hey hi everybody and welcome and for joining us for this comestic webinar our topic today is optimize your sas license visibility and reduce cost with servicenow i will be your moderator today john cenaski but before getting started just a couple of housekeeping points please do submit any questions via the chat window and we'll try to answer as many that permits at the end of the session if there are any that we can't get to or respond by email and we're also recording this webinar and we'll post a copy along with slides to our website typically within 24 hours we'll also email you a link to the download location so some quick introductions i'm john cenaski i'm the servicenow subpractice lead for the itsm itm and itom practice areas at cavestick i have over 10 years of servicenow implementation experience and i've been with domestic now just over two years and we are now a milestone company and with me today i have two senior members of my team that are participating in the discussion so please introduce yourselves lynn and scott hi welcome everyone uh lynn reynolds here i've been with calvestic servicenow practice for many years and i work within our it service management subpractice as a business process consultant i've also had the opportunity to help deliver several of our webinars related to a wide variety of servicenow and industry topics hey everybody this is scott trumbull can everybody hear me okay yes we can yeah okay that's what i was looking for that the validation okay so i'm scott trouble you guys might remember me from such popular webinars as optimizing your cloud footprint and i tom and cmdb better together or i'm one of a kovestic's senior solution architects i've been doing this servicenow delivery thing for probably about 13 years now working in the delivery space uh spending a lot of time with itom discovery and integrations if any of you think you recognize me and you've been in uh servicenow for quite a while uh the most call-out i get recognized for in this environment is the uh in the inaugural creator con in uh 2015 i'm the guy who brought the the beer delivering robot that was controlled by servicenow that's all right thanks scott thank you so just a quick overview of who we are for those who don't know about cafestick we are a one-stop shop to span across the ite ecosystems from both projects to development to operations to staffing and we implement operate run and offer a broad range of capabilities across i.t and that includes servicenow and as practitioners not just developers our experience is based on real world challenges and some just some quick facts we're an elite partner we are founded in 2001 we have over 250 employees and have deployed over 300 projects with a 90 client repeat business rate and a c set score over ninety percent so in our in our recent webinar we focused mainly on optimizing cloud visibility and reducing costs with servicenow's cloud insights solution this webinar continues that conversation so today our topics will include sas license usage reducing and optimizing spend and staying in compliance in terms of audit also showing you how to solve business challenges and some of these common challenges are increasing sas license spending better sas software visibility and improved audit support we'll also show you how to access richer and more meaningful licensed landscape data and that goes beyond just counts of licenses and also probably with a consolidated lens into cloud spaces user communities and even more so with that i'm going to hand it over to lynn yeah thanks john so in our last webinar we talked about cloud visibility and managing cloud costs but we didn't really address the sas licensing component specifically license visibility and how to manage those license costs that's what we want to explore in detail today organizations spend billions of dollars on unused software licenses specific to sas and cloud and they have the ability to save up to 30 on software costs so what you see on screen are typical cloud challenges customers feel that they have a lack of visibility into multiple cloud platforms and they want to better master this space in order to be more efficient and more cost effective they want to manage license split spend they want to be in licensed compliance and successfully pass software audits they want to eliminate license waste and unneeded spend and ultimately they want to truly get the value out of their cloud environments the rest of our webinar will address these concerns and provide you with the solutions that are available on the servicenow platform so as you can see on screen um gartner predicts that 184 billion dollars of software spend will be wasted by the end of 2021 so let's talk briefly about what software waste is software waste is really considered to be licenses that an organization has purchased but they're not getting the value of so they're unused but paid for licenses and this is going to really be a key topic of our discussion today so let's start by taking a quick look at potential software and sas savings across the global landscape according to gartner organizations can save up to 30 percent in software costs within the first year of implementing software asset management considering the 2020 global software spin was projected at 492 billion dollars that's 148 billion a potential software savings with 36 billion in potential sas savings totaling that 884 billion that you see at the top of the screen related to projected software waste so scott over to you let's uh see what that looks like inside the platform yeah um so let's take a lot of you know when we talk about looking at our cloud spend solution and this is kind of an exciting thing where if you remember the last time when we left off we were kind of looking at you know our virtualized environment and how we could pull all that data in from all those different hosts all those different providers into service now and see in one place our potential for for savings based on utilization of virtual resources and right sizing virtual resources and those type of things but when we pull that together with our our licensing costs right the questions that came up at the other end at the end of that that last topic were about um yeah but what about my my software as a service cost right i know i have a cost for machines that i'm hosting out there but i also have software as a service my my servicenow subscriptions and my usage my dropbox