Conducting an Internal License Audit for Broadcom Deals
Introduction: Broadcom’s software portfolio now spans VMware, Symantec, CA Technologies, and more, making internal license audits crucial before any big deal or renewal.
Why? Broadcom is known for strict compliance enforcement and steep price hikes – they won’t hesitate to leverage audits to boost revenue.
Many CIOs and IT asset managers have been caught off guard by “shelfware” (unused licenses) and compliance gaps after Broadcom’s acquisitions.
An internal audit allows you to identify and address issues on your own terms. Read our overview for Planning a Broadcom Software Negotiation: Timeline, Preparation & Checklist.
By scrutinizing your deployments versus entitlements before Broadcom does, you can avoid unexpected penalties, eliminate wasted spending, and enter negotiations armed with facts rather than vendor spin.
The goal is to pre-empt Broadcom’s tactics – from aggressive audit letters to forced bundling – with a clear picture of your own usage and needs.
1. Define the Scope
Begin by defining the full scope of the software to be audited. Broadcom’s reach is broad, so list out all products under its umbrella that your organization uses.
This typically includes:
- VMware (virtualization and cloud software, now part of Broadcom’s portfolio as of 2023). This is often the primary focus, encompassing vSphere, vCenter, vRealize/Aria suite, NSX, and other related technologies.
- Symantec Enterprise Security (acquired in 2019, including Symantec Endpoint Protection/Endpoint Security, DLP, encryption, Blue Coat proxy, etc.).
- CA Technologies (acquired in 2018, covering CA mainframe products like DB2 tools, Endevor, and CA enterprise software like Automic, Clarity, etc.).
- Other Broadcom-owned software: This may include legacy products or bundles acquired through these acquisitions (e.g., former Symantec tools, such as Veritas, if you still hold old entitlements, or developer tools from CA). Be thorough in identifying any areas that Broadcom might audit.
Why is scope definition so important? Broadcom licensing is complex and varied. Each product line has different metrics (per-core, per-user, per-device, MIPS, etc.), and Broadcom has been reorganizing and renaming offerings post-acquisition.
For example, VMware has transitioned to subscription-only, core-based licenses, while Symantec has shifted to bundled, user-based subscriptions. An early internal review ensures you cover all these domains.
Engage all relevant teams (server, cloud, security, and mainframe) to ensure that no Broadcom software is overlooked. The output of this step is a clear inventory of Broadcom-related software in use, which sets the stage for a focused audit.
Read the Broadcom negotiation timeline, Broadcom Negotiation Timeline & Key Milestones.
2. Usage vs. Entitlement
Once you know what to audit, the next step is comparing usage versus entitlement for each product.
In simple terms, this means reconciling what you’re using with what you actually have rights to use.
- Gather Entitlements: Collect all purchase records, contracts, license keys, entitlement certificates, and EULAs for the identified products. This paperwork informs you of the number of licenses you own, their type (e.g., 100 VMware vSphere cores, 500 Symantec endpoint seats, 50 CA users, etc.), and any special terms associated with them. Don’t forget to include old entitlements obtained before Broadcom’s acquisitions – for instance, if you have a legacy VMware perpetual license or a Symantec “legacy” license, note it. These still count as usage rights (and you may need them as evidence if Broadcom’s records are incomplete).
- Measure Actual Usage: For each product, determine the actual amount deployed or consumed in your environment. Count the instances, users, or capacity in use. For example:
- How many physical servers and CPU cores are running VMware hypervisors?
- How many VMs are protected by Symantec security agents?
- How many user accounts are active in that CA Project Management tool?
- What is the peak mainframe capacity (MSUs/MIPS) used by CA mainframe software?
- Reconcile the Two: Align the entitlement counts with the usage data. This will highlight mismatches:
- Overuse (Compliance Gaps): Cases where usage exceeds entitlements. E.g., you have licenses for 200 CPU cores of vSphere but are actually deployed on 250 cores, or 1,000 Symantec endpoint licenses but 1,200 devices are protected. These are red flags – you’re essentially under-licensed, which Broadcom will pounce on in an audit.
