self-Assessment  656  involves self assessment responses  658  against a set of specific questions  660 , responses of independent audit  662  against a set of specific questions  660 , any self assessment comments  668  or comments by an audit committee  670 . Business unit&#39;name  674 , location  676 , and a person completing self-assessment  680  is entered by the respondent. Compliance to the overall software management process based on the response of the self-assessment is computed in terms of “Software Management Sigma Value”  684  (shown in  FIG. 14 ), which is stored in database  20  for future reference. 
   Specific questions  660  include various categories of questions such as a category relating to overall background  690 , a category for identifying a solution alternative  694 , a category relating to acquisition  696 , a category relating to end user awareness  698 , a category relating to deployment  700  a category relating to monitoring and evaluation  704 , a category relating to maintenance  708 , and a category relating to retirement  710 . 
   Each of the categories in specific questions  660  seeks detailed information. For example, the category relating to overall background  690  seeks information as to whether the organization has a local software management procedure  712 , whether the procedure is documented  714 , whether there is a person or group managing the software licensing of the organization  716 , and whether software compliance is a documented part of the due diligence process for acquisitions  720 . 
   The category relating to identifying solution alternative  694  seeks information as to whether the organization&#39;s budget process considers the total cost of ownership  724 , whether there is a documented end user needs analysis  728 , whether there is a centralized secure master list of approved software vendors  730 , whether software selection is centralized within the business, and if so, with whom  734 , whether there is a process to leverage total buy  738 , whether there is a process for software selection that ensures competitive bidding and evaluation based on predetermined performance criteria  740 , and whether such software selection process is documented  744 . 
   Similarly other categories of questions in specific questions  660  seek various information as depicted in  FIG. 13 . For example, the category relating to acquisition  696  seeks information  750  as to whether complete software license documentation is maintained, how the documentation is organized, how upgrade and technical support documents are maintained for referencing purposes, and other information. The category relating to end user awareness  698  seeks detailed information  760  regarding new and annual employee training plans. The category relating to deployment  700  seeks detailed information  764  regarding the authorization process for software distribution, installation and transmission. 
     FIG. 14  is a continuation of an exemplary embodiment of Software Management Business Self-Assessment  656  (SMBSA) worksheet as downloaded by server system  12  (not shown) and displayed on device  14  (not shown). The category relating to monitoring and evaluation  704  seeks detailed information  770  regarding current inventory of computing hardware as well as installed software. The category relating to maintenance  708  seeks information  774  regarding software upgrade procedures and changing software license agreement user or business entity names. The category relating to retirement  710  seeks detailed information  780  regarding documented requirements for deletion/de-installation before hardware disposal. Compliance to the overall software management process based on the response of the self-assessment is computed in terms of “Software Management Sigma Value”  684 , which is stored in database  20  for future reference. Software Management Sigma Value  684  is expressed with reference to “Self Assessment”  786  and “Independent Audit”  788 . 
     FIG. 15  is an exemplary embodiment of a system flow diagram  800 . According to system flow diagram  800 , the user is requested to fill out a Business Master  810 , a Unit Master  816 , a License Contact Master  818 , a Hardware Master  820 , a Product Master  824 , an Operating System Master  828 , a License Restriction Master  830 , and a Product Priority Master  834 . Through specified fields, these masters request information such as the User&#39;s Business Name, Address, Contact Information, Product Information, Operating System Information, License Restriction Information, and Product Prioritization Information. Once the user has completed master information entry, the user enters License General Information  838  and a License Product Information  840  that lists one or more product names, operating system, hardware details that a given license covers. The user is also required to input License Restriction Information  842  identifying the restriction that applies to the license, and Product Priority Information  848  identifying the priority rating that applies to the listed product. If the system flags the compliance status with the license as a negative compliance, the License Review Team inputs their findings and appropriate action details for each non-compliant license. The system offers the user an option to provide the information through pre-determined fields or provide data through drop down menus. 
   In an exemplary embodiment (not shown), SLMS  22  utilizes a process that is entirely automated. Under this embodiment, the software selection process is online and provides viable alternatives based on requirements. Once the software required is identified, the SLMS  22  searches the database  20  to determine whether surplus software inventories exist that would fill the requirement. If no surplus software is available, a purchase order would be placed electronically to order the software from an approved supplier. SLMS  22  tracking information is also identified by the requestor in the original purchase order request. Upon fulfillment of the order, SLMS is automatically updated with the appropriate information taken directly from the purchase order system. SLMS  22  detects missing information and sends an email to the requestor to ask for the missing information. In addition, any software installed or deinstalled on a server system  12 , mainframe or PC is automatically added to or updated in the SLMS database through the use of inventory tools and push technologies that are directly linked into SLMS  22 . SLMS  22  reduces the amount of manual effort required to maintain an accurate inventory and to manage/control software assets. 
   In yet another exemplary embodiment (not shown), SLMS  22  accepts software license information and purchaser information directly from the purchasing system (Ulysses). This means that when a software order is ultimately filled, the software and purchaser information documented in the original purchase order is automatically downloaded directly into SLMS  22  eliminating a large portion of the manual entry process. SLMS  22  is linked directly into the Human Resources system so that when an employee leaves the company, SLMS  22  is automatically updated and sends a message to the responsible manager thereby allowing the manager to use SLMS  22  to reassign the software or list the software as surplus inventory that can be redeployed to another employee (given that the license permits this type of transfer). SLMS  22  periodically sends the senior executives a list of all surplus software that is available for redeployment. SLMS  22  is also linked directly to the inventory tools and push technologies used by the business entity to install or deinstall software on mainframes, servers and PCs. When software is installed or deinstalled on any server, mainframe or PC, these technologies automatically notify SLMS  22  thereby immediately updating database  20 . 
     FIG. 16  is a flow chart  900  as utilized by SLMS  10  (shown in  FIG. 1 ). Under SLMS  10 , a user accesses  910  a home page of the web site through client system  14  (not shown). Server system  12  (not shown) displays  920  and downloads  930  several options. Once the user selects  940  a specific option out of various hypertext links, the request is sent to server system  12 . Transmitting  960  the request is accomplished by clicking a mouse. Once server system  12  receives  970  the request, server system  12  accesses  980  database server  16  and retrieves  990  related information from database  20  (not shown). The requested information is downloaded  992  and provided  1000  to client system  14  from server  12 . The user continues to search database  20  for other information, updates  1030  database  20  with new or revised information or exits  1050  from system  10 . In one embodiment, client system  14 , as well as server system  12 , are protected from access by unauthorized individuals. As described, Software License Management System (SLMS)  10  is an interactive searchable database  20  for all software related information and provides flexibility to employees as well as management to stay current with the software related information to-date. The system provides the ability for managers, employees and database administrators to directly update, review and generate reports of current information. 
   While the invention has been described in terms of various specific embodiments, those skilled in the art will recognize that the invention can be practiced with modification within the spirit and scope of the claims.