my salesforce and the list goes on and on and on and so many things well how do i know if i'm getting the best value out of that i can pull stuff in from my machines and tell if people are using software that's deployed on the machines but how i know what's going out there going on out there in the cloud the software as a service those platforms is a service that we're licensing so our cloud platform where we see at the end we can see those things pulled together right and we can see those those cloud costs our soft our our spend who's using it we can see details of how we might be driving to actually save on it and we're going to dig a little bit deeper into those things as we go along here in our in our in our webinar today so i know kind of one of the next question on on everybody's mind is how many of these things are people using yeah so let's go to a poll if you could just bring that pole up i'm i'm clicking you're cooking all right so to the audience how many sas providers or sources is your organization trying to track today and they can range from i really don't know to maybe up to 20 to many many many let's take a minute and wait for those results i'm sorry i'm laughing as i see all the people asking that they wish they knew or too many to count and that took many to count is is you know i i know we're being a little uh a little funny on that but that that's that's an accurate description of how people feel about this so if it's okay with you john i'm gonna go ahead and close this poll now absolutely yeah so it's it's both it's both ends of the extremes i really don't know or there's this terminated account right now yeah that's that's kind of expected that's part of our solution on the call today so great thank you yeah right so so that kind of brings us into the platform and that brings us into to what we wanted to to talk about about here today and how we can pull in the servicenow particularly with that advanced licensing dashboard that ability to see all of that lysa juices if i have a bunch of things out there connected that i'm using um being able to know without having to go to 40 different spreadsheets or my uh my managers my my it asset managers or my software managers having having to go out there and deal with um all of these items and know all those different things so i have the power i can analyze highlight the users know what's breaking down what's available at a specific point and know what's out there and track down we can visualize it across the company to see who's using it and what's using it right we get the breakdowns and subscriptions but there's there's a lot more to that getting all of that data and that's where and that's where the rubber hits the road and where the excitement is in optimizing the cost right so we mentioned you could go out there into the into all these environments right i could go out into my page or duty or into my app they all have they all have consoles they're all tracking things and i can see what's going on but the key is to get to see all those in one place and by leveraging servicenow and we're going to take a look here leveraging our connectors through all these different environments and they have different types of data we could pull from and we could drive those all to a single place of usage so let's uh let's take a look at what i'm talking about here if that's all right so when i'm looking at when i'm looking at my cloud spend dashboard and i'm seeing on here all of these potential savings and i'm looking at my sas recommendations for potential savings where it's going out there and it's figuring out the usage is this is this something that uh somebody isn't using the license that i could maybe reclaim the license from where i could get those different things looking at those those recommendations you know talking about where we're getting that data from is is a big important part of this feature of the features in here so if i take a look at the idea is setting up these integrations so if you could see in my instance i have in my in our little demo instance here i have some 17 different connections out there going out and pulling the data things that people would have to go to to either pull into a spreadsheet or people would have to go to to align with and figure out and or know how to admin that console to find this data and that's just that's just not you know that's that's not feasible that's not a reasonable ask for my software manager for my license manager and the cool thing is setting up these profiles is is really pretty sweet and when i talk about that you know right now there's new sas providers coming on all the time and so right now i think the numbers about 30 there's 30 some definitions already provided out of the box where i could go in you see i went in and said you know click a new one and i'm going to pick random say i'm setting up a box integration to get that it's going to ask me for the things that i need to know to set that up i'm not going to do this one now but i can walk through and i can set those things up pretty much out of the box without uh without having to to go through and build all those things so a good example when i do set one up i'm going to take a look at one that is set up here because this is set up using one of the connectors that's provided i already have these workflows these flows actually data flows built for me to go in and get the activity to pull it into my instance to put it into the right fields and this one also has a reclaim so when we find those people that are reclaiming we do a reclamation and most of them do and reclamation means just you know removing somebody's license or putting it back to available that i can do all this from within service now and drive those things together and pull it in so the some of the real useful stuff is you know getting these set up is pretty straightforward pretty easy there's a lot new ones being published all the time to go out and put information out there into the system and they're all just a little bit different okay so you know a really good example of some of the things going on out there so things and being able to drive and drive my my license utilization office 365 is one and and we put this in there because this is one and i'm sure lynn will attest to as we work with customers and things just is coming up over and over again to uh questions people ask when people want to you want to know what they're doing so we