- Underuse (Shelfware): Cases where entitlements exceed usage by a large margin. E.g., you’re paying for modules or quantities that you haven’t deployed. Perhaps you bought a package of 50 CA tool licenses, but only 20 staff use it, or you have a VMware add-on like NSX licensed but never implemented. This is money spent on shelfware (unused software sitting “on the shelf”).
Common mismatches in Broadcom audits include over-deployed VMware environments (spinning up extra hosts or VMs beyond the licensed count), running expired Symantec software subscriptions (using the software beyond the subscription period or without renewal), and untracked CA users or agents (additional users added without increasing the license count). By identifying these now, you can plan corrective actions before Broadcom’s auditors do it for you.
3. Tools & Methods for Data Collection
Accurate data is the foundation of a successful internal audit.
Leverage both vendor-provided tools and your own asset management systems to collect evidence of deployment and usage:
- VMware: Use VMware’s native management tools to gather license usage information. vCenter Server is your best friend – it maintains an inventory of all ESXi hosts, including their CPU counts, and even displays license assignments. Generate reports from vCenter on how many CPUs/cores are in use and which licenses are applied. VMware also provides a Licensing portal (now under Broadcom) and vRealize Operations (formerly Aria Operations), which can report on VM counts, features used, and other relevant information. Check if vCenter is flagging any non-compliance (older versions would alert if you exceeded your purchased CPU count). Even though Broadcom’s subscription model may not hard-stop your VMs when you exceed the limit, assume Broadcom is tracking it. Gather all this data into a spreadsheet or SAM tool for analysis.
- Symantec (Broadcom) Security: Utilize the Symantec Endpoint Protection Manager (for on-premises) or the Symantec cloud portal (if you use Symantec Endpoint Security cloud) to pull real-time usage stats. These consoles typically display the number of endpoints or users actively protected versus your licensed quantity. Export these reports. For other Symantec products, refer to their management interfaces. For example, a Data Loss Prevention (DLP) system displays the number of enabled agents or users, and an encryption server shows the number of enrolled endpoints. Many Symantec tools also utilize license files – ensure you gather these files, as they contain the counts of purchased licenses. If the console has a built-in compliance dashboard (some do, warning you if you exceed your licenses), take note of any warnings.
- CA/Broadcom Enterprise Software: This splits into mainframe and distributed tools:
- Mainframe products (CA): Coordinate with your mainframe team to get usage metrics from IBM z/OS. These licenses often tie to capacity (MIPS or MSU). Use SMF records or capacity reports to find peak usage for each relevant mainframe product. For instance, if CA 7 (workload scheduler) is licensed for 500 MSUs on a LPAR, check if that LPAR ever exceeded 500 MSUs. You may need to run reports or use the mainframe’s monitoring tools. Mainframe licensing is complex, so double-check each product’s terms (some may allow soft caps, while others do not).
- Distributed CA tools: For products like CA Automic (automation), CA APM (performance management), or DevOps tools, gather data on installations and users. This may involve retrieving user lists from the application or checking the number of server agents deployed. If there’s no central console, you might rely on configuration files or even querying databases to count usage. In some cases, simply interviewing the application owner (asking, “How many people use this tool?” or “On how many servers is it installed?”) can fill in the gaps.
- ITAM/SAM Systems: If your organization has a Software Asset Management (SAM) tool (such as Flexera FlexNet Manager, Snow License Manager, or ServiceNow SAM), leverage it. Feed all the above data into the SAM tool, along with your entitlement info. A good SAM system can automatically reconcile entitlements vs usage and highlight discrepancies. However, be cautious – make sure the tool’s product recognition and license definitions are up-to-date for Broadcom’s latest models. Broadcom has changed product names and metrics (for example, VMware’s move to core-based subscriptions); ensure your SAM tool is updated to reflect these new rules. If not, you may need to configure custom license metrics or manually adjust data.
