Overlapping usage view

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read
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    Summary of Overlapping usage view

    The Overlapping usage view within the Software Asset Workspace provides insights into the usage of SaaS and Single Sign-On (SSO) applications, helping organizations reduce spending. It categorizes application spending based on their main functions, allowing for detailed analysis of application usage, spend, and potential reclamation candidates.

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    Key Features

    • Application Overview: View details such as spend, usage, total subscriptions, and reclamation candidates grouped by application categories like video conferencing and project management.
    • Overlapping Applications Tab: Access data on the highest count of overlapping applications and their spending across categories, with the ability to drill down into specific application details.
    • Application Feature Usage: Examine detailed feature usage and metrics for applications, including total spend, overall usage percentages, and departments with least usage.
    • SaaS Feature Usage: Review event details for integrations, including event IDs and last activity, for up to one year.
    • Create Demand: Initiate actions to rationalize software applications by discontinuing or migrating users from redundant software.

    Key Outcomes

    By utilizing the Overlapping usage view, ServiceNow customers can effectively manage software assets, identify redundant applications, and make informed decisions to optimize software spending. This can lead to reduced costs and improved software usage across departments, enhancing overall software asset management efficiency.

    Use the Overlapping usage view in Software Asset Workspace to get insights into the feature level usage and rationalize your SaaS and Single sign-on (SSO) applications to reduce spending.

    The Overlapping usage view groups the spend on your applications into categories based on the main function of the software application, such as video conferencing, project management, and email marketing. You can view and compare details of an application within your organization such as spend, usage, total number of subscriptions, and reclamation candidates within an application category.

    Access the Overlapping usage view by navigating to Software Asset Workspace > Overlapping usage.

    Note:
    Request the Software Asset Management - SaaS License Management Integrations application from the ServiceNow Store to view the Overlapping usage view.
    Note:
    The Overlapping usage dashboard supports domain separation when Domain Extension Installer [com.glide.domain.msp_extensions.installer] and Domain Support [com.snc.pa.domain_support] plugins are activated. To filter the data, select a domain from the Domain drop-down list.

    End users and roles

    End user Required role Goal
    SAM Admin/SAM User sam_admin/sam_user View the Overlapping usage dashboard.
    Note:
    A SAM Admin or a SAM user must have the it_demand_user role to create demand. You can create a demand from the Application feature usage page.

    Overlapping applications

    By selecting the Overlapping applications tab, you can view the following information:
    • Highest count in overlapping software application grouped by application category, which indicates the number of applications in each application category. Selecting any application category bar navigates you to the filtered list of applications and its relevant number of subscriptions, total spend, and overall usage details in that category.
    • Highest spend in overlapping software application grouped by application category, which indicates the total spend for all applications in each application category. Selecting any application category bar navigates you to the filtered list of applications and its relevant number of subscriptions, total spend, and overall usage details in that category.
    • All software categories that have subscriptions. The number next to each category indicates the number of applications in each category.
    Overlapping usage view in Software Asset Workspace.

    Application feature usage

    By selecting the Application feature usage tab, you can view the following information:
    • A list view of the application categories.
    • Detailed and descriptive feature usage information of an application. By expanding an application category, you can view the following data for each application within that category.
      Attribute/Chart Description
      Spend Total spend for the application.
      Overall usage The percentage of users who have performed at least one event in the application.
      Subscriptions Total number of subscriptions for the application.
      View reclamation candidates List of reclamation candidates for the application that aren't closed.
      Activities with high usage Top five activities with the highest usage based on the number of users.
      Note:
      • This chart gets replaced by Users with last login activity for SSO applications and the SaaS applications for which only the last login activity is pulled.
      • This chart displays data for all events that have normalized mappings available in the SaaS Event Mapping (samp_saas_event_mapping) table.
      Departments with least usage Five departments with least usage for the application in your organization. The usage is based on the number of users.

      This data helps IT administrators to determine if users within these departments need access and alternatively to help drive adoption for those users.

      Note:
      This chart displays data only for users who are assigned to a specific department.
      Spend trend chart Graphical representation of monthly spending trend on the application.
    Application feature usage in the Overlapping usage view.

    SaaS feature usage

    The SaaS feature usage page includes the event details for each integration performed by the users, such as the event ID, event name, last activity, subscription, product, subscription profile, and publisher. Navigate to the SaaS feature usage page in the License operations view by selecting the SaaS feature usage link.
    Note:
    The SaaS feature usage page displays event details for up to one year from the current date.
    SaaS feature usage page including the event details for each integration.

    Creating demand to rationalize software applications

    Creating demands enables you to take meaningful action against any redundant software you discover. You can discontinue software, reduce software usage, migrate users to approved software, or take other actions.

    Note:
    The PPM Standard plugin (com.snc.financial_planning_pmo) must be installed to create demands.

    Select Create demand to rationalize software applications. For more information, see Create demand to rationalize software applications.