SaaS Audit Example APRIL 2020 - Koncise Solutions
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AP RIL 2 020 SaaS Audit Example
‣ Zylo Background
‣ Audit - Early Insights & Opportunities
AG E NDA
‣ Enterprise Services
‣ Next Steps
The most comprehensive SaaS management platform in the world ‣ Over CA$15B in SaaS under management ‣ Over 1 billion unique SaaS user logins measured ‣ Industry’s most comprehensive apps in catalog ‣ SOC 2 Type II Certified
Strategic Investors As the leading platform for cloud subscription optimization, Zylo is backed by some of the best enterprise software investors in the world.
Customers Powered by Zylo
‣ Full SaaS Discovery to Build Full Application Inventory
‣ Right-Size Contracts and Eliminate Duplicates
‣ License visibility and management
DE S I RE D
BUSI N E S S
OUTCOME S
‣ Consolidation and elimination of shadow IT
‣ Visibility to enhance SSO / SAML adoption (Identity)
‣ Dynamic team / partnership approach moving from build to best in
breed solutions
ZYLO PO C DATA SO URCE OVE RVIE W
SPEND TRANS AC TI ON S ACCOUNTS PAYABLE EXP ENSE REPORTS SINGLE S IGN ON DIREC T INTEGRATIONS CONTRACTS
CA$xxxM xxK xxx xxx xxx xxx xxx
Monthly Monthly Daily Daily Ongoing
* *DE MO NU MBE RSCO M PAN Y HE ALT H L A NDS CA PE
ACCOUNTS PAYABL E EXP ENSE
+ =
CA$xxM CA$xxK
xxx Apps xxx Apps
BREAKDOWN BREAKDOWN
SaaS - CA$xxM SaaS - CA$xxxK
Ads - CA$xxM Ads - CA$xxxK
IaaS - CA$xxM IaaS - CA$xxxK
‣ Total Spend without IaaS & Digital Ads: CA$xxM
‣ Date Range - x/x/xx-x/xx/xx
* *DE MO NU MBE RSIN SIGHTS & O PP OR TU NI TI ES
Opportunities at Company Name
Shadow IT/Discovery Purchasing Efficiency Functional Overlaps Utilization Insights
OpportunitiesS HAD OW IT / DISCOV ERY
I NS I G H T IN SIGHT INS IGHT
176 120 94
All Expensed Applications Personal Expense Apps - CA$91K Corporate Expense Apps - CA$581K
1. Facebook Ads - CA$144K 1. InVision - CA$14K 1. Facebook Ads - CA$124K
2. Microsoft Azure - CA$82K 2. Amazon Web Services - CA$12K 2. Microsoft Azure - CA$87K
3. InVision - CA$61K 3. Zendesk - CA$5K 3. InVision - CA$54K
4. Github - CA$28K 4. Godaddy - CA$4K 4. Github - CA$36K
5. Twilio - CA$27K 5. FullContact - CA$3K 5. Twilio - CA$32K
ACT ION
• Review Expense Spend detail to identify Apps to look into further
• Zylo-Company to determine other stakeholders that would benefit from Shadow IT spend app
detail and provide as needed
* *DE MO NU MBE RSIN EFFIC IEN T PURCHAS ING: MULTI-CHAN N EL APPS
I NS I GH T
19
Multi-Channel Applications
‣ Subscriptions Tab
1. Facebook Ads
‣ Insights Filter
2. Amazon Web Services
‣ Select Multiple
3. Slack
Channel Spend
4. Microsoft Azure
5. G Suite
* *DE MO NU MBE RSIN EFFIC IEN T PURCHAS ING: CO ST CEN TE R R E PO R TI NG
I NS I GH T
77
Multi-Cost Center Applications
‣ Subscriptions Tab
1. Amazon Web Services
‣ Insights Filter
2. Getty Images
‣ Select Multiple
3. Shutterstock
Business Units
4. Godaddy
5. Google Adwords
* *DE MO NU MBE RSTO O L P RO LIF ER AT ION : F U NCT IO NAL OV ER L AP
I NS I GHT
FUNCTION OPPORTU NI T Y AP SPEND EXPENSE S PEND # OF APPS
File Storage & Sharing G Suite - CA$309K Under CA$1K CA$370K CA$12K 10
Microsoft 365 - CA$66K Filestage, Webcargo, Google Drive,
Intralinks VIA - CA$3K Filezilla, Box
Dropbox - CA$2K
Google Storage - CA$1K
Project Management Workfront - CA$133K Under CA$1K CA$183K CA$10K 10
Smartsheet - CA$49K Roadmunk, Custellence, Todoist,
Airtable - CA$4K TeamGantt, Receptive, Trello, Jira
ACT ION
• Review functional overlapping applications to determine if consolidation can take place
• Turn off functions associated on applications not utilized by Klick Health
* *DE MO NU MBE RSUSAG E OVERVI EW
SSO DIR ECT INTEGR AT IO NS
‣ Current Integration Opportunities
‣ Track utilization for all SAML enforced apps ‣ Zoom (connected) ‣ PagerDuty
‣ G Suite ‣ Zendesk
‣ Identity Roadmap - Identify which apps in your ‣ Salesforce CRM ‣ Dropbox
environment are eligible to go behind Azure AD SSO ‣ Microsoft 365 ‣ Box
‣ Jira / Confluence
‣ Pair Azure AD SSO utilization with contract details to ‣ Github
ensure your licenses are right-sized and key renewal
information is in one place
i Usage and license type data pulled nightly directly from API
i SAML enforced apps are mapped directly to Zylo apps
i Enables tight monitoring of usage and cost savings potential
i Pull back total users provisioned, last login, and monthly logins
for mapped apps daily
* *DE MO NU MBE RS* *DE MO NU MBE RS
ZO OM O PPO RT UN IT Y
CONTR ACT STRUC TURE
Named Host or Active User?