- Independent Verification: Don’t rely solely on one data source. Cross-verify where possible. For instance, if vCenter indicates that you have 100 hosts, verify this with an inventory from your configuration management database (CMDB) or a network scan to ensure that no rogue VMware hosts are missing. Similarly, if the Symantec console shows 900 devices, confirm with your endpoint management system how many devices actually have the agent installed. This double-checking helps catch any data blind spots. Broadcom’s auditors will often request raw data exports. By gathering and verifying them now, you can ensure a strong compliance position.
- Organize the Data: Whichever tools you use, compile the findings in a clear format. A recommended approach is to use a master spreadsheet or internal database, where each software product has a row listing the following information: product name, metric (e.g., cores, users), entitlement (what you have), current usage (what’s deployed), and notes on any gaps or surpluses. This becomes your internal “license position” document.
4. Identifying Shelfware
Shelfware refers to licenses or features that you have purchased and paid for (especially support/maintenance or subscriptions), but aren’t actually using.
Identifying shelfware is key to trimming waste before renewal:
- Look for Unused Products or Modules: Review your usage data and inventory for any products or modules with low or zero usage relative to their entitlements. For example, maybe you bought the VMware vRealize Suite as part of a bundle but never deployed those management tools in production. Or you have licenses for VMware NSX (network virtualization) that have sat unused because the project got postponed. In the Symantec realm, you may have subscribed to a Symantec Security Complete bundle that includes Data Loss Prevention and Cloud Access Security Broker features. Still, you only actively use the basic endpoint protection; those extra components are essentially shelfware if left untouched. With CA, you may discover that you’re paying maintenance on an old CA monitoring tool that your team replaced with another product, yet the contract was never updated.
- Check for Shelfware in Bundles: Broadcom often sells products in bundles or portfolios. While bundles can simplify purchasing, they also hide shelfware. You might have been sold a “suite” where only two of the five components were deployed. Go through each line item in your Broadcom contracts and ask, “Are we actually using this?” Pay attention to product names that nobody on your team readily recognizes – that could be a sign of shelfware lurking from a past purchase.
- Engage Stakeholders: Sometimes, shelfware is not obvious from pure data. Talk to the application owners or IT teams responsible for each product. Confirm whether each licensed software is in active use, and if so, to what extent. You may find that a tool was deployed on a trial basis and never fully rolled out, or that a secondary antivirus product is installed, but all endpoints were migrated to a new solution last year, and so on. These conversations often surface “oh, we don’t really need that anymore” realizations.
- Assess Business Value: Even if something is technically installed, consider if it provides value. For instance, maybe you have 100 licenses of a CA developer too,l but only five developers actually use it – the other 95 could be cut without hurting productivity. Shelfware also includes under-utilization like this. Make note of any license where the usage is consistently far below the entitlement.
- Plan to Retire or Reallocate: Once identified, you’ll want to eliminate shelfware from your Broadcom renewal. Develop a plan: If a product is truly not needed, prepare to non-renew its maintenance/subscription (or at least reduce the quantity to what’s actually used). Broadcom’s contracts might have notice periods for cancellation, so check those to time it right. In some cases, you might consolidate functionality – for example, if you have two overlapping security tools, decide which one to keep. Be proactive: the vendor won’t volunteer to remove shelfware for you; it’s on you to flag it. By retiring unused licenses, you avoid paying support on them and strengthen your negotiation position (nothing gets Broadcom’s attention like saying “We plan to drop these 500 unused licenses unless we see a better offer”).
- Document the Change: If you plan to drop or reduce licenses, document it internally. Mark those licenses as “candidate for drop” in your inventory, and have a clear business case (e.g., “Module X not deployed anywhere — remove from renewal”). This ensures everyone (IT, procurement, finance) is aligned come renewal time. It also avoids accidentally renewing shelfware due to oversight.
5. Spotting Compliance Gaps
Just as important as finding unused licenses is finding areas where you might be out of compliance (overusing or misusing licenses).
