Blog Exploring the Pros and Cons of a Cisco Enterprise Agreement Nov 12, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. Volume purchasing programs can be an attractive way for enterprises to do business with their largest IT vendors – including the Cisco Enterprise Agreement. Large customers with significant levels of Cisco spend may be inclined to default to an EA to help streamline purchasing. But spend size, while certainly important, should not be the only determining factor. To understand if a Cisco Enterprise Agreement makes sense for your business, it is important to consider the pros and cons of this purchase construct, and the internal dynamics of Cisco’s pricing and sales machines. What are the benefits of a Cisco Enterprise Agreement? For most customers, the decision to enter an EA with Cisco is largely driven by cost. If you’re procuring multiple products a la carte, you’re probably missing out on valuable discounting that’s only available to EA customers. EAs are also an easier way to source with Cisco from an administrative perspective, removing the barrier of repetitive steps of procurement. The Cisco EA serves as a single purchasing and support vehicle. That’s important for large customers that could otherwise have multiple support agreements to manage and negotiate. Customers also consider EAs an opportunity to consolidate like technologies from multiple vendors to a single vendor in order to reduce the number of relationships and technologies to manage. The notion of moving to an EA often originates with Cisco – not the customer. And Cisco does a good job of making sure EAs are positioned to quickly “make sense” to the buyer. For example, if a customer is purchasing Cisco’s firewalls, and also considering the vendor’s Umbrella or IPS solutions, the EA becomes more attractive to the buyer and captures low-hanging fruit for the Cisco sales team. While financially and administratively beneficial, a Cisco Enterprise Agreement does have its risks. Most notable is the inclination for customers to put all their eggs into one basket. Why bring other vendors into the mix when an EA makes it cheaper and easier to buy from Cisco? First, it’s advisable for some customers to pursue a best-of-breed approach for critical network, UC and infosec products and services instead of a single vendor approach (which is easily fostered by an EA). Multi-vendor is also IT procurement best practice. Competition means more buy-side negotiation leverage as well as the ability to create redundancies or load-balance as dictated by the customer’s unique network/security requirements. Second, vendor lock-in can be costly in the long-term. A good deal under an EA now may not be so great if a better performing and lower cost solution comes around. Overbuying is another risk inherent in a Cisco EA. Like a lot of enterprise IT vendors, Cisco likes to bundle its offerings with little visibility into line-item pricing. This typically results in the customer buying more than they need, accruing shelfware, and ultimately driving up support costs over the long run (a perfect recipe for toxic spend). To fend off overbuying, customers should demand line-item pricing transparency, benchmark pricing against similarly-scoped peer purchases, and negotiate smaller bundles that best fit their requirements. Note that Cisco usually does not allow for licensing swaps. Another thing to note is Cisco changes “the rules” every year for its entire sales organization. Customers are served by a core account team as well as technology-specific sales specialists, with both groups having their own compensation structure and incentive programs that change year to year. While customers with an EA may receive attractive volume purchasing discounts, they run the risk of missing out on some of the unique deal incentives that come from purchasing from different sales specialists. How negotiable is a Cisco Enterprise Agreement? NPI has analyzed thousands of Cisco purchases and renewals. Our experience indicates that while Cisco sticks to a pretty rigid discount range (which makes it all the more important to purchase only what you need and to pay a fair price from the onset of your EA), there are certainly customer situations where it’s possible to move the needle on savings. Committed spend is a big one – the more you can commit over the term of a Cisco Enterprise Agreement, the more leverage you have. For enterprise clients, sales teams are often willing to make an internal case for better pricing over multiple rounds of negotiations and escalation. Marquee logo account penetration, replacing a major competitor (this is a big one), a major hardware purchase, a divestiture – these are all examples of circumstances where material savings can be achieved if meticulously negotiated. What are some other ways to achieve savings? There are other ways to increase leverage in Cisco EA negotiations, but they’re highly specific to the buyer’s business case, prior history with Cisco, and unique technical and business requirements. For example: Does your IT roadmap create substantial opportunity for Cisco to grow its footprint?If you’re an existing Cisco customer, have you experienced a lot of support calls? If so, what areas? Are you paying for more support than you need?Can Cisco offset IT costs in other ways such as providing additional implementation services or fixing an issue at no charge? There’s also opportunity to leverage Cisco’s bundled offerings for better pricing – albeit with a few considerations. Like a lot of enterprise IT vendors, Cisco has bundles for its entire portfolio. In recent years, it’s broken its larger bundled offerings into smaller bundles. Today, many customers are choosing smaller bundles to avoid the waste of unused or underutilized offerings that often accompany larger bundles. The discount percentages aren’t quite as competitive compared to larger bundles but can still be attractive. There are two downsides with committing to bundles: The inability to swap out or remove unused products at renewal time.Lack of SKU-level visibility into pricing – Cisco is renowned for not sharing pricing down to the SKU level and it’s not uncommon for its own reps to be kept in the dark. Advice Before Entering or Renewing a Cisco Enterprise Agreement Have additional questions about the Cisco Enterprise Agreement? NPI’s IT procurement advisors can help – we are not a reseller and our guidance and expertise are 100% unbiased and objective. