Software Asset Management (SAM) Guide | Enterprise IT Strategy

1. Objective

Managing an enterprise fleet of 500,000 devices distributed across 50 autonomous sub companies exceeds the operational limits of conventional MDM driven license tracking. Static allocation models result in license hoarding, underutilization, and elevated audit exposure.

This document defines the deployment of Hexnode Software Asset Management (SAM) as a real time, telemetry driven control plane. The framework transforms software from a fixed sunk cost into a continuously optimized and reclaimable enterprise asset.

Key strategic outcomes include:

• Deterministic license ownership and usage visibility
• Automated reclamation without user disruption
• Audit ready compliance at global scale
• Direct financial accountability across cost centers

2. Logical Architecture

The SAM Integration Hub

At the center of the design is the Hexnode Triple Channel Engine, purpose built to avoid intermittent polling models. Instead of periodic device heartbeats, Hexnode maintains persistent communication channels that guarantee execution fidelity for licensing actions.

2.1 Core Architectural Components

License Aggregator

Maintains real time entitlement synchronization by integrating with:

• Apple Business Manager Volume Purchase Program
• Managed Google Play

This layer continuously reconciles global license inventory against sub company allocations to preserve a single authoritative source of truth.

Usage Monitor (App Usage Tracking)

Instead of broad device-wide surveillance, the system leverages the App Usage Management policy to determine actual application engagement. Hexnode gathers software telemetry by directly tracking targeted apps to identify true usage patterns:

• Duration Monitoring: Tracks the total duration of time spent actively using selected applications, easily distinguishing between apps that are actively utilized and those that remain dormant on the device.
• Launch Frequency Tracking: Captures exactly how many times specific applications have been opened, providing a clear metric of routine software engagement.
• Threshold Notifications: Configures customizable usage limits that automatically trigger alerts to IT admins, users, or both when specific engagement thresholds are exceeded on a daily or monthly basis.

This activity-based telemetry ensures that software governance and reclamation decisions are based on verifiable engagement between the user and the software asset.

Harvesting Actor

Executes near real-time governance via the persistent MQTT control channel. Applications that are deemed a misfit or completely unauthorized for the organization are immediately flagged through the Application Compliance Engine. The mere installation of these unapproved apps instantly transitions the host device into a non-compliant state. This provides administrators with the immediate visibility required to execute swift removal actions or apply restrictions, ensuring the organizational environment remains strictly policy-driven and secure.

Service Management Bridge

Hexnode establishes bidirectional communication with ServiceNow to provide technicians with the real-time device context needed to validate software requests or troubleshoot compliance issues. This integration ensures all software lifecycle changes are performed directly within the ITSM/ITAM workflow and remain tied to a verified service ticket.

3. Core Governance Capabilities

3.1 Automated License Harvesting and Reclamation

The primary ROI driver is the systematic elimination of license camping.

Key controls include:

• Intelligent Triggers High value applications such as SAP, AutoCAD, and Creative Cloud are monitored for foreground execution. If no active usage is detected for more than 30 days, the license becomes eligible for reclamation.
• Silent Reclamation The Hexnode Agent removes the binary without user prompts. The associated token is immediately released and reassigned, preventing unnecessary procurement.

3.2 Version Parity and N minus one Enforcement

To prevent version drift across half a million endpoints, Hexnode enforces a centralized Golden Version model.

• Version Enforcement: Using Required Apps Policies, administrators define the specific version of an application required for the fleet. If a device is found with an outdated version or the app missing, Hexnode installs the required version from the Hexnode Store or a private repository.
• Compliance Gating: Through Conditional Access, devices that fail to meet version requirements are automatically restricted from accessing corporate resources such as Microsoft 365 and Salesforce until compliance is restored.

4. Execution Logic

The Four Phase SAM Control Loop

5. Scale Impact and ROI at 500,000 Devices

6. Audit Shield Protocols

During formal vendor audits conducted by organizations such as Microsoft or Adobe, Hexnode enforces defensive compliance controls.

6.1 Immutable Usage Records

A tamper resistant three year history of all application lifecycle events provides verifiable proof of usage or non usage.

6.2 Shadow IT Neutralization

Any process detected from a restricted application list is automatically terminated before it can trigger audit findings.

7. Strategic Outcome Summary

By operationalizing Software Asset Management as a real time control system rather than a periodic audit exercise, Hexnode enables enterprises to:

• Eliminate license waste at planetary scale
• Achieve continuous audit readiness
• Convert software spend into a recyclable asset pool
• Enforce global governance without regional friction

This framework positions SAM as a permanent financial and compliance instrument rather than a reactive cleanup function.