This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Overview of contract management

By using contract management, you can track contract information and contract lifecycle. You can also create stand-alone contracts or contracts that are related to CIs. In BMC Helix ITSM: Asset Management, you can create contracts for lease, warranty, support, maintenance, and software maintenance. BMC Service Level Management monitors if there is a breach of these contracts. 

You can watch the following video for overview of contract management:


 https://youtu.be/3A4wirEh8k8

The following table describes the contract types that BMC Helix ITSM: Asset Management provides:

Contract type

Description

Lease

Tracks details associated with leasing equipment. For example, if you lease several servers from one company, you might have a master lease contract that shows the general terms and conditions. You can have subcontracts for each server.

Maintenance

Provides a routine maintenance contract with a vendor. For example, when you purchase a network printer, it might come with a maintenance contract. Or, you might decide to purchase an additional or extended maintenance contract.

Master Contract

A comprehensive contract with a company for which you have additional related contracts. The related contracts can include software licenses, support contracts, and any other type of contracts.

Other

Your administrator can create additional contract types, such as a statement of work contract. To create additional contracts, see Creating contract types.

Software License

Tracks compliance and use of the license. For information, see Managing software licenses.

Support

Tracks contracts you might buy for the support of a product. For example, if you buy a scanner, a support contract gives you access to customer support for any problems or questions you have about the scanner. 
You can create a master support contract that shows the general terms and parameters, with subcontracts for specific items. For example, you can have a software contract with a company. You can have subcontracts for support of each software product that you buy.

Warranty

Gives you a guarantee of the equipment against mechanical imperfections and defects. For example, if you buy a scanner, a warranty contract replaces any defective parts for the scanner, for a defined period. When you buy a piece of equipment, it might come with a warranty contract. You might buy an additional or extended warranty for the equipment.

Software contract

The software contract serves as a high-level contract with the vendor for a product or a set of products. A vendor negotiates and purchases the software contract, the contract is then tracked in BMC Helix ITSM: Asset Management. You create a record of the software contract in BMC Helix ITSM: Asset Management.

The following figure shows a software contract from the supplier (vendor) EZnet for Microsoft products:

 


Software license certificate

Individual purchases of licenses are tracked by license certificates. These license certificates are related to a software contract. A license certificate can be part of only one software contract. 

In BMC Helix ITSM: Asset Management, you can track multiple products with different versions and their license certificates.

The following figure shows products with manufacturer "Microsoft Corporation" and Product name "Microsoft Visio." Because there is no version defined, it covers all the versions of Microsoft Visio products.

 


Master certificate

Typically, as incremental purchases of licenses are done over a period of time, each product could have multiple certificates. Instead of managing multiple certificates, the multiple license certificates can be grouped together. This is termed as Grouping of certificates and is essential as it allows a roll up view of the licenses of product that are in use and that are available. This also helps with the maintainability of the certificates and the products. 

The following figure shows a sample Master certificate that groups multiple license certificates:


Certificate groups

If you have multiple software licenses with different expiry dates for a software product, you can group all the license certificates to consolidate the tracking of the license certificates. A master certificate is grouped with individual child license certificates. The CIs are attached to the master certificates. However, license allocation numbers are attached to the child license certificates.

When you group license certificates, the following updates are made to the child certificate and the master certificate:

  • When you group license certificates, the connection details from the master license certificate apply. For example, if you group two site licenses, the site specified on the license certificate that you choose as the master certificate is used by the license engine when connecting CIs to the certificate. If you group license certificates for two different sites, such as New York and Boston, this can have unintended results.
  • If you group license certificates that calculate the cost per asset, but the certificates have different costs per asset, you must update the cost on the master certificate. 


Sequencing of child certificates

A master certificate consists of multiple children certificates and each child certificate consists of multiple licenses. You can sequence the child certificates in a specific order. After the licenses from one child certificate are used, the next certificate in the sequence is consumed. If the number of deployments exceeds the number of purchased licenses, the certificate that is last in the sequence for a product is marked out of compliance.

Tip

If you have multiple contracts with different costs for being out of compliance, make sure that the most expensive certificate is allocated first, because only the last certificate can become out of compliance.

Product categorization

If multiple certificates of the same product are not grouped, the SWLM engine flags them as exceptions. An asset manager needs to set up a certificate with the right License Model based on the terms of contract.

You can use the Related Product Categorizations feature to relate the various products that the certificate covers. The certificate covers multiples versions of a product. For example, Allen Allbrook in Calbro Services has a certificate for Visio that covers all the versions numbers of Visio. Allen adds a product categorization with Manufacturer = Microsoft Corporation and Product Name = Visio, and leaves the version and other categorization tiers blank.

To set up related product categorization, the products must exist in the Product Dictionary and must have the Requires Contract option set to Yes. A license certificate can be defined only for products that require a contract and that are in the Product Dictionary. For more information about Product Dictionary, see   Managing the Product Catalog Open link .

The following figure shows multiple versions of Visio in Product Catalog Console:

 


When licenses are to be shared within a certain organization structure, certificate grouping should be created at the organization level. The jobs created for these instances should also be created at the organization level and the CIs should be set up with the organization attributes. Only the Master certificate relevant to the organization will be found by the engine and appropriate CIs belonging to the organization are connected.

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