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog How to Create a Vendor Negotiation Strategy for a Software Renewal Nov 5, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. It’s that time of year again, where IT and IT procurement teams find themselves eyeballs-deep in a flurry of software renewals. With fiscal year-ends approaching for dozens of enterprise IT vendors, it’s easy to get overwhelmed. Heck, considering all of the nuances of each software renewal, it’s difficult not to. The problem – aside from the stress of it all – is that this is when the seeds of IT overspending are sown. There are few things more profitable for a software vendor than a hasty renewal or one executed on autopilot. Our advice to IT buyers this year is to slow down and commit to developing a solid negotiation strategy for each renewal on the docket. If that sounds too ambitious, then start with renewals that comprise the largest spend and work down the list. Fundamental Questions to Ask Before Developing a Vendor Negotiation Strategy The acceleration of IT buying over the last couple of years has caused many companies to bypass IT purchasing fundamentals. That’s a mistake that typically moves negotiation leverage to the vendor even before the deal is on the table. To be sure you’re negotiating the software renewal you need (versus the deal your vendor wants you to have), ask the following questions: What do we change about what we bought?Are we utilizing the licenses that we purchased?Do we have the “best-fit” licenses for our use cases?Did we get a good price?Do we have a have a future-state roadmap?How do we build in the ability to adapt for future needs? All this may sound very 101’ish, and frankly like common-sense. But answering these questions paves the path to accurate demand definition – and that leads to a right-sized (and fairly-priced) software renewal. Key Sources for Developing Your Software Renewal Negotiation Strategy Admittedly, answering the questions outlined above is an easier-said-than-done endeavor. It takes digging, time and deep understanding of each vendors’ licensing metrics and terms, and ultimately may require outside resources that specialize in enterprise software renewal optimization. Regardless of how you choose to map out resources, it’s important to perform the following activities. License Optimization Assessment – What’s being used, unused or underutilized today? This establishes the starting point of renewal demand definition so that elements in your renewal can be right-sized.Contractual Assessment – Does your contract include best-in-class business terms? Where can you negotiate greater flexibility to ensure your agreement meets changing business and technical requirements?Fair Market Value (FMV) Analysis – How does the vendor’s pricing compare to similarly-scoped deals in the marketplace? It’s an important question and, unfortunately, most IT buyers only have visibility into their own historical pricing data – not what other companies of similar size/industry have paid for similar purchases.Demand Forecasting – How will demand for a vendor’s offerings change over the term of your agreement? This typically involves numerous conversations with key user groups and stakeholders to understand a potential change to the current estate either in license quantities, growth projections, user types, license types, and new expansion opportunities.Determine Most Desired Outcomes (MDOs) – Here’s an obvious fact: IT vendor negotiations are an exercise in compromise. Neither the customer nor the vendor gets everything they want (not usually, however). That’s why it’s important to prioritize desired outcomes. This will keep you – and your vendor – honest during negotiations and ensure you’re meeting your most important purchasing objectives. Remember, your vendor has been plotting how they can extract more revenue from your software renewal since the ink dried on your last agreement. The questions and activities outlined above are designed to help you come to the negotiation table with the same amount of power and focus. You may be tempted to skimp on preparation because you’re short on time or bandwidth, but don’t – it can cost you millions. Expert resources like NPI can help you streamline these activities to ensure flawless execution of every software renewal. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Whitepaper Microsoft Enterprise Agreement vs Other Contracting Options: Which Is Best For Your Business? Oct 5, 2021Microsoft Download the White Paper Download My Copy Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. A Working Understanding of Microsoft’s Enterprise Contracting Universe Microsoft licensing and contracting for large enterprises is, at best, challenging to decipher for business, IT and procurement stakeholders alike.Training stakeholders on all of Microsoft’s licensing/subscription permutations and the detailed nuances of various options is a heavy lift. There are thousands of SKUs, they change frequently and use rights vary, and best-fit contracting options evolve. While IT procurement professionals are front and center in Microsoft contracting and negotiations, most don’t have the bandwidth to become experts on all aspects of Microsoft purchasing (especially licensing and subscription options and their consequences).However, it is helpful for IT procurement to have a working knowledge of how Microsoft’s enterprise products are licensed – the available contractual vehicles and the high-level mechanics of each. This guide helps enterprise IT procurement practitioners understand Microsoft agreement “lingo”, ensuring they approach purchasing and renewals more informed. Microsoft Enterprise Agreement (Microsoft EA): The Microsoft EA is the most common contracting vehicle for enterprise customers. It’s a contractual relationship directly with Microsoft, and Microsoft sets the pricing. Microsoft’s EA is a commitment-based licensing agreement for commercial organizations with 500 or more users or devices. To enter an EA, a customer must license all of their users or devices for at least one of Microsoft’s Enterprise products. These products are broken down into two categories: 1. On-Premises Products in Microsoft EA Office Professional Plus (licensed per device) Desktop OS Upgrade with Software Assurance (licensed per device) CAL Suite, available as the Core CAL Suite or the Enterprise CAL Suite (licensed per user or device – see Figure 1) 2. Online Services Offered in Microsoft EA Office 365 E1/Office 365 E3/Office 365 E5 subscriptions (licensed per user) Enterprise Mobility and Security Suite E3 or E5 subscriptions (licensed per user) Windows Desktop OS E3 or E5 (licensed per user) Windows VDA (licensed per