PAID USE RS (PRO)
PRO LICENSES P ROVISIONED
Days since last Login
873
*Login data as of 4/7/20
BASIC L ICENSES PROVISIONED
400 729 7 10 123 4
1-30 31-60 61-90 91+ No Login
NO GROUP MEETINGS HOSTED (PRO)
136
NO GROUP MEETINGS > 40 MIN (PRO)
ACT ION
64
• Review inactive and no login user base
POTENTIAL SAVI NG S (CA$168/LICENSE*)
• Utilize Zylo license workflows capability to re-harvest inactive licenses
CA$33,600 (200 pro licenses)
*Estimated license cost * *DE MO NU MBE RSL ICEN S E M ANAGEM ENT WOR KFLOWS
1. Review Inactive Users
2. Send Email Alerts
3. Review Responses
4. Compile Deprovision List
5. Deprovision Users in tool
admin console
Available for all Direct and SSO integrated applications
* *DE MO NU MBE RSM AN AGE SAAS R ENE WALS
CONTR AC T COLLECTIO N:
DOCS@ ZY LO.COM
Having SaaS agreement information uploaded into Zylo
ensures more pro-active management of renewals. As
agreement information is sent to docs@zylo.com (or
alternative method), the Zylo services team scans and
uploads relevant metadata into Zylo for each
application and attaches documentation.
• Existing Contracts
• Existing Spreadsheet(s)
BU ILD ZY LO IN TO YOUR PROCES S
Integrate into the contracting process a share (bcc) to
docs@zylo.com (or alternative method) for every new
SaaS contract going forward
* *DE MO NU MBE RSDIS T RIB UTED M A NAGE ME NT
VI E WS
Provide tool Owners a View to keep
understand what tools are coming up
for renewal to proactively manage
Use when driving tool stack
conversations with business
stakeholders
* *DE MO NU MBE RSAP P C ATALOG DE TA ILS
! Provide employees access to the catalog
using SSO and SAML JIT provisioning
! Control shadow IT by educating the
business on apps that are already available
and approved by IT
! Streamline information sharing and app
access by using one centralized location
! Employees can discover apps by name,
category, subcategory, or application
functionEN TER PR ISE S ERV ICES
Every Zylo customer gets an account team of
consultants who will work hand-in-hand with you E S T I M AT E D ACTUAL
on a monthly basis to ensure success and drive ROI. 74
Applications
207
Applications
$8.3M $27M
Spend Spend
‣ Monthly strategy sessions O K TA R E P O R T I N G
A PP U SERS AC T IVE
‣ Identify savings opportunities
UPCOMING RENEWALS
‣ Ad hoc reporting
A PP DAT E COS T
‣ Market intelligence YOY C AT EG O RY S P E N D
‣ Negotiation prep INSIGHT
With $900K in spend across 5
‣ Contract concierge applications, File Storage & Sharing
Review Salesforce licensing (213
inactive licenses) prior to renewal.
is a significant area of investment.
‣ BenchmarkingIM PL EM EN TATIO N OV ERV I EW
Financial Data Verified Glimpse/Go-Live
Account Live: ~4 Weeks
DISCOVE R ~4 - 6 WEE KS DE PLOYME NT
PRO J EC T K I C KO FF
Financial Data Processing and Validation Review
Glimpse Report Prep
AP & Expense Consultative Insights
Integration/Extract OPTIMIZE ~ 3 WE EK S
Account
(Client) Configuration
Utilization Integrations Connected
AP & Expense Data
Verification
MANAGE ~3 W EE K S
(Zylo)
Contract/Term Loading and Configuration2 week PoC Acceptance / Review period Now - 4/24
NEX T S T E PS Continuation of Weekly + calls for Q&A and Operationalization of Zylo
Kick off Full Zylo DeploymentZYLO PO C DATA SO URCE OVE RVIE W
SPEND TRANS AC TI ON S ACCOUNTS PAYABLE EXP ENSE REPORTS SINGLE S IGN ON DIREC T INTEGRATIONS CONTRACTS
CA$xxxM xxK xxx xxx xxx xxx xxx
Monthly Monthly Daily Daily Ongoing
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