have it's a fairly complex licensing in office 365 because i can have a person could have both installs and they can have their their their online version of it that they're using so they have the opportunity to to go in and really take a look and see to drive into that office 365 and we'll just take a quick look here over in in the system of what that looks like i think many of our customers have moved to office 365 it's a bordering on the ubiquitous for sure right and so because i have a particular publisher pack in place for that there's there's dashboards and there's monitorings and the licensing i say those things of how we build how the license are calculated are built in there's a lot of publisher packs available out of the box so this is the standard dashboard for that again personally i really really like going to things like going to the software asset manager the software asset workspace to see these things well there are the old models available but i really like this view where i can drive in kind of see those details in this case i'm driving into all my office subscriptions and we mentioned office 365 specifically and what's cool you'll see right here i have my stuff all this stuff in here because it's coming in when i see my license usage i see where i'm at at this point in time on everything right so i really kind of dig that that that portion of it and being able to drill down and find out that information not just what's out there and who's you and uh what's out there and how it's been but who's using it what cost centers i can drill into that i could see the details of you know who's what cost centers are using these products where do i want to potentially save on some of these things what are my opportunities if i drive into kind of my subscriptions by cost centers i can break that out this is just one thing we chose to drive into for this demo but it could absolutely uh you know be modifying your dashboard uh putting details on there driving in looking at looking at my details by department or however your organization might break these things up or try and identify where we're going with that all right so we'll take a a quick a quick poll and on where we are with these things and how many people are driving into their their software usage and how they we talked about those office 365 and things like that so let me see if i can get this one launched now all right john do you see my poll yes we do all right and i see some numbers coming through scott all right so i'm gonna go ahead and close this up this is your final countdown i wish i could play like the jeopardy theme song you want to get any answers in four three two one right so 100 percent everybody out there is is using some form of office at home so what does that mean where we looked at at those those subscription licenses and that office 365 uh opportunities there right so different corps have different uh different organizations have different ways that they've set their license up some allow people to use it online for many machines some allow people to do multiple installs and gathering those things up into into my console of looking at my office 365 and driving in where am i using it making sure i'm not getting duplicate subscription counts has some things available in it i um when we might have those hosted internally on on physical hardware at this time maybe my sap instance included perpetual oracle licenses in my contracts for that and i had it hosted on my internal hardware servers and then if we take and or you know those servers come up at life cycle time and rather than replacing that hardware bringing that into play i can take and drive those items i'm pushing them out to the cloud as a lot of organizations aren't pushing them out to be hosted in azure and i'm pushing them out to be hosted on aws and now i have an in an issue with tracking the licenses on this i don't want to deploy an aws issue with and pay for uh my oracle license against part of that i need to bring my own because i already have one and deploy it out to there so i can track those things that way and in in um in the software in the room release we added those abilities to bring your own licenses right so i can take a look at when i could see my license types on the oracle i can see i'm still in compliance i've brought for this case i have case or an editor or i guess i brought my own licenses i brought them in to apply against some of them so i might don't show out of compliance don't show those things as missing is gone and i'm able to to bring those in and keep that current and keep my data current and then i believe i got got to talking about um you know how much i love the age or the software asset management workspace i love the workspaces in servicenow and they've gone to this how i can have multiple things open in here and be working within it and then driving into this really dig that you know when these cards i see we talked about we're pulling all that information in from various sources we're pulling all of those things in at once and we're able to drive we're able to see exactly where i sit in my compliance we're able to see exactly what's going on and where i where i'm at on things so because we're going out and reaching out at the sources and pulling in i'm able to see remember when we set those up and we talked about those had those flows designs so i could kick this off because i have a low usage i could go ahead and kick off the call where i'm going to engage the user make sure it's okay that they're not actually using that in service out by creating a request form then where they have to actively engage and say yes i do want that keep it and then i drive through and i can actually kick off that flow and recoup that license from them to potentially use from somewhere else used for somebody else in their costs but i can see all my publishers i see all my publishers out there and these are the two i get going a lot so i pinned them up at the top and i can see exactly where i stand with them at any point in time and then we got to driving in and talking about uh the various types the various different licenses different different organizations license their product differently whether it's a sas licensing through say say box or docusign or whatever it is that have a sas that are pulling it in to very complex licensing that say oracle has or some of our engineering uh software candidates and by pulling in the