user for E3 & E5 and per device). Under an EA, Microsoft sets the pricing within four distinct tiers. These tiers are based on the total quantity of users/devices and are as follows: Level A: 500 – 2,399 users/devices Level B: 2,400 – 5,999 users/devices Level C: 6,000 – 14,999 users/devices Level D: 15,000+ users/devices Under the “traditional” EA, the customer has perpetual use rights to any on-premise license purchased with Software Assurance once the license portion has been fully paid (after the initial three-year term). Online Services are subscription-based and the customer only has rights to them as long as the subscription is active. Server and Cloud Enrollment (SCE) This is also a direct contractual relationship with Microsoft. The Server and Cloud Enrollment is an enrollment under the EA and is used to license specific products on a “wall-to-wall” basis. These products include: SQL – must cover the full SQL footprint with Software Assurance Core Infrastructure Suite – must cover all Windows servers with this license bundle (bundle includes the Windows Server OS and the System Center Suite) SharePoint Server – must cover all SharePoint Servers with Software Assurance Developer Products – must include a minimum purchase of 20 licenses of any combination of developer products (Visual Studio Enterprise, Visual Studio Test Professional, MSDN Platforms) Just like an EA, Microsoft sets the SCE pricing. If the SCE is signed in conjunction with the EA, the EA will set the level of pricing, which will then apply to the SCE. Under the SCE, you can purchase perpetual licenses alongside subscription licenses. Enterprise Agreement Subscription (EAS) Again, this is a direct contractual relationship with Microsoft, who sets the pricing. At a high level, the Enterprise Agreement Subscription is similar to an EA in terms of the structure and contractual requirements. However, as the name suggests, companies agree to license all products on a subscription basis as opposed to buying perpetual licenses. Another significant difference is that the structure of the EAS allows for a decrease in license counts on an annual basis. Each annual order effectively resets license quantities – there are no annual true-up touchpoints. Under a traditional EA, when a license or subscription is added to the agreement, it is covered all the way through the end of the agreement. With the EAS, if a license or subscription is added mid-year, that license or subscription is covered only through the next anniversary. If that additional license or subscription is needed moving forward, it would be added to the next annual order. Under an EAS, there are no perpetual ownership rights. The customer only has rights to use the software as long as the agreement is active. There is an option for customers that decide not to renew the agreement to purchase perpetual licensesthrough a buy-out. Select Plus Agreement This is an indirect contracting vehicle used by Microsoft resellers. Under a Select Plus Agreement, it’s the reseller that sets the pricing. The Select Plus Agreement is a transactional licensing program for corporate, government and academic organizations. Only on-premises products can be purchased via Select Plus. Cloud subscriptions are not available. Software Assurance is an optional purchase, and if chosen, can be paid for in an upfront lump-sum purchase or annualized. Note – while once widely-used, the Select Plus Agreement is being retired by Microsoft. Customers are being directed to the MPSA as a replacement licensing vehicle. Once popular, the Select Plus Agreement is being retired by Microsoft. If your organization has historically contracted with Microsoft under this agreement, expect to be moved to an MPSA. Microsoft Product and Services Agreement (Microsoft MPSA) This is another indirect contracting vehicle where the reseller establishes pricing. The MPSA has a forecast requirement using a points-based system. Microsoft divides its catalog into three separate product pools – Applications, Systems and Servers. Each product license (and software assurance) has a point value. While there is no purchase minimum to enter a MPSA, there are purchasing milestones that need to be met to keep the MPSA current and active.Under the MPSA, you have purchasing accounts (similar to a Select Plus enrollment, under which the actual purchasing happens). Purchases made through the MPSA in purchasing accounts are aggregated and continuously factored into point minimums per pool to achieve the most beneficial price level for commercial organizations. The organization attains the next discount price level for a product pool as soon as it meets the corresponding annual point minimums. The order that qualifies for the next discount threshold receives the discount. All subsequent orders across the organization with the same account type automatically receive the new price level for future purchases. Microsoft Customer Agreement Under Cloud Service Provider (Microsoft CSP) Program: An Alternative to Microsoft EA Microsoft’s robust partner ecosystem includes its Cloud Service Provider program. Customers that choose to work with one of Microsoft’s CSP partners contractually engage under the Microsoft Customer Agreement. This is another example of an indirect contract vehicle with pricing set by the partner/reseller. Originally intended for organizations with less than 500 users (500 is the threshold for an Enterprise Agreement), the flexibility that the CSP offers makes it a compelling licensing vehicle for many customers that may qualify for an EA.The minimum purchase under the CSP program is just one (1) user subscription. The customer can mix and match the subscriptions they need without the contractual requirements of an EA. For example, instead of being required to license all qualified users with O365 E3, the customer can decide exactly which components of the O365 E3 suite to license a user for.Whereas under the EA a customer can reduce subscription license counts only at the next renewal (and the term of most EAs is three years), the CSP program allows customers to decrease subscription license counts at any time without penalty. The billing under the CSP is either upfront on a monthly basis or upfront on an annual basis. Only the monthly payment option allows for reduction of subscription licensing at any time. However, this flexibility comes with a 20% premium. Under the CSP, the reseller provides licensing provision support and technical support. Helping You Spend Smarter, Save More on Your Microsoft Estate Almost every large enterprise has big Microsoft