Subscription summary for IT Asset Management application

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of Subscription summary for IT Asset Management application

    This summary explains how ServiceNow customers can monitor and manage their IT Asset Management (ITAM) application subscriptions in the Yokohama release. It enables organizations to track purchased and allocated subscriptions, assess usage levels, and plan future subscription needs effectively.

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    Access the subscription details by navigating to ITAM Licensing > ITAM Subscription Summary.

    Key Features

    • Subscription Types: Supports subscriptions purchased either as individual applications (a la carte) or as bundles covering multiple ITAM applications.
    • Subscription Metrics Displayed:
      • Name: Identifies either the subscription bundle or individual ITAM application.
      • Purchased: Number of subscriptions bought for each bundle or application.
      • Allocated: Number of consumed subscriptions, showing usage per application or bundle.
      • Color Coding: Indicates consumption status against purchased subscriptions:
        • Green: Less than 90% used
        • Yellow: Between 90% and 100% used
        • Red: 100% or more used (overdrawn)
      • Start and End Dates: Validity period of each subscription.
    • Bundle Subscription Management:
      • Bundles provide equal subscription counts for each included ITAM application.
      • Subscriptions are application-specific within the bundle; unused subscriptions in one application cannot be transferred to another.
      • If consumption exceeds purchased subscriptions, the bundle size is automatically adjusted to match usage, updating consumption levels accordingly.
      • Overdrawn bundles are clearly indicated with a red dot.
    • A la carte Subscription Management:
      • Consumption is deducted from the specific purchased application subscriptions.
      • Overconsumption is indicated when subscriptions exceed those purchased for that application.
      • No sharing of subscriptions between applications.
    • Mixed Bundle and A la Carte Subscriptions:
      • Consumption is first deducted from bundle subscriptions, then from a la carte subscriptions for the same application.
      • Overdrawn status applies when total consumption exceeds combined bundle and a la carte subscriptions, flagged under a la carte subscriptions.

    Practical Benefits

    • Provides clear visibility into subscription usage and allocation, helping prevent overconsumption and compliance issues.
    • Enables proactive planning for subscription renewals or expansions based on current consumption trends.
    • Facilitates accurate license management by distinguishing between bundle and a la carte purchases and their consumption rules.
    • Offers straightforward indicators (color coding and alerts) for subscription status to support timely decision-making.

    You can view how many subscriptions for IT Asset Management applications your organization purchased and allocated.

    Review the configuration item (CI) allocation and allocation level to see how your organization uses IT Asset Management application subscriptions and plan upcoming subscription needs.

    Navigate to ITAM Licensing > ITAM Subscription Summary to view the subscription summary.

    View the following statistics on subscriptions purchased a la carte and by bundles:

    Name
    The name of either subscription bundle or IT Asset Management application, if your organization purchased subscriptions per application separately (a la carte).
    Purchased
    The number of purchased subscriptions per bundle or application (a la carte).
    Allocated
    The number of consumed subscriptions from a bundle or application (a la carte). For bundles, this field shows the highest number of consumed subscriptions by applications that are part of the bundle. For example, if Software Asset Management consumed 300 subscriptions and Hardware Asset Management consumed 200 subscriptions, this field shows 300 for the bundle covering these applications.
    The color code indicates the percentage of the subscriptions that your organization consumed. By default, the color code threshold is 90%.
    • Green — Your organization has used less than 90% of purchased subscriptions.
    • Yellow — Your organization has used more than 90%, but less than 100% of purchased subscriptions.
    • Red — Your organization has used 100% or more and exceeded the number of purchased subscriptions. Purchased subscriptions are overdrawn.
    Start date/End date
    The dates for which this subscription is valid.
    The licensing module calculates and displays subscription consumption as follows:
    Subscriptions by bundle only

    When you purchase subscriptions in bundles, you get the same number of subscriptions for all IT Asset Management applications covered by the bundle. For example, for a bundle of 500 that covers Software Asset Management and Hardware Asset Management, your organization receives 500 subscriptions for Software Asset Management and 500 subscriptions for Hardware Asset Management.

    The licensing module subtracts the number of consumed subscriptions from the bundle subscriptions for the relevant application. Bundle subscriptions cover specific applications. You cannot use bundle subscriptions for other applications, even if these other applications are part of the same bundle. For example, you purchased a bundle of 500 covering Software Asset Management and Hardware Asset Management, and you used up all 500 Software Asset Management subscriptions. You cannot use the spare Hardware Asset Management subscriptions for Software Asset Management.

    If your organization exceeds the number of purchased subscriptions, the bundle size is automatically adjusted to the number of consumed subscriptions. When that happens, the licensing module recalculates levels of consumption for all applications covered by the same bundle.

    The Subscriptions window displays the actual number of consumed subscriptions under Allocated. The red color dot in Allocated indicates that the bundle is overdrawn.

    Subscriptions a la carte only

    The licensing module subtracts the number of consumed subscriptions from the a la carte subscriptions for the relevant application. The Subscriptions window displays the information for purchased and allocated subscriptions for IT Asset Management applications.

    If your organization exceeds the number of purchased subscriptions for an IT Asset Management application, you cannot use unconsumed subscriptions for another application.

    If your organization exceeds the number of subscriptions, the Subscriptions window shows the relevant a la carte subscription is overdrawn.

    Subscriptions for the same applications both in bundle and a la carte

    If you purchased IT Asset Management subscriptions both in bundle and a la carte, the licensing module always subtracts the number of consumed subscriptions from the bundle before deducting from the number of subscriptions purchased a la carte. For example, there is a bundle of 500 subscriptions covering Software Asset Management and Hardware Asset Management. In addition, there are 250 subscriptions for Software Asset Management purchased a la carte. The first 500 subscriptions consumed by Software Asset Management are consumed by the bundle. Only when Software Asset Management exceeds the number of subscriptions in the bundle, the licensing module starts deducting from subscriptions purchased a la carte and shows them as subscriptions allocated to Software Asset Management.

    If your organization exceeds the number of subscriptions purchased in bundle and a la carte, the licensing module considers it as overdrawn from the a la carte subscriptions. In this case, the Subscriptions window indicates that the a la carte subscriptions are overdrawn.