Broadcom is very strict about compliance, so you want to catch these gaps internally:
- Virtualization Oversubscription (VMware): A classic compliance gap is running more VMware instances or capacity than you’re entitled to. Under Broadcom, VMware licenses are often sold per physical CPU core (in packs) and come with strict terms and conditions. Verify that the number of physical CPU cores in all your ESXi hosts matches the subscription counts you purchased. If you’ve added hosts or upgraded processors (e.g., moved to CPUs with more cores) without adjusting licenses, you could be over the limit. Also, verify that you’re not using VMware features beyond your edition – e.g., if you only paid for vSphere Standard and a separate vSAN, ensure you haven’t enabled vSAN on hosts without a license, etc. Broadcom auditors will also look for non-production use that exceeds terms (for example, using a disaster recovery host without proper licensing or running active/passive failover in a way that violates the licensing rules). Simulate what they’ll check: number of cores vs. licensed cores, features in use vs. entitlements, and so on.
- Expired or Lapsed Subscriptions: Broadcom has little tolerance for customers running software without an active entitlement. If you had a subscription or support contract that expired, ensure the product was either decommissioned or, at the very least, not upgraded beyond the last entitled version. For instance, if your Symantec Endpoint Protection subscription lapsed, continuing to use the software (especially with updates) could be a breach. Broadcom notably sent cease-and-desist letters to VMware customers whose support had expired but who applied updates or patches afterwards – effectively saying “either renew support or uninstall those updates.” Do an internal check for any Broadcom software running with expired licenses or maintenance. If found, you have two choices: renew it (budget for it) or plan to remove/replace it. Never assume the vendor won’t notice – Broadcom actively scans for this via support portals and audits.
- Unlicensed Features or Products Enabled: Sometimes, IT teams turn on features not covered by your license edition, not out of malice but out of confusion. Audit your configurations: Are you using any Symantec features you didn’t buy? For example, using a DLP module when you only paid for endpoint protection, or enabling extra modules in a security suite that weren’t part of your purchased tier. In CA products, check if any components or add-ons are deployed beyond the base license. Broadcom’s bundles can confuse – ensure you fully understand what each license entitles you to. If you find something running that isn’t actually licensed, flag it and quantify it (e.g., “we deployed 10 agents of X but have no license for X”). You’ll need to either remove those components or purchase proper licenses. It’s far better to identify this internally than to have Broadcom find it; if you catch it, you can often negotiate a fair purchase or removal plan, whereas if they catch it, you might pay back maintenance and penalties.
- Usage Beyond License Counts: Check all count-based licenses for overages. If Symantec is licensed per endpoint or user, are the counts within limits? If you have 500 user licenses for an encryption software, but 520 users are actually enrolled, that’s a compliance gap. Similarly, for CA: if 50 named users are allowed but 60 have access, or a mainframe tool licensed for 100 MIPS but using 120 MIPS at peak – those are clear over-deployments. Sometimes these changes occur gradually (with new employees, new servers, or increased workloads). Implement a habit of monitoring these numbers regularly (e.g., monthly reports of “licenses in use vs purchased”).
- Cloud and Virtual Environment Considerations: Broadcom license terms may also apply to cloud deployments. For instance, if you’re running VMware or CA software in AWS/Azure or as containers, you must still license those appropriately. It’s a pitfall to think “oh that’s in the cloud, it’s not on our VMware agreement” – if it’s VMware software in the cloud, it likely still needs a license unless it’s a vendor-provided SaaS. Ensure your internal audit covers any instances of Broadcom-owned software in public cloud or edge environments. Broadcom auditors won’t hesitate to ask about those. The same goes for disaster recovery setups: if you have passive DR instances, check the license terms (some products allow a cold standby for free, others require a license even for standby). Make sure you’re compliant in those scenarios or have them documented.
- Preemptive Fixes: When you identify a compliance gap, take immediate action to address it. If you’re over-deployed and can reduce usage (e.g., decommission some VMs or remove 100 unused endpoint agents to get back under the limit), do it. If not, plan to purchase additional licenses before Broadcom comes knocking. It’s often cheaper to quietly buy what you need (perhaps in a true-up or at renewal with negotiation) than to pay audit penalties or back-charges. Broadcom is known to charge backdated support fees if it finds unlicensed use. Catching yourself and correcting it now demonstrates good faith internally and saves money in the long term. Essentially, conduct your internal audit with the mindset of a Broadcom auditor: be as nitpicky as they would, so there will be no surprises.
Do commercial research, researching Broadcom Pricing & Benchmarks Ahead of Negotiation.
6. Best Practices for Internal Audits
Conducting an internal license audit for Broadcom software isn’t a one-time fire drill – it should be part of your ongoing vendor management strategy.
Here are the best practices to institutionalize:
- Create a Central License Repository: Maintain a single source of truth for all Broadcom software entitlements and usage records. This could be a module in your SAM tool, a dedicated internal database, or even a well-structured SharePoint site. The key is to store contracts, license keys, proof of purchase, and past true-up records in one place that is accessible to your IT asset management (ITAM) and procurement teams. This repository should be continuously updated with any new purchases or changes. Having everything centrally documented makes future audits (and renewals) far easier and prevents “lost” entitlements. For example, if you have an old VMware ROBO license or a special Symantec bundle from years ago, it should be stored in this repository along with notes on its terms.
- Set an Audit Cadence (Timing is Key): Don’t wait for Broadcom’s official audit notice or the frantic weeks before a contract renewal. Establish an internal audit schedule, at least annually, and ideally starting approximately 12 months before major Broadcom renewals. For a large vendor like Broadcom (with VMware now on board), many organizations are transitioning to bi-annual internal reviews due to the rapid pace of change. Early audits give you time to make adjustments. For instance, if your VMware enterprise agreement is set to expire at the end of next year, conduct a comprehensive internal audit now (a year in advance). This lead time means findings can inform your negotiation strategy and budget planning (no last-minute budget surprises because you found out in an audit that you’re 20% over-deployed).
- Cross-Functional Involvement: An internal license audit shouldn’t be done in a silo. Involve IT operations, SAM specialists, procurement, and even finance. Each brings a piece of the puzzle: IT knows where software is deployed and can pull usage data; SAM/licensing experts interpret entitlements and compliance; procurement tracks contracts and renewal dates; finance can help quantify the cost impact of any adjustments. Also, engage business unit leaders if needed – for example, if a specific department heavily utilizes a CA tool, loop them in to validate usage and future needs. This team approach ensures the audit is accurate and that any actions (like retiring shelfware or purchasing more licenses) have buy-in and awareness across the organization.
- Use Audit Findings in Negotiations: Treat the output of your internal audit as a strategic asset. Once you know exactly what you use and need (and what you don’t need), you can approach Broadcom from a position of strength. For example, if your audit reveals that only 70% of a suite’s features are used, you can advocate for removing the unused 30% from the renewal (or request a pricing adjustment). If you discovered you are slightly over in one area, you can address it proactively in a renewal quote rather than waiting for a formal audit letter. Document your findings clearly and translate them into a list of asks or targets for the Broadcom deal. Being able to say, “We’ve done our homework internally, and here’s what we actually need…” changes the tone of negotiations. It shifts the conversation from reactive (vendor telling you what you owe) to proactive (you telling the vendor what you’re willing to pay for).
- Keep an Eye on License Changes: Broadcom often updates product terms and metrics. Make it a practice to review any Broadcom communications about licensing changes. (For instance, if they introduce a new compliance reporting requirement or alter the metric definition for a product, as has happened with VMware’s terms). Incorporate those changes into your internal audit criteria. A best practice is to maintain a “licensing watch” – subscribe to Broadcom’s product notices or work with a third-party advisor to stay informed. Then update your internal processes accordingly. This way, your audit is always against the current rules, not last year’s rules.
