Software Asset Management Analyst

TX-HHSC-DSHS-DFPS•Austin, TX

7d•$5,798 - $6,348•Onsite

About The Position

This position reports to the Software Management Manager in HHS IT System Services. Works as a senior team member with limited supervision to develop and maintain the Software Asset Management program using established standards and good business practices. Tracks and manages software purchases, installations, use, licenses, support, renewals, and retirement across the HHS Enterprise. Helps maintain license compliance, complete renewals on time, reduce unnecessary costs, and make effective use of available licenses. Identifies opportunities to combine software purchases and expand enterprise licensing options and communicates those options to HHS business areas.

Requirements

Graduation from an accredited four-year college or university with major coursework in business administration, information technology, computer science, management information systems, or a related field. Relevant experience may be substituted for education on a year-for-year basis.
Experience performing software asset management, IT asset management, or software licensing functions in an enterprise information technology environment.
Experience analyzing software inventory, license entitlements, purchasing or contract records, and software usage data to support compliance, acquisition, reporting, or management decisions.
Experience coordinating software asset or licensing activities with business areas, technical teams, procurement, contracting, vendors, or other stakeholders.
Knowledge of software asset management practices, including software lifecycle management, inventory, license compliance, entitlement management, and audit response.
Knowledge of IT asset management standards and concepts, including ISO/IEC 19770, configuration management, software discovery, data repositories, and reconciliation.
Knowledge of software licensing models, subscriptions, maintenance and support, renewals, enterprise agreements, and procurement processes.
Knowledge of software request, review, approval, fulfillment, catalog management, and documentation processes.
Skill in analyzing software inventory, license entitlement, usage, procurement, and renewal data.
Skill in reconciling software inventory with license records and identifying compliance, financial, and operational risks.
Skill in developing clear business requirements, procedures, workflows, reports, and decision-support materials.
Skill in interpreting software licensing terms and communicating licensing and compliance information to technical and non-technical audiences.
Skill in coordinating software audits, vendor communications, renewals, and cross-functional work.
Skill in using spreadsheets, databases, reporting tools, ticketing systems, and SAM or ITAM tools.
Ability to lead or participate in cross-functional workgroups and coordinate activities among business, technical, procurement, contracting, security, legal, vendor, and other stakeholders.
Ability to collect, validate, analyze, and maintain software asset data from multiple sources with accuracy and attention to detail.
Ability to develop, maintain, and improve standardized SAM processes and procedures.
Ability to evaluate software usage, licensing, renewal, and compliance risks and recommend appropriate actions or process improvements.
Ability to manage multiple priorities, meet established deadlines, and work independently with limited supervision.
Ability to communicate clearly and professionally, both verbally and in writing.
Ability to protect confidential and sensitive information.

Nice To Haves

Knowledge of information security, privacy, accessibility, and cloud review considerations related to software use is preferred.
Knowledge of SAM, ITAM, configuration management database, discovery, ticketing, software catalog, reporting, database, or similar tools is preferred.
Preferred certifications include Certified Software Asset Manager (CSAM), Certified IT Asset Manager (CITAM), ITIL Foundation, or other relevant certifications in software asset management, IT asset management, business analysis, project management, or information technology.
Experience using Software Asset Management, IT Asset Management, configuration management database, discovery, ticketing, software catalog, reporting, or database tools.
Experience developing business requirements, procedures, workflows, process documentation, reports, or other materials supporting an enterprise program.
Experience supporting software license reviews, publisher audits, software requests, enterprise agreements, renewals, or license optimization activities.

