Operating guide · IT governance
Reducing software-as-a-service (SaaS) licence waste without breaking workflows
An application register, access check and renewal programme.
Gaps to close
- Find genuine savings without operational disruption
- Remove departed and excessive access
- Protect data and automations
- Prevent waste returning at the next renewal
Decisions to settle
- Which data and automations must be preserved
- When low usage is still justified
- Which overlapping product becomes standard
- Who approves future applications
How to know it is working
- Spend and assignment totals reconcile
- Departed and unjustified access is removed
- Critical data and integrations survive changes
- Renewal owners and dates are active
- Reported savings reflect transition and replacement costs
Working documents
- Application and contract register
- Licence decision record
- Data and ownership transfer plan
- Renewal review workflow
Putting the routine in place
- 01
Register and spend map
Combine finance, identity, browser, procurement and owner information into a controlled application register.
- 02
Access and dependency review
Reconcile people, guests, roles, usage, data, integrations, automations and seasonal needs.
- 03
Controlled rationalisation
Transfer ownership and data, remove access in batches, consolidate where justified and retain rollback where practical.
- 04
Renewal governance
Use owner attestation, notice dates, utilisation and exit checks before commitment.