The JML Process to Optimizing SaaS Cost and Utilization


According to the IDC study results, more than half of organizations say that they blow 11% of their software budgets on underutilized applications. 30% of respondents say they do not optimize their software assets, and only 17% do software optimization. Businesses invest actively in new technologies and often do not realize how important it is to use software assets optimally. As a result, a significant part of these investments is blown.

In our previous posts, we talked a lot about ways to lower SaaS costs by implementing SAM tools. A great value-adding complement to those solutions can be a Joiners, Movers, and Leavers Process (also called a JML process).


What is JML?

The Joiners, Movers and Leavers Process is a policy, the main objective of which is to update the ownership status of software assets as employees join a company, move to other positions in the company and leave. In compliance with the policy, the HR department should collect information on the IT equipment and software provided to an employee. Whether the employee changes the equipment, position or leaves the company, everything should be registered in the HR records for further processing by the IT.

In the early days, the IT team could reharvest licenses from a computer when a user returned it upon promotion or retirement, but today, with increasing SaaS adoption and emergence of a variety of license types, things have become trickier. Today entitlements are not necessarily assigned to a device, SaaS entitlements are mainly assigned to a user, meaning that upon retirement the IT department is usually not aware that the user has left. Thus, organizations continue paying for unused SaaS applications.

For instance, Salesforce Lightning Enterprise costs $150 per user a month. In case the IT department is not informed of 1000 employees who have been moved to other positions, which do not require Salesforce products, or left, the company wastes $150000 a month on licenses that are not even used.

If you refuse to implement the JML process, you also pose you company to a security risk, as the IT stays unaware that the user with an access to the company database has left but still can access company data.


Binadox and JML

The JML process can leverage the Binadox features to further automate the procedure. All SaaS subscription and usage cases are monitored and recorded by the Binadox solution, besides with Binadox you can always see when a particular SaaS was used for the last time and when a particular user was active for the last time.

As you see, the JML process allows the IT to be aware of the equipment and staff rotation across the company and in combination with Binadox enables the company to prevent extra expenditures on unused applications and data loss.