Spend and license data
Once your basic inventory is in place and some applications are connected it's time to think about importing some spend data, and entering some license data.
We differentiate between spend data, and license data.
As you can see, spend and license data have pros and cons. Spend data can be imported quickly so is a good starting point.
Once in place, Trelica will import data for the account codes selected during setup. Where possible we automatically map transactions to applications. Sometimes the description for a transaction is ambiguous (e.g. 'Atlassian' won't tell us which Atlassian applications this relates to), or unclear. These transactions will need manually mapping. This process allows you to define rules so that you won't need to keep doing this.
There are a number of reasons for entering license data:
- 1.Entering accurate contract renewal dates means Trelica can remind you to plan for renewals.
- 2.Uploading or linking to contract documents gets you organized if you don't have a formal contract management system.
- 3.Entering per-seat costs (when combined with a connection to an application) means Trelica can give a sense of actual savings you can realize from right-sizing contracts.
The simplest approach is to add license plan data in the Licenses tab on an application profile. You can then enter basic details such as:
- the license plan name
- price per seat
- number of seats
- start date and duration (or monthly-rolling)
- optional document upload (e.g. invoice)
- upload contract documents
- specify the type of contract (e.g. Order form or MSA)
- select a vendor
- enter agreement date and PO number
- add individual license line items (as you would directly against an application)
You should aim to assign renewal dates and basic license details (e.g. plan) to all applications with the Managed status.
- Keep all documents in the contract management system
- Enter renewal dates for all applications
- Enter full license plan line items for applications where you have usage data (e.g. via IdP or direct connection)
- Getting hold of Contracts might require some effort, so start with managed applications that IT owns
- Upload documents as Contract entities
- Add license plan line items to reflect the contract
- Once you have a good core of renewals data for the core IT systems, you can use this as an example to share with other business users, to show the benefits of structuring SaaS contract data.