ControlUp helps you identify potential savings and optimize SaaS costs by highlighting unused app licenses. Use this data to negotiate contract renewals or get rid of unusued apps.
Prerequisites
- ControlUp for Desktops Agent version 2.17.7 or higher.
- ControlUp for Application module version 1.2.446 or higher. Read Deploy ControlUp for Apps for details.
Setting Up License Information
To begin tracking costs and utilization, you must first add license details to your monitored app groups.
To add license details to an app group:
- In Applications, go to the Details tab.
- Find the app group you want to update and click Manage Licenses.
- Grid view: Look for Manage Licenses all the way on the right-side of the row.
- Card view: Click the three-dots action menu in the top-right corner of the card and select Manage Licenses.
- Provide the following license details and click Save Application License.
- Number of purchased licenses.
- Cost Per License: The individual price paid per seat.
- Application Owner Email: Enter the contact for this application. Note that this field is currently used for record-keeping only. In the future, this field might be used for alerts and reporting.
Viewing unused license cost
After you have added license details to your app groups, the following widgets provide visibility into your unused license spend.
- Unused License Cost (on the Overview and Details tab): Displays the overall cost of unused licenses across all app groups based on activity during the last 30 days.
- License Utilization / Potential Savings (on the Overview tab): Displays the percentage of licenses used per app group during the last 30 days, and the cost associated with the unused licenses.
These widgets won't show any data until you've added license details to your app groups.
How license cost is calculated
ControlUp looks back over the last 30 days to compare your license entitlement against actual usage.
User-based tracking
License utilization is determined based on unique employees. 1 unique employee accessing the app (based on the console_user_upn field in the data index) = 1 license, regardless of how many different devices a single employee uses to access the app.
The calculation
The data in these widgets is based on a fixed 30-day window and is not affected by the selected date range any other filters applied to the page. The unused license cost calculation for each app group is:
See license utilization per App Group with filters
On the Details page, the License Consumption column shows the percentage of licenses used within the currently selected time period and respects any other filters applied to the page. You can use this column to compare license utilization between groups or across different time periods.