Software License and Compliance Specialist – Gvt

Job Description

Duties:

The Software License and Compliance Specialist will be responsible for coordinating access management and licensing programs of all ERP Software. The responsibilities include but are not limited to:

Software Compliance Management:

• Assist with defining an implementing a Software License and Compliance program inclusive of software policies, processes and guidelines to ensure licensing compliance
• Manage enterprise-wide compliance with all software license agreements and copyright law by monitoring and enforcing proper software usage policies and guidelines to ensure that there is no non-conformance
• Review and understand existing software licenses to ensure organization is in compliance; take corrective action if necessary
• Conduct internal software audits to identify variances between deployed and licensed software; ensure deployed software aligns with the quantity and licensing models purchased, rectify variances between deployed and licensed software
• Manage vendor compliance audits as required
• Avoid excessive or unwarranted software usage

Software License Management:

• Oversee the purchase of all software licenses; ensure appropriate quantities and licensing models are purchased, determine contract requirements, ensure orders are placed and validate proper payment
• Ensure adequate number and usage of licenses by monitoring, analyzing and optimizing;
• Work with Product Owners/Managers in negotiating license reductions/increases as necessary due to usage
• Ensure retention of all proof-of-license documentation
• Develop license templates/checklists, assess and participate in negotiating new software vendor license agreements, negotiate changes to existing agreements
• Evaluate and recommend options to reduce licensing costs
• Assist with the completion of Business Requirements, Business Cases, Project Charters and Proposals on new initiatives relative to licensing as required
• Liaise with Product Owners/Managers, Inventory Management and business representatives to ensure proper tracking of all software product deployed to ensure organization has sufficient licenses
• Assist IT management in establishing license and associated maintenance agreements consistent with GNB’s current and planned usage, as well as industry practice
• Research, evaluate, recommend and implement methods, policies, processes, best practices, techniques, technologies and tools for software license management

Manage Vendor Relationships:

• Create, build and maintain open partnerships and relations with major software publishers to ensure maximum value for all agreements
• Subject Matter Expert in software licensing, compliance, software maintenance agreements and vendor licensing practices
• Ensure and maintain expertise and advise Product Owners, Managers, IT Senior Management and other key stakeholders on license management methods, processes, best practices, technologies and tools

Access Management:

• Centralizing licensing data and tracking activities: Maintain all GNB employee license requirements and their associated renewal and expiry dates within one centralized system accessible across work groups, departments and locations
• Ensuring licenses are always up to date and maintaining compliance through the automation of processes and notifications  to employees and their supervisors for upcoming and overdue license renewals
• Reporting the status of all licenses for employees or groups of employees as well as any related requirements that are upcoming and need to be completed
• Ensure regulatory compliance and that all employees across all GNB possess the most up to date license requirements for their roles and avoid costly penalties and fines associated with unlicensed workers on the job

Qualification:

Bachelor’s Degree in Computer Science, Business or a related field with 3-5 years of related experience in interpreting license terms and conditions; in purchasing and tracking software licenses; and in inventory systems for tracking software.  An equivalent combination of education, training and experience may be considered.

Written and spoken competence in English is required.

Assets Qualification:

• Certified Software Manager
• Experience in software license management, especially in interpreting contract language and compliance.
• Experience in contract management, especially in contract negotiations
• Proficient with Microsoft System Center Configuration Manager (SCCM) for developing queries and monitor usage information for deployed software products
• Proficient with or working knowledge of other proprietary reporting and discovery tools used for software license management and compliance.
• Working knowledge of asset management databases technologies and service management tools, i.e. Remedy, SQL, MS Access.
• Working knowledge of process mapping, reporting tools and techniques.