How to conduct a Software Audit

How to conduct a Software Audit

Here are the Objectives of this article 

1. Create awareness of the software available and the ones we use / are paying for

2. Evaluate if you are getting value for money 

3. Set up the system to efficiently review this topic annually

It is very easy to see software / or get it recommended by the vendor or a team member. We are constantly being invited to look at (and sign up for) new software. It is easy to buy it under modern software pricing strategy of a small monthly fee (Overall it adds up).

Your team may not use the software at a level where it is providing value for money. 

Software is future-focussed so the idea is not to stop using it – the key is to get value from it.

Here is the methodology.

Download the Software Audit Tool   

Here are the Steps to Audit Your Software

1. List what you have got

   1. Some of it is hard to find because it is hidden in various computers /places within the server or computer network.

   2. Could ask your computer consultant to help – 

      1. e.g. tell you what is pinned to the start-up menu on each computer 

      2. Look for Automatic Update Progreams 

      3. Review the desktop icons on each computer

      4. Look at the program directories and files on each computer on the network

   3. Keep an eye out for auto updates – which may uncover software you forgot you have

   4. Look in the Software Expense in the P&L for the last 2 years 

      1. Check the detail of all the transactions

      2. Beware of miscoding to Subscriptions or Stationery or Marketing

      3. Look at the Credit Card statements for the last 12 months and highlight any transactions that are software renewals or upgrades.

2. Determine who should be using each piece of software 

   1. More than one person in some cases 

   2. Could use Job descriptions titles rather than peoples’ names

3. Find out who is actually using it and the level of use

   1. Once you have the list – ask at the weekly staff meeting 

4. Establish WHY it is not being used 

   1. Staff didn’t know you had it

   2. Lack of training

   3. Staff changeover

   4. Software does not work

   5. Staff found shortcuts using alternative software or other methods 

   6. Too Hard to use

5. Cost benefit to figure out if you should be using it

6. Staff action

   1. Retrain

7. Remove unwanted software 

8. Use this Spreadsheet as a register

   1. Renewals dates

   2. Evaluation date (= Renewal date – 30 Days )

   3. Annual evaluation of each program

   4. You may also record Software Keys in here 

   5. You may also record Passwords in here if they are not $ Sensitive 

This spreadsheet tool will form the basis for your Annual Software Audit.

Set the date in your calendar for 12 months from today to conduct your Software Audit next year.

This list is also a shopping list. You may need upgrade or alternate software because the needs of your business have changed since you bought /installed your existing current software.

This Audit process is designed to help you save wasted money, but you may spend that saved money on software again. Just this time it will be spent on Software that will actually benefit the Agency.