spend, and Microsoft volume purchasing transactions are extraordinarily complex. They have significant cost, usage and compliance implications. The risk for overspending is high as the vendor’s offerings and programs constantly evolve alongside changing customer requirements. NPI brings clarity to the complex universe of Microsoft sourcing. Our Microsoft license and cost optimization services include analysis and recommendations that are 100% objective, and 100% focused on your best interests. We provide Microsoft licensing decision support and guidance that help you reduce your Microsoft license cost and compliance risk. If you’d like to learn more about our Microsoft licensing and cost optimization services, contact us. Download the White Paper Download My Copy Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Bulletin Unlocking Savings on the SAP S/4HANA Conversion Journey Sep 28, 2021SAP Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. Enterprises have been slow to migrate to SAP S/4HANA, but that’s changing. As customers strategize their migration, important considerations must be made as the SAP S/4HANA conversion roadmap is operationalized. The opportunity for overspending – or savings – can be material. SAP’s end-of-support deadline for its legacy application, ECC (the Business Suite version), is now 2027 – and that’s prompting many enterprises to start strategizing conversions to S/4HANA. While recent research suggests nearly 7 in 10 customers are still running ECC, nearly 60 percent of those intend to migrate to S/4HANA over the next three years. Second, complexity and change within IT vendors’ licensing, subscription and pricing models is greater than ever. Part of this is a natural function of the IT vendor landscape where innovation, competitive pressures and an ever-present need to appease shareholders drive change momentum. But there has been acceleration and volatility in these areas as well and IT buyers are feeling the bottom-line impact. The SAP S/4HANA conversion journey is a challenging one for customers. Capital cost is high and resource requirements are significant. But the writing is on the wall. SAP’s S/4HANA environment is the future of its business and at the core of its product roadmap. Customers that want to continue to derive value from their SAP estate must get on board – and quickly given the complexities that surround customers’ legacy SAP environments. Overcoming Challenges in SAP ECC to S/4HANA Migration As companies determine their conversion strategy, they must overcome several obstacles: Entrenchment and estate sprawl. SAP is renowned for entrenching itself deep within the enterprise, creating a mix of strong customer loyalty and inescapable vendor lock-in. Many customers have been in business with SAP for 10, 15, 20 years or more. Over that time, they’ve bought myriad SAP products governed by different contract vehicles and terms.Software asset management maturity. When it comes to managing software licenses, enterprises operate at varying levels of sophistication. Some employ advanced tools and internal processes; others are sorely lacking. But even organizations that have mature SAM capabilities struggle to maintain a clear and accurate view of what licenses they own and if/how they’re being used.Shortcomings of SAP’s SI and consultancy partners. Large SIs and the Big 4 consultancies are great at helping customers develop an atmospheric view of a conversion roadmap (particularly for greenfield installations with clean migration from old systems to new). But they don’t provide a detailed strategy for helping customers operationalize their roadmaps in a way that’s optimized for timing, actual vs. projected usage, and cost. Furthermore, these organizations often have their own incentives to drive adoption of S/4HANA that may be in opposition to customers’ cost objectives. There are strong incentives for SAP partners to achieve recognition for influencing or promoting new license sales. Step-by-Step Guide to Operationalizing Your SAP S/4HANA Migration Roadmap How a company operationalizes its SAP S/4HANA conversion roadmap has significant bearing on cost. In order to keep spend in check, customers should do the following: Rationalize old to new license portfolio. Most SAP estates contain unused/inactive licenses that contribute to cost waste. To eliminate this toxic spend, customers need to establish an accurate and comprehensive view of what they own, determine actual usage (and usage profiles), and compare how that matches with current and future-state requirements. From there customers can define an accurate baseline for which licenses/products need to be converted as well as any need to purchase additional licenses.Create an optimal licensing strategy. On the foundation of an accurate baseline, companies must evaluate and choose best-fit licensing options that meet their business and usage requirements (whether they be cloud, on-premise or hybrid). License/cost scenario modeling will uncover options that balance cost, functionality and flexibility.Sequence license requirements. Companies can choose to either incrementally migrate on a product-by-product basis or do a forklift migration. Most choose a phased migration – it’s more feasible from a cost and resource perspective. In these cases, timing must be carefully planned. What does a realistic migration look like? Based on that, what should you be purchasing and when?Optimize pricing and contract terms. What SAP charges one customer can look very different for another customer with similarly scoped requirements. Customers should perform IT price benchmark analysis to determine pricing/discount targets that are at or better than fair market. Contractual terms should also be analyzed for optimization opportunities. Examples include exchange rights and credits for new products.Right-size support. Customers commonly overbuy support – either by purchasing higher tier support than they actually need or paying for support when they could forego support altogether. Inspection into where support is needed/unneeded across the SAP estate, and at what level, can uncover material opportunities for savings.Analyze compliance position. The scope and complexity of most SAP environments makes it ripe for noncompliance, particularly as it relates to indirect access (which if not licensed properly can lead to hefty punitive fees). Before companies embark on a migration – effectively giving SAP access to all licensing data – it’s a good idea to validate that their current SAP estate is compliant. Proactive identification of licensing shortfalls and