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. If you've already added license details for the application and want to edit it, you must first click the three-dots menu.
- Card view: Click the three-dots 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.
Where to view license usage and unused license cost
- To see your total unused license cost across all App Groups: View the Unused license cost widget on the Overview dashboard.
- To see unusued license cost for a specific App Group: Go the Details tab, click into an individual App Group, and go to the Usage tab and view the Unused license cost widget.
- To see license details for all App Groups: The Details page provides license consumption details of all your App Group. Before selecting a specific group, you can compare performance and spend using the following columns. These columns respect the currently selected time period and any other filters currently applied to the page. You can use these columns to compare license utilization between device groups or across different time periods.
- Owner: The designated application owner.
- Total license cost: The total spend for that license.
- License consumption: A visual indicator of how much of your license capacity is currently active.
- Licenses (used/total): The raw number of assigned seats versus your total entitlement.
How unused license cost is calculated
For the Unused license cost widgets on the Overview and Details pages, 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: