IT Service Management

Optimizing ServiceNow Licensing Costs

Paying for assets you don’t use? We cut the waste and the bill.

Background

The organization faced challenges with ServiceNow licensing costs due to a lack of understanding of the licensing model and inadequate management of Configuration Management Database (CMDB) data.

Problem Statement

•Lack of awareness: Unclear understanding of ServiceNow licensing rules, leading to unexpected costs.
•Inaccurate CMDB data: Failure to update CMDB records for retired or unused assets, resulting in inflated licensing costs.
•Unused assets counted: Active records for retired or unused assets, such as servers, storage, laptops, and mobile devices, were counted towards licensing, increasing costs.

Solution

Platform Used: ServiceNow

Licensing model understanding

Gained a clear understanding of ServiceNow licensing rules and requirements.

CMDB data cleanup

Regularly reviewed and updated CMDB records to ensure accuracy and reflect the current state of assets.

Asset lifecycle management

Implemented processes to mark assets as retired or inactive when they are no longer in use.

Impact Measurement

•License Usage Report: Tracks active vs. inactive assets contributing to licensing costs.
•CMDB Cleanup Progress Report: Shows the number of assets retired/corrected over time.

Outcomes

Cost savings: Reduced huge licensing costs by ensuring accurate CMDB data and removing unused assets from licensing counts.
Improved compliance: Ensured compliance with ServiceNow licensing rules and requirements.
Better asset management: Implemented effective asset lifecycle management processes, reducing waste and improving resource utilization.

Benefits

Cost Reduction

Significant savings on licensing costs.

Compliance

Adherence to licensing rules.

Asset Management

Effective lifecycle processes.