Buy software and then not use it is a growing phenomenon in companies and has a name: it is called shelfware. According to the latest research it is the 28% of organizations to know what that means. A study published in January 2015 by Osterman Research, in partnership with Trustwave, pointed out that the panel interviewed claims to be unable to get the full value from their investment than software security issues.
The report tells how one of the main reasons that give rise to shelfware, in 19% of cases there is the inadequacy of the IT departments that often do not have enough knowledge to implement the software purchased and that is why ultimately remain unused.
For this the shelfware is a problem that plagues the government but also the IT teams that are the cause. Burdened by overworked, in fact, the IT staff, especially those made by a few people, they can not manage inventory application , responding as needed in a rather programmed. Another reason that adds to the problem of shelfware is the presence in the company of several departments that buy software to perform the same tasks, without notifying the other business components.
There is, therefore, a way to avoid filling the shelves of IT software that never ever will be used, reducing and possibly eliminating this wasteful spending?
Shelfware goodbye: 3 best practice not to be forgotten …
1) It seems trivial, but the first good rule to avoid shelfware is to limit and buy only what you really need. If a company is undecided whether or not to buy a product that could be used, but perhaps for the moment they can still do without, then much better to postpone the decision when it is 100% safe purchase. In summary: if you are not sure that they need a product, do not buy it.
2) If you want a product, but have not yet determined the actual need, it’s time to implement a Proof of concept (POC), or to draw up a document It highlights the potential of the product or service, confirm whether it can really be used for the intended purposes. Only if your company has plenty of cash, or use people whose job is to carry out research on security products to determine which is best for the company, the rest of the grounds are at risk irresponsible waste, due to the purchase of a product that could be answered on a shelf forever, rimaendo unused.
3) Another tip to remember is to buy only the products that you are actually able to use. In Osterman Research, 35% of companies surveyed admitted that the IT staff was too busy in the activities of implementation of a new security product. The impulsive purchase so there seems to be limited to the retail consumer. Many businesses are often influenced by powerful marketing campaigns, and sometimes react by purchasing a product that becomes Fashion , maybe because it was used to solve the recent violations of corporate networks highly publicized by the mass average. This scare campaign that, often unintentionally, creates anxieties in companies, especially when it comes to data security, drives many of them to buy a reactive , for what appears to be the right product to dispel these fears. Patience then if the IT staff already has many products simililari and does not have enough time to implement it.
… + 1: do not buy just to spend
Many security team have the dilemma of having to spend the remaining funds of the budget allocated for that year, they do not know if these inventories of money will be added to next year’s budget, or worse fear that funding available for the new year will be reduced accordingly based on the savings of ‘ last year. The result of this lack of information is that these departments security people buy products just for the sake of spending in toto the budget that has been allocated. Buy just to spend, however, clearly it is never a good strategy from the economic point of view. In fact, many companies choose Application Performance Management solutions to optimize its governance . Companies should always keep an eye on bundled products. A common reason that generates shelfware is that software can be bundled with the purchase of another product from the same manufacturer that, for commercial reasons, wanted to give the program as an incentive to the sale. This security software, maybe identified as a primary need, may already be present in the company and, therefore, even if offered at a discount or even free ends up being left on the shelf, without his presence (probably double ) the company has a complete sense.
The best way to mitigate the problem of shelfware, always, is to implement a process of centralized procurement. All purchases software, the license renewals or at least those that involve a cash outlay, must be subjected to strict procurement procedures that respond to the following questions:
- What product safety buy?
Why buy it?
How to buy it?
What is the purpose?
What is the purpose of your purchase?
How much?
The purchase agreement allows an annuity investment?
Where can it be purchased?
What sources are available for this product?
What is the risk to buy than not to buy it?
What are the advantages?
What is the TCO (Total Cost of Ownership) of this product?
Centralizing purchases and inventories do frequent
A process of centralized procurement is vital to keep track of all purchases that a company makes. Ensures the individual departments not only the targeted purchase of security software that should not be at odds with company standards, but also that these products are covered by a single agreement with the supplier, and to require a business justification to proceed to the first ‘purchase.
Before making large purchases companies should seek information on the vendor and product information, request an offer and, if necessary, request a quote. Suppliers should be chosen for their fiscal soundness to the independent reviews of their software products and for references and practices that can offer procurement. It would also be desirable, an inventory of the software in the company. The document to be drawn up should include the following items: product name, manufacturer, model, version, the department where it will be used and position on the shelf. Finally, a vendor management and an independent asset inventory should be done every three / six months, to ensure that the procurement process is working effectively. Working groups or individual users can still purchase software outside of this process , but explicitly request to the latter, they have available budget to buy products, to undergo this process of centralized procurement, will greatly reduce the problem of shelfware.
