Digital Solution for License Management

Overview

Managing software licenses effectively is a crucial yet complex task for organizations of all sizes. Without the aid of a dedicated License Management Application, businesses encounter numerous challenges that can impact operational efficiency, cost-effectiveness, and legal compliance. The following points highlight the specific challenges encountered without a dedicated license management solution.
Challenges

1. Inefficient License Utilization: Without proper tracking, organizations often purchase more licenses than needed, leading to unnecessary expenses while under-licensing causes compliance risks and potential legal issues.
   According to Gartner, businesses in the US waste approximately $34 billion annually on unused software licenses.
2. Manual Tracking and Lack of Visibility: Lack of centralized view makes it hard to track and optimize software usage across departments.
   According to Walkme,on average, 30% of software licenses are never used, and another 8% are rarely used (less than once a month).
3. Poor Vendor Management: Managing multiple software vendors and understanding their different licensing agreements introduces complexity, making it more difficult to negotiate favorable terms without accurate usage data.
4. Inefficient Renewal Management: Keeping track of license renewal dates
   adds complexity and inefficiency to the process, making renewal management cumbersome and time-consuming.
5. Costly Resource Management: The inability to optimize software license allocation leads to higher costs and a drain on resources, as manual management reduces efficiency for IT and procurement teams.
6. Software Audit Risks: Without accurate and up-to-date license information, businesses may face penalties during unexpected vendor software audits.
   According to Walkme, approximately 56% of software audits result in extra charges due to past under-licensing, and 76% of companies over-license their software to avoid penalties from audits.

Key Features & Functionality

Our License Management Application is designed to streamline and simplify the process of managing software licenses. With these features mentioned below, it ensures that the organization stays efficient-

1. Centralized License Management: A unified repository for tracking, allocating, editing, and revoking licenses, ensuring seamless access and streamlined management from a single location.
2. License Cost Management: Tracks license subscription costs and ongoing invoiced costs against an organization’s cost centers, providing detailed records enabling effective budget controls and timely billings.
3. License Tracking and Monitoring: Capabilities to track the usage via log audit uploads, status, and expiration dates of software licenses. This helps organizations stay informed about their license inventory and proactively manage renewals and compliance.
4. Appian App-User License Usage Insights: Automates tracking Appian App-User license usage in addition to Appian Platform-User license usage using login-audit and site-usage log crawlers, which ensures greater visibility into Appian App-User license usage for compliance.
5. Self-Service Business Rules Console: Business users are empowered with a self-service business rules console for detecting usage patterns for licenses, subscriptions and applications, enabling agility in adapting to evolving compliance needs and changing business requirements.
6. Automated Alerts and Notifications: Stakeholders are automatically informed of upcoming expirations and deadlines. It simplifies the renewal process with easy access and reminders avoiding service interruptions.
7. Reporting and Analytics: Robust reporting features that provide insights into license usage, compliance status, cost optimization opportunities, and overall software asset management performance. Customizable reports help stakeholders make informed decisions.

Benefits & Business Impact

Our License management applications offer a range of benefits for organizations, especially those managing multiple software licenses and compliance requirements. Here are some of the key benefits: 

1. Costs Tracking and Optimization: Allows organizations to track application subscription costs and other ongoing costs invoiced to the appropriate cost center, enabling forecasting budgetary needs, and identifying opportunities for cost optimizations.
2. License Utilization and Optimization: Offers detailed insight into which licenses are allocated, helping to optimize license allocation and assists in reallocating licenses to where they are most needed within the organization.
3. Efficient License Usage Management: Provides enhanced visibility into license usage for all software subscriptions. For Appian subscriptions, the solution uses automated log crawlers for login and application usage tracking. For non-Appian subscriptions, the solution provides capability to upload login usage data and automatically track login usage with low-code integration connectors.
4. Enhanced License Compliance with Automated Rule-Based Monitoring: Enhances flexibility and precision in license management by automating rule-based compliance checks and notifications.
5. Streamlined License Renewal Process: Streamlines the renewal process by offering easy access to license status and expiration dates, along with automated reminders to ensure on-time renewals, minimizing service disruptions and reducing administrative workload.

Overall, our license management application helps organizations optimize costs, mitigate compliance risks, and optimize software license usage across the enterprise.