- Simulate a Vendor Audit: For added rigor, periodically run an internal “mock audit”. This means taking your data and preparing the kind of report you would have to provide to Broadcom if they were to audit you. Identify what evidence they would ask for (installation counts, usage logs, proof of licenses, etc.) and ensure you have it readily available. This exercise often reveals documentation gaps or areas where data collection is weak. It’s much better to find that out in a low-stakes internal test than during a real audit with Broadcom’s team on a conference call.
7. Pitfalls to Avoid
When performing internal audits or managing Broadcom licenses generally, be wary of these common pitfalls that can undermine your efforts:
- Blind Trust in Vendor Reports: Broadcom (and VMware before it) may offer tools or reports claiming to show your license usage. While these can be helpful, don’t accept them as gospel without validation. There have been instances where vendor-supplied data was incomplete or misinterpreted the license terms in your context. Use vendor data as one input, but always cross-check with your own measurements. For example, if Broadcom provides a script to collect VMware usage, run it, but also manually verify the counts. Remember, the vendor’s goal is often to find compliance issues or sell more licenses – their tools might cast a wide net. Stay in control of verifying accuracy.
- Ignoring Historical Entitlements: A significant mistake is to focus solely on current licenses and overlook the past. Many enterprises have older perpetual licenses or special agreements from before Broadcom’s acquisitions. These can be lifesavers in an audit (they might cover the use of an old version or grant extra rights). If you overlook them, you might unnecessarily agree to pay again for something you already own. For instance, if you have a VMware ROBO license that allows 25 VMs per branch and you still use it in some offices, that entitlement might not neatly fit Broadcom’s new model, but it remains valid as long as you maintain support. If your team forgets about it, you may end up buying more licenses when expanding, rather than leveraging the existing rights. Avoid this by cataloging all historical entitlements and presenting them at the table if a dispute arises. Broadcom’s simplified SKU lineup doesn’t mean your older licenses vanished – but it’s on you to prove and invoke them.
- Forgetting the “Hidden” Environments: Broadcom audits won’t just look at your main data center or primary users; they will poke at edge cases. A classic pitfall is forgetting about disaster recovery, test environments, or acquisitions:
- DR Sites: If you have a DR data center where VMware or CA software is installed but normally powered off, review the license terms – do you need full licenses for DR? Some contracts permit cold backup usage, while others require at least a warm standby license. Ensure your internal audit includes DR usage and aligns with your entitlements.
- Test/Dev Environments: Often, companies set up non-production instances of software for testing purposes. Some Broadcom licenses (especially CA mainframe or dev tools) might have discounted “non-prod” licenses or restrictions. Ensure that any non-production use is correctly licensed or falls within free allowances. Don’t assume non-production means you can ignore licensing – if the software is installed, it usually counts in some way, unless a specific development or test license is in place.
- Merged or Acquired Companies: If your company merged with another that also had Broadcom software, it can create a licensing tangle. One pitfall is not consolidating or transferring those licenses in a legally compliant manner. Broadcom might argue that licenses aren’t transferable without consent, so if you just started using the other company’s licenses without a formal transfer, that could be a compliance gap. Always review M&A situations with legal and ensure Broadcom recognizes the transfer. Internally, audit newly acquired environments as part of the scope to capture any additional usage.
- Last-Minute Audits (or None at All): Procrastination is a pitfall that’s burned many teams. If you wait until Broadcom actually issues an audit notice, you’ve lost the initiative. You’ll be scrambling under the gun, possibly pressured to accept whatever findings their auditors come up with. Likewise, if you never do internal audits, you’re essentially flying blind into negotiations. Avoid this by having a routine and starting well in advance of vendor interactions. It’s much easier to adjust your environment gradually than to fix everything in a panic.
