3 Ways to Reduce Spending on Campus Software

July 7, 2021 |  Budget
2 min

It’s so easy to overpay for software when you don’t know how it’s used. Start tracking usage to discover ways to optimize spend on software licenses.

Over-deployed software can waste tens of thousands of dollars of already strained IT budgets. But it’s tough to get buy-in from department heads and renegotiate software contracts without usage data to back up your decision-making.

Here are 3 ways colleges and universities can use data to strategically reduce software costs:

1. Compare software licenses installed to licenses used

Consider the software you have installed across campus, is all of it getting used? It’s easy for unused licenses to get overlooked. 

Example Scenario

For instance, last year the English department requested 200 EndNote licenses to cite sources. Now that renewals are coming up, you may want to see if students are actually using it, or if they are instead relying on the alternative: EasyBib.

2. Identify where each type of software is most used

Most colleges have specialty labs equipped with expensive software programs. But are those programs also available in the library or student center? Knowing where students access licenses is key.

Example Scenario

There’s usually a long line of students waiting to use ARCHICAD in a lab on the west side of campus. The software is also installed on the east side of campus, but students are unwilling to travel the distance.

“Application tracking showed us where money would be well spent, and where it would be wasted.”

Sean Gillaspy, Mac Lab Manager, Texas Christian University

3. Set up alerts and tags to continue monitoring software use

Using the tags feature in LabStats, you can set up alerts on certain applications and get notified if an application hasn’t been used for a week, month, or even two days. Knowing this can set you on a path to streamlining your license purchases to maximize utilization.

How to strategically reduce software costs

Review your LabStats usage data to see which programs students rely on, and identify what they rarely or never use. This will help you determine if you can reduce software, how many licenses can go, and which ones should be the first to be cut.

LabStats Software Usage Reports

Application Dashboard

The Application Dashboard shows the number of stations that have each software application installed.

Application Manager

The Application Manager shows a list of all applications installed in your environment.

Application Launch History reports

The Application Launch History displays four separate reports showing the total usage time for the selected applications, the launch count, the average session length and the maximum concurrent usage.

Related: Quick Overview: Application Launch History Report

Use the above suggestions to make sure you’re not overpaying for software. No more guesswork, no more relying on gut feelings. Use data to be certain that you’re only paying for the software programs students actually use. See how much you can save by scheduling a walkthrough.

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