For a ServiceNow Platform owner, it is important to know where they can cut down costs through effective utilization of resources. While purchasing ServiceNow, there would be many applications, which they have subscribed to and after some days of use, it might be void due to minimal or no utilization. Similarly, the roles assigned to users can also go redundant with time. At this point, an important question arises, why pay extra if the existing roles are no longer in use?

Let us assume a ServiceNow Platform owner who has implemented ITSM, ITOM and ITBM and has different roles assigned to its users. Here, users have to provide authorization for applications relevant to their workflow. When a user’s workflow or responsibility changes, the roles assigned to them, if not revoked on time, becomes redundant. Most of the time, they may not be aware of these changes. At the end of the day, the assigned roles serve no purpose. There is no way anyone can identify if a role is required or not by the user any more.

Analytics driven

So what makes it so difficult to track roles and check productive use of these roles? To get into the core of the problem, we must know about the data structure of the ServiceNow tables. Data is scattered across various tables of ServiceNow. As there is no single dashboard to get details related to roles usage, tracking role assignment becomes tough for owners. Although, analytics using ServiceNow Performance Analytics and other tools such as Power BI and Tableau is used to create reports that will help business leaders and department heads in some way, this data alone won’t be enough to make informed business decisions.

Through ServiceNow License analytics, they receive reports on the number of active users of ServiceNow based on the number of times a user logs into ServiceNow. However, to optimize the usage of subscribed roles, the reports need to be more meaningful by having data on the active session time of users, the number of transactions and role-specific transactions done by users. This raises a critical question of how we effectively use the data that is already available in ServiceNow.

How to optimize?

Being strategic with license provisioning can help save cost up to 70%, as many employees may not use the application effectively enough to justify their license. Moreover, it is important to downgrade access and capabilities for particular employees who do not need the full suite of application access. Furthermore, by reducing the number of redundant applications, enterprises would be able to simplify provisioning and de-provisioning process to make it more cost-effective.

Managing Roles- The need of the hour

With more visibility into roles utilization through data analytics, users are empowered with data and inputs for informed decision-making. Their decisions will have a direct impact on cost and analysis and they would be able to remove 100+ unused roles.

Our webinar on “How to save costs through better management of ServiceNow subscriptions?” can help you identify unused roles and manage your subscriptions effectively.

  • Expert overview of ServiceNow Role assignment and subscription models
  • Best practices and guidelines on managing groups and roles in ServiceNow
  • Guide to use performance analytics to get insights on utilization of roles
  • License Optimization and cost-benefit analysis

If you are already a ServiceNow user, our experts can help you cut down licensing cost through implementation of Performance Analytics in NOW Platform. If you are at the cross roads of adopting ServiceNow, Aspire Systems, a premier services partner of ServiceNow which has helped many enterprises in ServiceNow adoption can help you too.

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