- Poor Communication and Silos: Sometimes organizations have all the data but fail to piece it together due to silos. For example, the virtualization team might upgrade to a new VMware version that changes licensing requirements but doesn’t notify procurement, or the security team might deploy an additional Symantec feature without realizing it wasn’t purchased. A pitfall is the lack of a communication channel where IT informs asset management of changes that impact licenses. To avoid this, establish governance: e.g., require that any deployment of Broadcom software or any infrastructure change gets a quick license impact review. No one likes bureaucracy, but a simple checklist (like “Did we check the license for this new host cluster?”) can save a lot of pain.
- Underestimating Broadcom’s Stance: Finally, never assume Broadcom will be lenient or that “we’re a long-time VMware customer, they won’t audit us.” Broadcom has proven to be far more aggressive than VMware was on its own. The company’s playbook is more akin to Oracle or IBM – meaning audits are a revenue strategy. Internal complacency (“we’ve never had an issue before”) is dangerous. Instead, assume an audit is coming eventually and prepare accordingly. By treating Broadcom like a hostile auditor even in times of peace, you’ll naturally adopt the practices (accurate records, regular checks, tight compliance) that keep you safe.
FAQs
Q: Do VMware licenses require an ILMT-style tool or internal audit like IBM’s?
A: VMware historically did not require a specific audit tool like IBM’s ILMT for sub-capacity, but the landscape changed under Broadcom. Broadcom now effectively mandates closer compliance tracking for VMware. In fact, recent VMware versions (following the acquisition) include a clause that requires customers to provide compliance reports every 180 days – the software can even automatically send usage data. This is similar in spirit to IBM’s requirements. Whether or not you use a formal tool, it’s highly recommended to run internal audits for VMware at least annually (if not semi-annually). Treat VMware licenses with the same rigor you would IBM or Oracle: monitor consumption and keep evidence. Broadcom’s approach to VMware is zero-tolerance, so an internal audit is your safety net to catch any issues early. In short, while there’s no single “Broadcom official tool” you must deploy, you absolutely should use some toolset (vCenter reports, scripts, SAM tools) to continuously audit VMware usage internally.
Q: What tools are best to track Broadcom license usage across the portfolio?
A: A combination of vendor-native tools and independent asset management tools works best:
- For VMware, vCenter and related tools (vRealize/Aria Operations) are essential for tracking host and VM counts, as well as the My VMware portal (formerly Broadcom) for subscription usage.
- For Symantec, use the Symantec Endpoint Protection Manager or cloud portal, as they will display exact usage versus entitlements in real-time. Also, check any specific Symantec product consoles (such as DLP and encryption servers) for license information.
- For CA products, leverage mainframe reporting tools (for mainframe metrics) and the admin interfaces of distributed apps. CA also has some internal usage tracking in certain tools (for example, CA Broadcom may offer a tool to measure mainframe usage).
- In addition, employ a third-party SAM tool that covers Broadcom software. Ensure it’s updated to comply with Broadcom’s licensing rules. A SAM tool can pull data from multiple sources and consolidate it.
- Good old spreadsheets and scripts can fill gaps. For example, a script to query all VMware hosts or all installed instances of a Symantec agent from your configuration management database can supplement vendor tools.
Ultimately, the “best” tool is one that you’ll actually use regularly. Automation is helpful – setting up a monthly report from each console and consolidating it into a central dashboard will provide continuous visibility. Just remember to verify the data and adjust for any licensing quirks (like VMware’s hyperthreading counting or bundle inclusions).
Q: How do I identify shelfware before renewal?
A: Identifying shelfware involves a bit of detective work and frank assessment of usage:
- Review usage metrics: Start with the data – for each Broadcom product, look at utilization. If a product shows near-zero or very low usage relative to what you bought, that’s a flag. For instance, if vCenter shows you only use 100 out of 150 purchased vSphere licenses, those extra 50 might be shelfware (unless you truly plan to grow into them soon).
- Talk to the teams: Ask the engineers or users of each software if they actually need all the components licensed. Maybe you purchased a suite “just in case” but only ended up using one module. Those conversations often reveal, for example, “We have a license for X feature, but we never got around to deploying it.”
- Check deployment records: Sometimes, software is technically deployed but not actively used. Audit each license to determine if it’s actually performing its intended function. If you have a CA tool installed on a server that nobody logs into, it might as well be shelfware. Review login logs, transaction counts, or any other indicators of activity.
- Examine support tickets and documentation: If a product generates almost no support tickets or internal wiki mentions, that could indicate low usage. Mission-critical tools tend to be noisy (lots of questions, tickets, updates), whereas shelfware sits silently.
- Make a list and challenge the necessity: Compile all suspected shelfware items and challenge their necessity with stakeholders. Ask, “Can we do without this? What’s the impact if we drop it?” If the impact is minimal or an alternative solution is in place, you have a strong case to eliminate it.
- Before renewal, communicate with Broadcom (if necessary): If you’re certain you want to terminate or reduce a license, you may need to provide notice in accordance with the contract. Do this in advance as required. Broadcom might counteroffer a deal to keep it (e.g., by heavily discounting it), but don’t retain software you have no use for just because of a sales pitch. Stay focused on actual usage.
Q: Can internal audits really help reduce Broadcom renewal costs?
A: Absolutely, and in multiple ways. First, by identifying shelfware to eliminate, you directly cut costs – why pay maintenance on 100 licenses when you only use 50? Dropping the excess saves money immediately on the renewal. Second, internal audits give you leverage to negotiate. When you know your exact usage, you can avoid overbuying “just to be safe.” Broadcom sales reps often push larger bundles or multi-year commitments “for a good price,” but if your audit shows you only need, say, 200 units instead of 300, you can confidently negotiate for 200 and not a unit more. You also avoid the fear-based upsell; you won’t be swayed by “you might be out of compliance” tactics because you have the data. Third, catching compliance gaps early can save you from punitive true-up costs. If you find you’re 10% over-deployed and address it proactively (through optimization or a planned purchase), you’ll likely pay far less than if that 10% is discovered in a formal audit with back penalties. Ultimately, an internal audit enables you to consider alternatives. For example, if you find a certain Broadcom product is very costly per actual use, you might decide to replace it or negotiate a different licensing model (like moving to a broader enterprise agreement that could be cheaper per unit). All of these outcomes contribute to a leaner, more cost-effective renewal. In short, knowledge is power – by knowing your utilization intimately, you can trim fat and avoid spending driven by uncertainty or vendor pressure.
5 Actionable Recommendations
To wrap up, here are five concrete actions you should take to prepare for Broadcom deals:
- Reconcile Entitlements with Live Usage Regularly: Maintain a habit of comparing what you own versus what you use, at least annually. This ongoing reconciliation prevents surprises and ensures continuous compliance.
- Use Vendor Tools and Independent Validation: Trust but verify. Use Broadcom/VMware’s own tools to gather data, but also cross-check with your SAM tool or scripts. This dual approach catches discrepancies and ensures accuracy before any vendor audit.
- Identify Shelfware and Retire it Early: Don’t wait until renewal crunch time to address unused licenses. Proactively flag shelfware now, including unused VMware modules, dormant Symantec features, and excess CA capacity, and plan to eliminate or reduce it. This cuts costs and simplifies compliance.
- Document Findings in a Central Repository: Treat Your Internal Audit Results as a Living Document. Store all license records, usage statistics, and compliance findings in a single location. Having this single source of truth empowers your team and can be quickly referenced in negotiations or an audit defense.
- Audit Early – Approximately 12 Months Before Renewal: Mark your calendar well in advance of Broadcom renewals or major negotiations. Starting an internal audit a year in advance allows you time to address issues, budget for necessary expenses, and strategically align your license portfolio. Early action is your best defense against Broadcom’s high-pressure tactics.
By following these steps, you’ll approach your next Broadcom deal prepared, informed, and confident – turning what is often a daunting vendor negotiation into a manageable, data-driven discussion on your terms. Good luck!
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