Responsibilities

Coordinates the use and administration of HHS’s established Software Asset Management (SAM) tools and repositories to track software inventory, usage, subscriptions, and license entitlements across the HHS Enterprise. Uses discovery, inventory, procurement, service management, and reporting tools to collect and maintain software asset data. Develops business and data requirements and coordinates tool configuration, enhancements, integrations, testing, and issue resolution with system administrators, vendors, and technical teams. Reviews data collected through SAM tools for completeness and accuracy. Researches incomplete or inconsistent system records and coordinates corrections with the business areas responsible for the source data. Works with system owners and HHS business areas to identify and validate software installed on or accessed through HHS-managed devices, servers, virtual environments, and cloud services. Coordinates the collection of SaaS subscription, user assignment, and usage information not available through automated discovery tools. Develops and maintains SAM tool procedures, data standards, and system documentation.
Plans and administers the HHS IT Software Asset Management program to support license compliance, effective inventory management, cost control, risk reduction, and informed decision-making. Defines and monitors the software, computing environments, business areas, data sources, and lifecycle activities within the program’s scope. Develops and improves policies, standards, procedures, and controls for managing software from request and acquisition through use, renewal, and retirement. Leads or participates in SAM workgroups, assessments, and process improvement efforts involving HHS business and technical areas. Provides guidance on software licensing, enterprise agreements, business-area-funded purchases, license allocation, subscriptions, maintenance, renewals, and related matters. Supports software requests by researching available inventory, licenses, and agreements; clarifying documentation requirements; and obtaining needed information from requesting business areas and subject matter experts. Develops processes that support license reuse, product standardization, agreement consolidation, and effective lifecycle management. Coordinates the control and availability of physical software assets.
Plans and coordinates software license compliance reviews, inspections, internal assessments, and publisher audits to evaluate compliance with HHS policy, software agreements, contract terms, and applicable requirements. Researches and analyzes licensing models, product use rights, license metrics, contractual restrictions, maintenance requirements, deployment rules, and licensing considerations for virtual and cloud environments. Develops audit-readiness and response strategies, identifies required evidence, and recommends corrective actions. Serves as a SAM point of contact for software audits and publisher compliance reviews. Coordinates the collection and validation of inventory, usage, technical, purchasing, contract, entitlement, subscription, and maintenance information required for each review. Evaluates vendor findings, identifies discrepancies or unsupported assumptions, and compares validated software deployment and usage against available entitlements and contract rights. Analyzes findings to identify potential license shortages, unsupported installations, maintenance gaps, financial exposure, and other compliance risks. Prepares audit analyses, recommendations, and response materials. Coordinates audit-related communications among HHS business areas, publishers, vendors, resellers, auditors, and other stakeholders and supports approved corrective or licensing actions.
Locates, collects, reviews, validates, and maintains software purchasing, contract, subscription, maintenance, support, and license entitlement records needed to establish complete and auditable evidence of HHS’s software rights. Identifies the information required to document the software acquired, license type and quantity, license metric, permitted use, ownership, coverage, and applicable dates. Collects and associates purchasing, contract, subscription, maintenance, and entitlement documents with the applicable software records. Reviews documentation for incomplete, conflicting, or unclear information and coordinates clarification with procurement, contracting, requesting business areas, vendors, publishers, and resellers. Organizes, links, and maintains electronic and non-electronic records in the designated repository. Records new purchases, renewals, subscriptions, maintenance transactions, upgrades, license changes, transfers, reallocations, and retirements as documentation is received. Performs periodic record reviews to identify missing documentation, expired coverage, duplicate entitlements, inconsistent records, unsupported allocations, and other recordkeeping gaps. Coordinates necessary corrections with the business areas responsible for the records.
Compiles and analyzes software inventory, entitlement, subscription, usage, compliance, renewal, maintenance, and cost information for specified products, publishers, agreements, and services used by HHS business areas. Develops reports, surveys, presentations, and decision-support materials in response to management, procurement, contracting, technical, financial, audit, and program requests. Uses available SAM data and obtains additional information from business areas and other responsible parties as needed. Analyzes products and agreements to identify license shortages, unused or underused licenses, inactive subscriptions, overlapping products, duplicate purchases, inconsistent allocations, and upcoming renewals. Identifies opportunities to reclaim or reassign licenses, consolidate agreements, standardize products, and adjust license or subscription quantities. Surveys business areas to identify current and anticipated needs, opportunities for expanded enterprise use, and compliance or allocation concerns. Estimates potential cost avoidance, license requirements, and renewal quantities based on validated information. Documents assumptions and limitations and reports findings and recommendations to the requester.
Completes special projects and assignments related to Software Asset Management and HHS Enterprise initiatives. Develops business requirements, work plans, decision documents, status reports, recommendations, and other project deliverables. Leads or participates in stakeholder meetings, data collection, system evaluations, testing, implementation, and transitions from project activities to ongoing operations. Coordinates with requesting and other business areas, technical teams, business owners, vendors, and other project stakeholders to identify project requirements, responsibilities, dependencies, risks, decisions, and unresolved issues. Provides SAM guidance while relying on responsible business owners and subject matter experts to provide and validate information within their areas of responsibility. Tracks project milestones, action items, issues, and due dates. Communicates project status, maintains project records, and ensures assigned deliverables are accurate, complete, and submitted by established due dates.