Visibility of the technology landscape

When organizations don’t understand how their software and cloud services are being used, they face a multitude of operational inefficiencies ranging from duplicated spend to steep financial penalties. Visibility of technology, whether on-premises or in the cloud, helps organizations understand cost, mitigate risk and improve operations.

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We can produce an accurate report of all technology use and spend across desktop, datacenter, cloud and mobile.

Decisions around technology choice and use are increasingly decentralized and outside of the direct control of the IT team. We understand it’s often challenging to have a clear view of where and how technology is being used and spent. The increase in cloud and SaaS investments, coupled with the corresponding shift of IT decisions to other departments, means complete visibility is more challenging than ever before, but remains just as critical.

We can accurately compare software license entitlements with current usage to determine our effective license position (ELP).

With thousands of software applications in the average enterprise, understanding your entitlement position is essential to track license numbers and types. Whether the requirement to report on license position is due to a vendor audit, or simply to understand compliancy, the first step should include an understanding of effective software license usage.

We feel confident that we are not at risk of financial penalty should a software vendor initiate an audit. When faced with an audit, we can quickly gather the information needed for a defensible position in negotiations.

With potential penalties from audits often ranging into millions of dollars, it is critical for Software Asset Managers to be confidently prepared for audits to prevent costly fines. Gartner estimates that “By 2022, 25% of global enterprise software and solutions providers will actively audit compliance at least once a year as they attempt to recoup lost revenue created during the 2020 economic downturn” 1

Source: 1 Implement Software Asset Management to Deter Audits From Ruining Your Life, Tobi Bet, Christopher Dixon, David Groombridge, 9 June 2020

Optimization of the licensing estate

Recent times have posed significant unexpected challenges to the world and to IT departments. Organizations are looking to protect against uncertainty and ensure business continuity by implementing cost savings initiatives. IT teams are uniquely positioned to deliver added value by leveraging technology intelligence to find additional cost savings.

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We can identify and reassign unused licenses, subscriptions and cloud services.

The identification of users who are not utilizing allocated software, or the identification of cloud VMs not in use, is the first step in the cost optimization journey. Once identified, IT teams need an automated solution for removing software and cloud services so they can be reallocated.

Our IT department can view component-level usage details for applications such as Office 365, enabling our line-of-business teams to select the most cost-efficient subscription level for each user in the enterprise.

Many software packages are licensed with different levels of entitlements. One example is Office 365, which offers a comprehensive and expensive E5 package versus the less robust E3 and E1 packages. To optimize costs and choose the most appropriate entitlement package, IT departments need detailed usage information at the application component level.

We can identify applications with duplicate or overlapping functionality to consolidate and optimize technology spend.

Over time, many organizations find they are using and paying for multiple software packages that serve the same function. Common examples include software for graphics, PDF readers, internal communications and project management. The problem is compounded when SaaS applications are independently procured by business units. The burden on the IT department to pay for and support this redundant software can be significant.

Data governance and risk monitoring

With security breaches on the rise and personal data regulations becoming ever more stringent, IT leaders must protect the organization against a data breach and the associated financial penalties. Understanding and controlling your data inventory is vital to finding the most critical vulnerabilities that pose the greatest threat.

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We are able to identify software vulnerabilities across the entire IT ecosystem.

Over 99% of security breaches can be traced to a known vulnerability. Organizations need visibility into all of the known vulnerabilities associated with the software and hardware in their IT ecosystem.

We can show the severity level of identified software vulnerabilities and can create scorecards to prioritize asset and user risk.

Many organizations identify far more risks than can be immediately addressed. It is critical to have the ability to rank risks by severity to create a plan for mitigation. Scorecards assist in the prioritization and communication effort.

We can identify repositories of personal data and know who accesses them. We can use this information to build our compliance with regulations such as GDPR.

A key component to data privacy regulation compliance, including GDPR, is a complete understanding of how and where personal data is being used across the enterprise. Tracking which software accesses and processes personal data is part of this important analysis.

Transforming, and migrating to the cloud

When done correctly, cloud enables organizations to move fast, scale, save money and exercise control. With proper management and governance, organizations can reduce costs, decrease infrastructure sprawl and mitigate security risks. Accurate visibility and management of public, private and hybrid cloud in real time is critical for cloud transformation.

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We have a complete inventory of all on-premises infrastructure resources and details about resource utilization levels.

Rightsizing reports analyze performance monitoring data for individual virtual machines and then recommend changes to resource allocation. These reports may identify a poorly performing virtual machine and recommend that additional resources should be allocated. More often, the reports may reveal that virtual machines have been provisioned with more resources than they need. Reclaiming these resources may make it possible to achieve a higher overall virtual machine density, thereby reducing costs.

We have clear visibility into our cloud spend and we predictably stay on budget.

When organizations move to the cloud, on-demand consumption can eat up promised cost savings and quickly drive spend over budget. Duplicate and idle resources can also add up to thousands and even millions of dollars in wasted expenditures every year. It is essential to have a solution that provides accurate visibility and management of cloud spend in real time.

We can enable self-service user requests for cloud resources and automatically provision across private, public and hybrid cloud resources.

The cloud promises a new level of agility and innovation. It also requires new skills, new processes and new tools. Delivering infrastructure, applications and services in a fully automated way takes manual requests that previously took days to fulfil and turns them around in a matter of minutes.

Thank you

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