With so many new technologies emerging on an almost daily basis, it’s important for organizations large and small, to understand exactly what software is being used. Managing software licenses has always been a challenge, and in today’s technologically advanced world, it has become increasingly difficult. However, saving money by avoiding duplicate software licenses, over-licensing, and over- or under-spending should be at the top of every organization’s list.
For those in information technology (IT), the necessity of a software asset management (SAM) program is obvious, but for other departments, it might not be as clear as to how they benefit from license management. Understanding what is and isn’t being used across all departments helps an organization make informed decisions, especially when it comes to rolling out new technologies to drive the business and increase productivity.
IT Department: Smoother Software Deployments
When we think of software installations and deployments, we automatically think of IT. However, not all IT teams actually manage the organization’s licenses. Keeping track of license count, expiration and renewal dates, license spend, etc. usually falls on the lap of a License Manager or SAM team. When working together, IT can better understand exactly what software is being used, allowing them to plan and execute software rollouts or uninstall unused software – thereby optimizing software license budgets.
Many license management tools, like Tangent’s CUBES License Manager, also have reporting capabilities that give deeper insight into an organization’s licenses, such as:
- Number of licenses that are coming due or expired
- Amount broken down by company, product, department, and type of license
- Length of license or subscription agreement
Furthermore, CUBES has a document repository that allows users to upload documents related to each license record, so important files such as quotes, contracts, and license details can all be digitized and easily accessibly within the record.
Finance Department: Better Opportunity to Manage Departmental Budgets
When it’s not clear where or on what money is being spent, overseeing and managing an organization’s budgets can become overwhelming, especially if that leads to over-spending. Understanding what software is being used gives the finance team the opportunity to cut necessary costs on unused or duplicate software.
Additionally, having the visibility that comes with a license manager prepares the finance department for renewals, so they’ll know exactly when to expect large payments. Ultimately, this instills confidence into the team when going into budget discussions with the administration team.
Administration Department: Greater Visibility into Software License Budgets
Engaging and persuading administration departments to invest in any software product has always been a difficult task across multiple industries. Once on board, though, stakeholders will find that the benefits of a license manager greatly outweigh the cost.
Having a license manager will show directors, administrators, managers, etc. exactly how much is being spent on software and help them identify areas for cost savings. The goal is to generate savings for the entire organization year over year.
Additionally, a license manager allows the admin team to see all of the organization’s software at a glance, which can be helpful in identifying outdated technologies. Ensuring that employees have the latest software enables them to be more productive, work efficiently, and communicate and collaborate effectively across the entire organization.
Whether your organization is large or small, a license manager brings peace of mind. Being able to gain full visibility of software deployments, licenses, and cost is essential in managing budgets while enabling your organization with the latest technologies. CUBES can take you there. Sign up for a free trial to just how easy it is to start managing your licenses.