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Add a software reclamation rule

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Add a software reclamation rule

You can add a reclamation rule to aggregate usage records and identify unused software. Reclamation rules aggregate usage over a period of time and specify a minimum number of hours the software must be used, or date last used, before being flagged for reclamation.

Before you begin

Role required: sam_admin

About this task

To avoid purchasing additional software rights for products with rights already allocated that are not being used, not being used frequently enough, or not being used recently enough to justify the allocation, you can use reclamation rules to reclaim those software rights to be freed up and allocated elsewhere. Reclamation rules are configured to specify a period or amount of time the software must be used, or date last used, before being flagged for reclamation.

Monthly usage details (last used, and total usage time) are imported to the Software Usage list for products being monitored through Microsoft SCCM. Only usage data for products associated with a reclamation rule are imported.

If you select the Notify user check box in the reclamation rule, the user has a chance to respond with approval during the process of reclamation. If no response is received during a specified period of time, the software rights are automatically reclaimed. If the user still wants to keep the software installation, it becomes the responsibility of the manager to approve or decline the removal.

A software product must have a product process, which consists of a filename, that is required for SCCM Usage to pull data. When adding a software product to a reclamation rule, any product processes associated with the software product are shown in the Product Process related list, which is stored in the Software Product Process [samp_sw_product_process] table.

If a product process does not exist for a software product you can create a custom one on the form. Product processes are stored in the Custom Product Process [samp_custom_product_process] table.

Some software products may not include a product process.

Procedure

  1. Navigate to Software Asset > Administration > Reclamation Rules and create a new record (see table for field descriptions).
    Note: You can edit the software members of the Software Products list once the reclamation rule is created.
    Table 1. Reclamation Rules form
    Field Description
    Name Specify a unique name for reclamation rule.
    Applies to Item type to which the reclamation rule applies.
    • Installed Software
    • Subscription Software
    Reclamation type Type of reclamation rule.
    • Total Usage Time (default)
    • Last Used Date
    Notify user Check box for notifying the user assigned to the hardware on which the software is installed requesting permission via email to remove the software.
    Days before auto-reclamation Number of days after which, if no response is received from the user, the software is automatically reclaimed.
    Usage Metering Data
    Note: Only shown for reclamation time type.
    Aggregate usage by Time period over which to aggregate usage information.
    • Last Month
    • Last Two Months
    • Last Three Months
    • Last Six Months
    Total hours used Amount of time the software must be used to avoid being reclaimed.
    Last Used Data
    Note: Only shown for reclamation date type.
    Last used before Amount of time to keep unused software before it is reclaimed.
    • One Month Ago
    • Two Months Ago
    • Three Months Ago
    • Six Months Ago
    • Nine Months Ago
    • One Year Ago
  2. Once the reclamation rule has been created, select a software product or Add a custom software product in the Software Product related list.
  3. If a product process does not exist for the software product, click New in the Product Process related list to add a custom product process.
    Note: The Product Process related list is shown only when a software product with a product process is selected.
    Field Description
    Product Software product.
    File name Software product filename required for SCCM Usage to pull data.
    Platform Platform of the product.
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