publisher packs and items for those we're able to bring in the analytics for it we're able to to to show where we stand on that and then i was showing i think we were taking a look at the the engineering license manager driving into the cost on there and then looking at the same thing in the workspace so we have the again same thing and these are these are important things because these are things we want to know when are they being used and generally our engineering licenses kind of drive from uh concurrent users and driving through things so by having that analyzed at analyst pack installed and just brought in and installed on servicenow out of the box i get a really good view into what's going on out there all right so we talked about that everybody still here can still hear me right yes we can scott i guess i get to stop every now and then just give feedback here if i don't hear you answer i'll assume something's gone wrong all right so uh we talked about reclaiming that right it's a big piece when we walked in there we could we could see we're pulling in our usage from our our providers and all of our different sources and we're driving the things out there and by driving that we can run our reclamation rules kick off those workflows in servicenow those workflows that were pre-built for us when we uh when we provided it when we got things going when we selected and built it and kick it off those roof to to reclaim uninstall uh reallocate right so i have those those license managers that can go in there and look at it so my team say my software asset team could go in and they could see hey i'm i had somebody request another another item for oracle they request i have another person that needs to be able to use a project and i'm currently out of compliance before i go buy another one maybe i need to take a look at is there's somebody out there that has one that hasn't been using it now and really then you could probably uh back me up on this a little bit where we really see a lot of that times of those lost licenses are when people are really good at getting everybody stuff when they're on board but getting back and knowing what licenses are available to be reused when people off board tend to be organizational problems yeah we see that with a lot of our customers as well there's some opportunities to tune up off-boarding and reclaim those both hardware as well as licenses yep yep you know and getting prepared for four software audits yeah this is a little bit of a busy slide but it has some headlines that you may have seen over the years achieving savings on shelfware or reallocating software is great but what happens when you don't have enough licenses to cover your organization's usage as you start to address enterprise software specifically some of those bigger titles those bigger publisher names you'll feel yourself with the data and insight needed to improve your posture related to vendor audits regarding software audits we know it's not a matter of if they will happen but when sooner or later a software auditor is going to show up or send a letter to your cio requesting an audit in fact gartner suggests that it's common to have two or more audits annually and the larger the company the more likely you will be contacted for a software audit the servicenow solution ensures that you have the data that you need to always be prepared in case of an audit you don't need to go through a large exercise to collect all this data you've got it at your fingertips and it's always being calculated and tracked so the itam review analyzed this entire space and stated at the beginning of the year that the threat of audits has increased and is expected to increase further throughout 2021 many audits are sells sales-based and viewed as opportunities for revenue no one is exempt not even hospitals everyone can be audited many publishers are actively auditing and it's not just the usual suspects just because a publisher is small doesn't mean they uh will necess necessarily be less aggressive as you see on screen the average organization can spend up to 60 working days addressing audit requests and the average audit can take up to 20 working days to complete so if you think about that you know depending on how many people you have involved in pulling together the response to the audit that is a lot of kind of opportunity loss or a lot of cost to your organization spending time to put together um the data needed to respond to an audit so yeah going back to that so yeah i and i love this and i love your title on this you know the ain't nobody got time for that that preparing for the audit and i and i can't stress enough i think that is one of those big things of where that value is so i you know instead of getting a call here we're gonna get an audit i gotta go out i gotta give spreadsheets i gotta call john hey john what do you have who in your department's using this who's that i get a note back from john left on a sticky on my desk that i can't read because his handwriting and i'm trying to pull those all out where in my organ in a perfect organization right in this case where i'm going out and i'm pump pulling from my vendors i'm pulling all these things into one place i can see right now exactly where i stand at any time well this is i think this is as of three days ago i know where i stand three days ago i can also you know if i'm called i can provide the data or i can be proactive in dealing with things that might be out of compliance i think that is that is the brilliance of this and that's where we bring value okay thanks scott and uh i just want to say thank you to our attendees that managed to come back or have stayed with us through some challenges but i see most of your back right now just in conclusion we started this session by introducing some common challenges of sas license management and those included usage and optimization for sas license spend reduction and compliance also some of the business challenges coupled with better visibility of sas licensing and license reclamation the integration profiles and waste and we address these challenges the servicenow solutions that include use of the servicenow sas overview dashboard to both view and optimize your sas usage spend and better be prepared for your next audit we also use the analytics hub to improve license visibility and for bring your own license or byol we use the engineering license overview to help rationalize licenses that you already own and i do have a few questions here scott and i think the first one could be directed to you yeah sure if i don't see an out of box integration profile for my application what do i do oh yeah that's actually a really good question so where we kind of talked about why and i and i really uh i really stressed because i think it's pretty awesome all of these all of these pre-built ones that are available out of the box and i ca and new ones are coming out all the time right i don't have to wait for a release um for those to come out when i upgrade you know i go to my plugins i can upgrade on it i'll get new ones that are released but you do have the ability if i were creating a new one i do have the ability to to create my own to work with my provider to figure out what's my you know what's my flow to go hopefully hit their web apis to get the data and load it into the system hopefully you know the reclaimed subscription flows those type of things i would have to build those myself but if i'm working with somebody in there um we do have the ability to create your own you just have to have the knowledge and background and work with your provider to do that or probably wait a week and it'll be available yeah because they're consistently coming out right that's that's a given um another question before you move on john so so where do you see those scott whenever they post new integration profiles do they do that through a plug-in or through the store or yeah so normally they would come in and i could probably try and show on here but it might actually take a while to come up so we could kind of talk about but they would come in usually because i can have uh my plug-in updates between releases and usually they would come in with like the the the um software solution plug-in updates great thanks and i'll go ahead it'll take a while to load this in the background but i'll go ahead and bring that up while we talk about uh when we look at some of the other questions here yeah and uh the next question what version of servicenow do i need to best realize these benefits ah that's a that's a good question so you know over the last couple of years servicenow's really put a lot of time money and effort into this space so i mean this might not be my i would say in my opinion you know this really started all coming together at probably in the last release maybe in the quebec i would say i've really all kind of started coming together and being really good in the quebec release and a lot of more useful features and then kind of drilling home with uh with rome a couple of things added with rome kind of how they reevaluated and kind of merged together the sas and the uh the the sas solution and the cloud insights together uh it's really an opportunity there okay and this one will sit well with len so can i export this data or create a report for my auditor to support an audit ah um hold on just a second i'm kind of bringing stuff up here i don't want to cancel this and showing to kind of follow the other question but i will try not to to lose everything here that was bringing up there but when we were talking about kind of that license uses and with each of those analytics packs with each of those publisher packs that you might uh put in place on your system there come you know specific sets of of reports for those for those items driving out and there's a lot of out of the box uh reports provided around it for for each one of these items so i could go out and export my entitlements i could go out and take a look at some of my things my my sas overview and there's reports to to drive off of there and a lot of those things again come with my publisher packs for the specific uh for this specific area and being able to drive and create those okay well we're right at the quota 2 mark and uh i think we have no remaining questions was anything else you want to show scott or is that yeah so this just opened up and what i was able to do is is be able to went in and and clicked on on upgrading that pack and you can see so some of the things that come along with that upgrade on there it shows different items being updated related to those spokes and those connections that was it okay kind of filling in on the question from earlier okay does anyone else on the call have additional questions that you'd like to ask while we have scott here um at this point oh i see a raised hand uh so dave if you have a question if you want to put it in the either the chat box or the question box or can we can we i think i see it now yeah it's a long one so it kind of uh if you don't mind i'll i'll try and read it off but but the summary comes out from um how do i know how how does it actually know if a piece of software is being used so how do i know that all all 200 subscriptions are being used and so there's the answer we were primarily in this focus talking about the the sas solution and i think i kind of summarized that um they talk specifically about their acrobat pro subscriptions and and the number of installs and things i have on it um but kind of taking a look at where does that usage come from and it comes from two different places right if i'm for my sas solutions for my things like um for my items like my adobe cloud or those type of things it's coming from that connection that we showed earlier where we're pulling in from the provider we're connecting to them and it's showing has somebody used that license it's also if we set up that we can set up connections where we pull data from um say our our idp provider or right from our one login or our octa where we're routing people in there and we could see has this person actually gone in and routed for things used on those machines knows for whether how the usage is going on in those machines that data is either coming in from our if we're using discovery to pull our software and software usage from the user's machines and when was the last time it was run or or from sccm if we're using our sccm integration to pull that data in and get our reclamation uh suggestions and things from there for for locally installed items nope that's great do we any other questions do we have i don't see anything so i think at this point uh we'll give everybody 10 minutes back to the day and just thank you for attending today you're probably looking up we bring the deck back here's our contact information if you want to learn more feel free to contact us and have a great day thank you