unintentional misuse allows the customer to remediate any issues before SAP gets its foot in the door. An Independent License Position Assessment – Your First Step in Reducing SAP/4HANA Conversion Costs A license position assessment is the first step in eliminating overspending risk during SAP S/4HANA conversions. It captures the full scope of the customer’s SAP estate, which then feeds accurate baseline requirements into the customer’s SAP S/4HANA roadmap. From there, customers can negotiate using a clear picture of their projected spend and deployment schedule. This leverage typically leads to material savings in the form of lower pricing, higher discounts and more favorable business terms. It also uncovers any compliance issues in the customer’s legacy environment that can either lead to costly noncompliance fees, including indirect access, or give SAP leverage during negotiations. NPI’s SAP S/4HANA license position assessment services pick up where most large SIs and Big 4 consultancies leave off. Whereas these organizations focus on developing a big picture conversion roadmap, we focus on “last mile” operationalization. We help customers determine a licensing and timing strategy that meets current- and future state requirements with maximum flexibility at the lowest possible cost. Download the SmartSpend Bulletin™ Incorporation of these tactics can lead to substantial savings and cost-avoidance. Recent NPI savings examples include: For a ~10k-user estate negotiated a 5-year subscription at a cost equal to a 3-year subscription. For a ~14k-user estate secured a 50 percent cost reduction in total contract value For a ~50k-user estate negotiated a 24 percent cost reduction and secured flexible terms to mitigate cost increases during conversion roadmap NPI is a premier provider of data-driven intelligence and tech-enabled services designed specifically to assist large enterprises with IT procurement cost optimization. NPI delivers transaction-level price benchmark analysis, license and service optimization analysis, and vendor-specific negotiation intel that enables IT buying teams to drive material savings and measurable ROI. NPI analyzes billions of dollars in spend each year for clients spanning all industries that invest heavily in IT. NPI also offers software license audit and telecom carrier agreement optimization services. NPI Vantage™ Pro is the newest addition to NPI’s solution portfolio – a platform developed specifically for IT Procurement Professionals to help them manage growing renewal portfolios, prepare for negotiations, and achieve world-class purchase outcomes. For more information, visit www.npifinancial.com and follow on LinkedIn. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog Google Cloud vs. AWS Marketplace: One Thing Enterprise IT Buyers Should Know Sep 27, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. Enterprise IT vendors tend to have vast partner ecosystems and aggressive strategies to monetize those relationships. One example is the “marketplace” – a single point of entry where customers can easily purchase from multiple solution providers. The marketplaces hosted by Google Cloud and AWS continue to grow and have an influential effect across the broader cloud provider landscape. UBS estimates the AWS marketplace could be delivering $1 billion to $2 billion in revenue to Amazon. Meanwhile, as of mid-2021, the Google Cloud marketplace offered ~4,600 products and services and continues to grow at a healthy clip. Different Approaches to Credit for Enterprise Buyers in the Google Cloud vs. AWS Marketplace One advantage of marketplace purchasing for large enterprises is that Google and AWS allow dollars spent within the marketplace to count towards a customer’s annual spend commitment volumes. In the Google Cloud marketplace, dollars spent within the marketplace are applied on a 1:1 basis against spend commit. AWS, on the other hand, only offers a 50 percent credit for spend within their marketplace. From a discounting perspective, NPI has observed Google to be somewhat flexible in the discounts it offers for term versus annual spend commitments. This is good news for customers whose spend may ebb and flow over the duration of their contract term, but still meets term commitment thresholds. AWS behaves a little differently. While offering less credit towards your spend commitment, AWS tends to base discounting on annual committed spend rather than term. A large committed spend volume that remains flat in a year-over-year situation would typically earn the same levels of discounting. Marketplace Purchasing Advice – Understand AWS and Google’s Motivations Before You Proceed The marketplaces continue to add more and more “traditional” vendors under their tents, with pricing that rivals the legacy channel. Both the vendors selling their wares in the marketplace and the cloud marketplace hosts like AWS and Google have been aggressively pushing customers to purchase via this new method. But there are some drawbacks that customers need to be aware of as marketplace hosts leverage their marketplaces differently and in alignment with their unique motivations. Comparing the Google Cloud vs. AWS marketplace isn’t an apples-to-apples comparison. A thorough understanding of the motivations and costs for all players is advised. Another consideration is if and/or how licensing and terms of service change when purchasing through a marketplace versus directly from the vendor. A solid deal (including pricing) today may ultimately cause future headaches if not carefully planned. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog How to Reduce ERP Implementation Costs Sep 9, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. ERP implementations remain one of the most complex and expensive IT projects for large enterprises. A recent report from Software Path found the average budget per user for an ERP project to be $8,265. Other data suggests ERP implementation costs for large enterprises start at $1M to $10M and up to 200 percent of license fees, and go up from there. In this blog, we are using the term “implementation” broadly to encompass both technology and services costs for first-time or replacement ERP projects. With so many IT dollars on the line, many IT and IT procurement leaders are seeking ways to rein in the cost of their ERP implementation projects. In this blog post, we share six pragmatic ways enterprises can reduce ERP implementation costs and ensure they receive maximum value from their technology and implementation partners. ERP Implementation Costs: 6 Cost-Reduction Solutions