SaaS Overview dashboard

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of SaaS Overview dashboard

    The SaaS Overview dashboard in the Software Asset Management classic application enables ServiceNow customers to optimize their organization's spending on SaaS and SSO licensing. It provides detailed insights into subscription usage, costs, and compliance across SaaS applications and SSO providers. This helps customers identify cost-saving opportunities and improve license management efficiency.

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    Note that the dashboard is accessible via SaaS License > Overview and can be filtered by software model or publisher for tailored analysis. However, availability depends on the activation status of certain plugins in your ServiceNow instance, particularly the Software Asset Management Professional and Workspace plugins.

    Key Features

    • Subscription Spend Analysis: Displays total costs of all active subscriptions and breaks down spending by cost center.
    • Usage and Compliance Metrics: Includes the percentage of unused subscriptions based on reclamation rules, helping identify licenses that can potentially be reclaimed.
    • Potential Savings: Estimates cost savings achievable by reclaiming unused subscriptions, both overall and by subscription profile.
    • True-up Cost: Indicates costs required to align assigned rights with owned rights, ensuring accurate license usage and compliance.
    • Activity Snapshots: Shows user distribution based on subscription activity over time intervals, aiding in setting appropriate reclamation thresholds.
    • Stale Subscriptions Report: Details the number of inactive subscriptions per subscription profile, with filtering options to separate SaaS and SSO profiles.

    Practical Use

    ServiceNow customers can leverage this dashboard to:

    • Monitor and analyze SaaS and SSO subscription costs effectively.
    • Identify underused licenses and reclaim them to reduce unnecessary spending.
    • Ensure license compliance by understanding true-up costs and usage patterns.
    • Make informed decisions on license management by viewing detailed activity and stale subscription reports.

    For specialized software like Microsoft Office 365 and Adobe Cloud, usage and compliance should be reviewed in the dedicated SaaS License > Office 365 & Adobe Cloud section.

    Access and Navigation

    The dashboard can be accessed from the Software Asset Management classic application's navigation menu under SaaS License > Overview. If you use the Software Asset Management Workspace or certain plugins, access may vary, and the dashboard might instead be found through the Dashboards navigation menu.

    Optimize how much your organization spends on SaaS and SSO licensing by analyzing the subscription usage, cost, and compliance of your SaaS applications and SSO providers using the SaaS Overview dashboard.

    Important:
    The SaaS Overview dashboard is available in both the Software Asset Management classic application and the Software Asset Workspace. This topic provides information on the SaaS Overview dashboard in the Software Asset Management classic application. For information on the SaaS Overview dashboard in the Software Asset Workspace, see SaaS overview dashboard in workspace.

    The SaaS Overview dashboard is no longer available for new Xanadu users who have activated the Software Asset Management Professional (com.snc.samp) plugin or upgraded to Xanadu without activating the Software Asset Management Professional (com.snc.samp) plugin prior to Xanadu. If you activated the Software Asset Management Professional (com.snc.samp) plugin prior to Xanadu but didn't activate the Workspace plugin (com.sn_sam_workspace), you have access to this dashboard. If you activated the workspace plugin (before or after upgrading to Xanadu, you won’t be able to access this dashboard from the Software Asset navigation menu in your instance. You can however access this dashboard from the Dashboards navigation menu.

    The SaaS Overview dashboard displays information about the usage, costs, and potential savings that are associated with your SaaS and SSO applications. Access this dashboard by navigating to SaaS License > Overview. You can filter the dashboard by software model or publisher. Click any report to see more information.

    Note:
    To view your organization's software usage and compliance for Microsoft Office 365 and Adobe Cloud, navigate to SaaS License > Office 365 & Adobe Cloud.
    Figure 1. SaaS Overview dashboard
    SaaS Overview dashboard shows SaaS cost and usage.
    Table 1. SaaS Overview reports
    Report Description
    Current Subscription Spend Total cost of all active subscription software entitlements.
    Percentage of Unused Subscriptions Percentage of subscriptions that don't meet the usage requirements that are defined by reclamation rules. This percentage is calculated as the number of stale rights (subscriptions that have limited to no activity within the activity threshold that is defined in the reclamation rule) divided by the total number of assigned rights.
    SaaS Potential Savings Potential cost saved if you reclaim unused subscriptions.
    Assigned Subscriptions Total number of assigned subscriptions.
    True-up Cost Cost to have the number of rights you own match the number of rights you've assigned to users. This metric helps to verify that your organization is paying for all the rights that your organization is using.
    Actual Savings Year-to-Date Total yearly savings for all subscription software. This value is calculated as the total savings from closed complete reclamation candidates.
    Snapshot of Last Meaningful Activity Distribution of users based on their subscription software usage behavior. Use this data to identify the users with the highest software usage and determine the most appropriate threshold for your software reclamation rules. This report displays the data for the last 30 days, 30–60 days, 60–90 days, and 90–120 days.
    Stale Subscriptions by Instance

    Total number of stale subscriptions for each subscription profile. If you have multiple profiles for the same subscription software, this report displays each profile separately.

    You can filter the data that is displayed on this report by selecting an option from the Breakdown list. To view the stale subscriptions for both SaaS and SSO subscription profiles, select All Subscriptions. To view the stale subscriptions for only SaaS subscription profiles, select Subscriptions Excluding SSO.
    Subscription Spend by Cost Center Total cost of all active subscription software entitlements by cost center.
    Potential SaaS Savings by Instance

    Potential cost saved for each subscription profile if you reclaim unused subscriptions.

    You can filter the data that is displayed on this report by selecting an option from the Breakdown list. To view the potential savings for both SaaS and SSO subscription profiles, select All Subscriptions. To view the potential savings for only SaaS subscription profiles, select Subscriptions Excluding SSO.