Tackling Software Negotiations with the Help of Data
June 24, 2022 | Data
Accurate software usage data can help IT teams understand how students and faculty are using university-provided software applications.
Software renewals on university campuses can be time-consuming and expensive. The demand for high end programs like SPSS, Mathematica, AutoCAD and Adobe are always changing. With requests flooding in from faculty and students, it’s understandable why so many IT leaders deploy site-wide licenses.
However, this doesn’t have to be the case.
Accurate software usage data can help IT teams understand how students and faculty are using university-provided software applications. This data can be a key tool in renegotiating software licenses, leading to thousands of dollars in savings for your organization.
With recent improvements to our API, LabStats can also export software user data at scale, to aid in multi-year software agreements.
Consider the following strategies to improve software licensing and deployment with LabStats:
- Deploy software only to the locations where students need it
- Reduce image bloat by eliminating unused software in certain locations
Manage Software Licenses
- Identify & eliminate wasted software spend
- Renegotiate licensing purchases based on actual usage
How to Use Data to Renegotiate Software Licenses
LabStats recommends running the Max Concurrent Usage report (included in Application Launch History) when an application comes up for renewal.
The Math department has SPSS installed on every machine. That’s a total of 125 licenses spread across 3 labs. After running the Application Launch History report for the previous semester (approx. 3 months), and navigating to the Max Concurrent Usage report, consider these scenarios:
- The max concurrent usage for the whole semester is 50. The department can reduce licenses and reallocate budget to other software needs.
- The max concurrent reached above 120 at least 4 times over the last semester. Run the report again for the same time period, with the groups (labs) not combined.
- If the max concurrent usage is focused in one or two labs, use a discoverability tool (LabMaps, LabFind, Remote Access Dashboard) to direct students to the underutilized lab(s).
- If the max concurrent usage is spread between all 3 labs, consider adding more licenses or extending lab hours to meet student demand.
Best practice is to run this report on high dollar applications, limited seat licensing, concurrent licensing and anything else that is important to your team.
Schedule a free trial to start collecting software usage data on your campus.