Is the perfect software portfolio actually achievable? The short answer: yes, but the definition of “perfect” for your business will change continuously.
As your business grows, relocates, hires new people, consolidates, changes direction, wins new projects, etc., your resource needs will also likely change. This means that optimal software licensing is like a moving target, and you need to be Robin Hood or Katniss Everdeen to continually hit the bull’s eye.
Here are three tactics we have seen companies do to make “hitting the bull’s eye” easier in a constantly changing environment.
Cetrus Process Meter (CPM) collects application use and licensing data to give you the information needed to make these decisions. However, your portfolio may remain imperfect without the right processes established to keep your team on track.
- Set a Timeline
Sometimes we see panicked IT managers trying to make software decisions the day that their licenses are up for renewal. They may start to review application data, but then realize that they did not deploy Agents to the new machines they purchased a month ago. Or perhaps they see that they’d like to request a new kind of report from the Cetrus development team, but don’t have enough time for that process. These types of stressful situations can be avoided by having a timeline for checking on the Cetrus Portal that takes software renewal deadlines into account.
Even if you set up a calendar for your team that has the deadlines for each of your software renewals, tasks can still fall through the cracks. This brings us to our second tip.
- Designate a Driver
Occasionally we hear that customers aren’t looking at their CPM data because a group of people is responsible for keeping track of the account. This may introduce a negative group effect, where each individual in the group believes that someone else is taking care of the job. This could result in no one actively monitoring the Cetrus Portal, even if you have set a timeline.
We suggest that companies “Designate a Driver,” or assign one person from the software decision-making team to regularly check in to the online Cetrus Portal. This is not to say that keeping an eye on your CPM data is something that needs much time. To cover the basics, you just need one person to be responsible for installing Agents/Plug-ins on new machines and ensuring all desired applications are being monitored for your next big decision.
- Have a Software Request and Evaluation System
With a tool like CPM, your process for evaluating application needs will likely change too. Now, when an employee submits a request for more software licenses, or the purchase of a new application, you’ll have access to more information before making a decision.
We recommend making a habit out of checking a couple of different key data points after each request for additional licenses. For example, your biggest questions may be:
- Are we frequently hitting our peak use?
- Are people actually active on the application when they have it checked out?
- Is the application billable through E2P’s project billing? (If so, how much do we typically make off of that application?)
Having a set of guidelines for software approval could both speed up and simplify the process, making it easier to deal with challenges as they arise.
Of course, all of these strategies will vary by type of application/license and your company structure, but we hope that they help you reach software perfection this year.
Are these tips helpful? Have other ideas? Feel free to comment below!
Thank you for reading!