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Submitted URL: https://em.boomi.com/Nzc3LUFWVS0zNDgAAAGOceS2AVMaFIggO9BOBwm6F3WO2RYIFKnOjwQw3jL0_RGf2Tq4W5gbY-RXfY0dTURZ2VxmD50=
Effective URL: https://boomi.com/blog/optimizing-license-usage/?utm_source=boomi&utm_medium=email&utm_campaign=EM_FY24_Q3_NA_ALL_...
Submission: On September 26 via manual from US — Scanned from DE
Effective URL: https://boomi.com/blog/optimizing-license-usage/?utm_source=boomi&utm_medium=email&utm_campaign=EM_FY24_Q3_NA_ALL_...
Submission: On September 26 via manual from US — Scanned from DE
Form analysis 2 forms found in the DOM
GET https://boomi.com/
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<button type="submit" id="boomi-search-submit">
<img src="https://boomi.com/wp-content/uploads/search-coral-sm.png" width="25px" height="25px" alt="search">
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<button type="submit" id="boomi-search-submit">
<img src="https://boomi.com/wp-content/uploads/search-coral-sm.png" width="25px" height="25px" alt="search">
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<input type="search" id="search-form-651339d0969b3" class="boomi-search-field" placeholder="" value="" name="s">
</form>Text Content
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HOW BOOMI OPTIMIZES SYSTEM LICENSE USAGE
6 minute read | 21 Sep 2023
BY CARL SIVA
When we go to the movie theater, we essentially pay for access to a cozy seat.
It’s the same every time we purchase a plane ticket. We’re receiving a
(not-so-cozy) seat for our trip.
Businesses spend considerable time and effort monitoring “capacity management.”
The reality is it’s not easy. In the case of the airlines, we’ve all had the
experience of potentially getting bumped because a flight was oversold.
Conversely, we’ve had that joyful feeling when a flight is undersold, and the
middle seat in our row goes unoccupied.
Managing a fixed number (seats) when you’re unsure about demand (people sitting
in them) is a constant struggle for any company. It’s rarely a perfect
one-to-one equation.
And that brings us to software licenses.
Our daily work lives depend on them. They allow us to log into all the many
systems required to do our jobs, whether it’s access to work computers, email,
or any other digital business tool. It’s probably not something most people
think about, either.
But trust me, IT teams – and, by extension, finance teams – care a lot about
licenses. That’s because there’s a cost associated with each license. That
expense can add up fast when not managed wisely. An untamed license explosion
can even blow up the budget. It also carries the potential of creating
additional security risks.
People in IT roles like mine are trying to contain “application sprawl” as
companies add more and more technology tools to their infrastructure to operate
their businesses.
At Boomi, I ensure we have enough licenses for our people to be productive, but
not so many that we’re wasting unused seats. Striking that balance is incredibly
challenging when you’re a high-growth SaaS company and your headcount is a
moving target. You can’t just snap your fingers to add or subtract seats because
it often involves a protracted process through procurement.
My colleague Tarakam Peddada has written about how we use our integration and
automation platform internally. We call it Boomi on Boomi. One of my favorite
use cases is how the platform saves time and money by optimizing licenses.
Boomi technology allows us to stretch fewer licenses over our entire employee
population based on usage, in a couple of different ways.
COMPLETE VISIBILITY
Boomi connects all systems within our digital architecture. One huge benefit is
that it gives us 360-degree visibility into our systems.
For instance, when Dell Technologies sold Boomi to a pair of private equity
firms in 2021, we needed to implement an entirely new tech backbone for our
independent company. Boomi was fantastic in helping us identify all the
different technologies we were using.
It turned out that many teams had similar tools for things like project
management. Boomi helped us identify what applications might be duplicative and
allowed us to make decisions about eliminating some of them to streamline our
new infrastructure and save on big-ticket costs.
At a more granular level, Boomi enables us to monitor whether the licenses
people do have are getting used.
Asana is a valuable project management tool for our marketing team. We’ve begun
seeing other employees in the company want access when collaborating on
marketing efforts. While we have an Asana administrator, that person has a job
with a lot of responsibility. That admin shouldn’t have to keep up with changing
roles at the company and deciding who does and doesn’t need access.
What Boomi does is monitor usage through workflow automation. It checks systems
more often than a human can and identifies inactive licenses. It essentially
says, “Hey, I see a license assigned to this person, and there’s been no
activity for a lengthy period of time.” Then, we can unassign that license to
make room for someone else who does need it. If the inactive user still requires
Asana access, we can always turn it back on for them.
The key here is that license assignment is dynamic – not static. We’re always
getting value for our investments.
COLLABORATION THROUGH INTEGRATION
New hires typically received access to most major systems when we were part of
Dell. The result was people might have licenses to systems they didn’t use as
part of their regular jobs. In other words, those licenses collected dust.
During the divestiture, we became much more selective about who had access to
what systems.
For example, sales and support teams depend on Salesforce, but engineers prefer
to work in Jira. So, why make our support team use Jira to request help from
engineers or ask those technical experts to go into Salesforce to scope out the
issue? We faced two choices.
1. Give licenses to both systems to everyone in multiple teams
2. Use Boomi
Our Salesforce-Jira integration now allows employees to create a support ticket
in Jira directly from Salesforce. Engineers no longer need access to Salesforce.
Everyone can work in the systems where they feel comfortable, improving accuracy
and productivity. The best part is we also save money by vastly reducing the
licenses people need for both systems.
The result is that people have what they need to do their jobs effectively, and
we’re also good corporate citizens who get the most from allocated budgets. Our
seat usage is no longer a matter of educated guesses, and the cost savings are
significant.
Here’s just one small example. We save $3,000 monthly after implementing
automation to pull licenses from inactive users. It’s not a ton of money, but it
saves the company $36,000 a year. And it probably took us a few hours to create
the automation. Those smaller savings add up to something huge.
That’s the win-win that happens with Boomi.
> Download our guide, “The Four Pillars of Excellence for Technology Leaders,”
> to learn more about the challenges facing every technology leader and how
> Boomi can help you overcome them.
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