Determine Accurate User Counts with Future-State Requirements in Mind Subscription fees and/or license fees will be a large chunk of your ERP implementation spend. While it’s tempting to only license for what you need today, it’s important to anticipate changes in user counts over the next three to five years. Building those projections into your initial scope may give you leverage to negotiate additional users at a lower price point than you would pay if you added them on the fly down the road. Another best practice is making sure you segment users into different profiles based on usage requirements. This analysis allows you to determine which users truly need a “power user” license (typically at a higher cost) and which are better suited to lower-cost license types. When determining user counts, also keep implementation and roll-out timeframes in mind. Your vendor will likely push you to start paying for all users on day one. Consider “ramping” up to your full user count over the term based on how long it will take to get the solution implemented across the enterprise. The goal is to not start paying for all users until the solution is fully implemented and rolled out. Demand Line-Item Pricing Visibility Vendors love bundled pricing. It obscures their pricing strategy, while giving customers one number to process. But, as we often say at NPI, mystery equals margin. There are a number of elements to an ERP implementation project – license/subscription counts, training, data migration, support, configuration, customizations, integrations, add-on features/modules, and more. Bundled pricing makes it difficult to understand how much you’re paying for each element and if that price is fair (more on that in the next section). Our advice is to demand line-item pricing in each of your vendor quotes. This data will help you better understand the cost of each element, identify savings opportunities, and produce a true apples-to-apples comparison for competitive evaluation. Benchmark Pricing – One of the Most Effective Ways to Reduce ERP Implementation Costs Now that you’ve got accurate user counts and line-item pricing, it’s time to determine if you’re being quoted a fair price by your vendor. Keep in mind what your vendor quotes you can be significantly more than what they may quote another customer with similarly-scoped requirements, and significantly more than what another vendor with similar functionality will charge. Performing IT price benchmark analysis often reveals material savings – seven-figure savings are not uncommon for large enterprise ERP projects. Leverage Your Vendor’s Cloud Roadmap The future of ERP is in the cloud. And that’s generating a whole new crop of ERP implementation projects for customers old and new. Legacy vendors are highly motivated to migrate customers away from on-premise solutions to cloud offerings. Similarly, many enterprises are adopting a cloud-first IT roadmap and are eager to bring critical business systems into alignment. In some cases, the deal window is still open for customers looking to leverage their vendor’s motivation– agreeing to move to the cloud may make room for better pricing and other concessions across other portions of the vendor’s footprint. Regardless of how open the window is, customers need to align their IT roadmap with that of their ERP vendor. Not getting on board at the right time can lead to higher costs in the long term. Right-size Professional Service Resources and Aggressively Negotiate Rate Cards Accelerated transformation, cloud migration, and heavy-lift solution implementations and upgrades have caused services spend to spike with vendors like Capgemini, Infosys, Deloitte, Accenture, Cognizant, TCS and others. NPI’s data shows enterprises overpay 10 to 25 percent above market for certain service rate card line-items. It’s imperative that customers do two things in advance of an ERP implementation to reduce overspending risk on services. The first is to right-size resources to specific project/task elements. The most expensive resources should not be performing tasks that a lower-cost resource is qualified to provide. The second is to perform IT price benchmark analysis on professional services rate cards. For those customers with material spend across multiple service providers, another option is the creation of simplified rate cards (SRCs). By standardizing and categorizing roles, and establishing pricing targets based on roles and experience levels, some clients have reduced aggregate fees for planned projects by as much 25 percent. Beware of Custom Solution Implementation Pricing Out-of-the-box ERP implementations are rare, but your “custom” solution may not be as custom as you think. Some SIs and implementation partners use templates that divide the total proposed hours into predefined percentages of the various resource levels – whether you actually need those resources or not. To reduce ERP implementation costs, we echo the advice shared above – challenge the need and deliverables for each resource type to ensure you’re paying for only the resources required. NPI Helps Customers Materially Reduce ERP Implementation Costs There is ample opportunity to make significant reductions to ERP implementation fees. NPI’s IT price benchmark analysis services help customers break down the complexity of ERP implementation pricing and determine pricing targets that are at or better than market. We also provide negotiation support to increase leverage and secure the most favorable outcome possible during vendor negotiations. If you have an ERP implementation on the horizon, contact us. Our IT pricing and negotiation analysts can help you identify material savings opportunities. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog IT Budgeting Best Practices: Beware of the BAU Comparison Sep 1, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. As companies adapt their IT ecosystems to changing business requirements, the cost of change is becoming harder to gauge. More specifically, it’s becoming harder to determine if companies are paying a fair price for these changes. It’s worth revisiting certain IT budgeting best practices that govern this aspect of IT sourcing. One is identifying the true cost of doing nothing – otherwise called the Business as Usual (BAU) comparison. For example, if your vendor is sunsetting support for a certain product, the cost to “do nothing” and remain on outdated software can be significant and should be factored into whether it makes sense to upgrade. But, in other cases, BAU comparisons can be fraught with false assumptions. Understanding the Drawbacks of BAU Comparisons BAU comparisons are often used as sales tools to help vendors generate additional revenue. When vendors are pushing their customers to move in a particular direction that is advantageous to them, they will commonly show a BAU comparison along with the proposal they would prefer the customer to move forward with. We see this frequently with vendors trying to convince customers to move away from perpetual licenses to the cloud, or when vendors want to move customers into an enterprise agreement. What many customers don’t realize is that many vendors drastically inflate the BAU model cost. Customers then use the inflated (BAU pricing to make the EA or move to the cloud seem more attractive. When presented with a BAU comparison, it’s important to ask how confident you are that you received strong pricing on the current deal you have. Many times, NPI has found that the current deal is priced higher than fair market value, which is a fundamental flaw in the comparison of the cost of doing nothing versus moving to an EA or moving to the cloud. There are a couple important metrics to be aware of when reviewing and comparing a new proposal from your vendor against a BAU proposal: NPI typically observes, and would expect, that an EA should provide a 10 to 20 percent benefit (or possibly more) over a fair market value BAU estimate.As a general rule, which can vary depending on circumstances, a subscription will cost approximately one-third of the on-premise cost. As such, determining whether the current cost is within fair market value is critical to knowing if the proposed SaaS costs are favorable. BAU, FMV and IT Budgeting Best Practices Before considering any BAU cost comparisons, IT procurement practitioners should perform IT price benchmark analysis on current agreement pricing. This will ensure an accurate baseline for decision-making. Furthermore, it’s important to apply that same analysis to BAU pricing to ensure this pricing is indeed at least within fair market range. The savings can be material – NPI’s objective price benchmark analysis services reveal savings opportunities on over 80 percent of purchase quotes that our clients submit for review. Resultant savings range from 10 to 50 percent (or more) . Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog How to Cut Costs on Your Salesforce Renewal Aug 26, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. If you’re a Salesforce customer, there is a good chance you will be renewing your agreement with the vendor within the next six months. That makes now an ideal time to strategize how you can save on your Salesforce renewal – a solid strategy is most certainly required. Salesforce claims to be the fastest-growing enterprise software company in the world. In its last fiscal year, the company’s revenues grew 24 percent to $21.3 billion. Customers include over 90 percent of the Fortune 500. Like a lot of IT vendors, Salesforce largely benefitted from the pandemic as companies leaned into investing in a remote, connected workforce. Furthermore, acquisitions like Tableau, MuleSoft and Slack have enabled the vendor to expand its enterprise footprint. The end result is what IT vendor executives’ dreams are made of – deep customer entrenchment and a clear path to doubling revenues in the next five years. But the company’s appetite for growth has been costly. Internal pressure to increase profitability on every customer transaction is unusually high. Acquisition absorption has made pricing more inconsistent. And as Salesforce becomes more ingrained in the enterprise, many customers are losing sight of what they “own,” what’s actually being used, and how licenses are being managed. This brings us to an irrefutable point – customers must go into their next Salesforce renewal more prepared than ever and with full visibility into the blind spots that lead to overspending. To accomplish this, customers need to focus on two cost-saving activities. #1 – Assess Actual Usage to Identify Opportunities to Right-size or Liberate Licenses As discussed in this white paper on how to eliminate toxic spend on large SaaS estates, SaaS cost waste is a pervasive problem – particularly for Salesforce customers. Reasons range from shadow IT to poor license management to ineffective SaaS management tools. Another reason? Renewals tend to happen on autopilot. Customers rarely validate renewal requirements based on actual usage. They simply renew what they have and buy more. Inevitably, customers end up with bloated Salesforce estates and costs that grow exponentially from renewal to renewal. A license optimization assessment is the first step in breaking the cycle of overspending. It thoroughly assesses your current state of usage to identify licenses that can be terminated or harvested for redeployment (thus avoiding/minimizing the need to purchase new licenses). Cost savings are typically identified in two areas: Rightsizing license assignments for certain users. Instead of defaulting to a standard license type (which typically offers more functionality than many users need), customers can identify opportunities to switch to more cost-effective license types.Liberation of license currency. Visibility into usage data helps customers spot inactive licenses that can be terminated or redeployed. These can be no-pulse users consuming valid licenses (a printer or coffee machine – yes, it happens!), former employees and contractors, users assigned to multiple active licenses or inactive users. #2 – Optimize Licensing, Pricing and Terms within Your Salesforce Renewal Agreement Now that you have a fact-based usage baseline for demand definition, it’s time to optimize your Salesforce renewal agreement accordingly. Which mix of licensing options will best fit your verified usage requirements and projected future demand? What are the cost implications for different licensing scenarios? What licensing strategy is optimal for your technical and business requirements over the full term of your agreement? Answering these questions will ensure you buy only what you need and select the best-fit license types for your user profiles and business model. Another component of this exercise is building in protections that reduce cost risk over the term of your Salesforce agreement. It starts with performing IT price benchmark analysis to make sure you’re being quoted pricing and discounts that are either at or better than fair market for all the unique components of your renewal. Business terms such as compliance-related language, SLAs, data ownership, etc. are also areas that need to be optimized for cost avoidance. Attack Your Salesforce Renewal with Confidence There are two assumptions baked into Salesforce’s revenue model. The first is the complexity of the customer’s footprint – the bigger it is, the harder it is to manage. The second (a byproduct of the first) is most customers will approach their renewals with some degree of overwhelm or apathy. The strategy outlined above neutralizes these assumptions and charts an easy road to savings. Here are a few examples of how NPI has helped customers save on their Salesforce renewals: NPI’s SaaS License Optimization Assessment and Enterprise Agreement Renewal Optimization services can help you eliminate cost waste across your Salesforce estate. If you have a Salesforce renewal coming up, let us know. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Blog Determining the Value of IT Service Level Agreements Aug 23, 2021 Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. Our enterprise clients often ask how much weight to put on IT service level agreements when sourcing a new supplier or service. This is never an easy question to answer and largely depends on how business-critical the service is, or the goal of the SLA in question. Enterprise IT ecosystems are vast and the criticality of one IT vendor versus the next varies – a network provider or wireless carrier may carry more weight than a MarTech software vendor. The recent outage at Fastly serves nicely for this discussion. A web acceleration supplier, Fastly had an outage on June 8th that negatively impacted multiple websites (Amazon, Reddit, Spotify, eBay among others) and brought down the websites of several news agencies (BBC, CNN, New York Times) as well as the government website GOV.UK. The root cause was quickly identified and service was restored within several hours – but the outage itself certainly triggered SLA violations and resulted in customer credits. Fastly’s published SLAs for Gold or Enterprise support indicate that a period of “Degraded Performance” lasting longer than 43.8 minutes but less than 7.2 hours results in a credit equal to 10 percent of the monthly cost of service. One of these large customers could be spending $500,000 a month for the service and thus get a service credit equal to $50,000. But how does that compare to the cost of the outage? In instances like this, do IT service level agreements really deliver meaningful compensation? A Forensic View into the Value of IT Service Level Agreements It’s nearly impossible to accurately quantify the cost of an outage (particularly for major telecom and network outages), but there are ways to get a sense of scale. The New York Times averages over 350 million page views per day with 80 percent of that traffic coming from the U.S. Just averaging this over an 18-hour day translates to about 20 million page views per hour. So, in the four or five hours of “degraded” service provided by Fastly, the publisher missed out on nearly 100 million page views. If the NYT has two ads on each webpage, then they lost out on 200 million impressions. At a cost of $3 per 1,000 impressions, then the outlet missed out on $600,000 in ad revenue. These are very rough calculations, but they demonstrate material revenue loss for which only a fraction was repaid in service credits. How much should this type of calculation influence the negotiation of IT service level agreements when making a purchase? It is commonly known that an enterprise customer will never recover the cost of an outage through service credits – which makes determining the right amount of weighting challenging at best. The reality is that there is no single right answer or best practice. The general concept is that SLA penalties should be painful enough that the supplier invests adequately to avoid paying them. As of the end of 2020, Fastly had 324 enterprise customers generating average annual revenue of $782,000, or an average of $65,000 per month. With a 10 percent Service Credit per customer, this puts the total credits Fastly paid for the outage at $2.1 million. This may be expensive enough for Fastly to make an effort to determine and remediate root cause so that it does not happen again, but it is probably not enough to dramatically change the company’s business model. What if the penalty for an outage up to 7.2 hours was 100 percent credit of the monthly cost? That’s a different story. This effectively would have cost Fastly eight percent of their annual profit. This still would not adequately compensate customers for lost revenues, but it is enough to get the attention of investors and more likely to cause sweeping improvements. Pragmatic Negotiation Advice for IT Service Level Agreements Full compensation for service level breaches is near impossible – and there are many more performance metrics at stake than revenue (e.g. time and resources, brand reputation, security implications). But there are some things customers can do to be more adequately compensated and to pave a clearer path to recourse. One thing NPI recommends is escalating the cost of a repeat offense. In other words, if the service credit is a full month fee on the first occurrence, then it may double if it happens a second time within a quarter or three times in a year. Also, the more critical the service is to a client’s own revenue, the more significant the SLA needs to be. One mechanism to support this is to make sure there is an appropriately fast escalation path to the point of contract breach and that threshold is firmly established. If you have questions about how to better negotiate IT service level agreements, NPI can help. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Whitepaper IT Purchasing Excellence in the Digital Transformation Era Aug 23, 2021Contract Negotiation, Price Benchmarking Download the White Paper Download My Copy Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. Digital transformation is a reality, and for most companies, the stakes are high: leverage a broad mix of digital technologies to grow and transform the business, or risk obsolescence. This reality is reframing the way companies think about all aspects of IT, including sourcing. In the digital transformation era, optimized IT sourcing practices can deliver more value to the business than ever before. While optimized IT sourcing practices have the opportunity to deliver unprecedented value to the business, there is also unprecedented risk given the current state of IT buying. IT spending is exploding both in terms of budget and number of purchases. There are more stakeholders involved in every transaction. IT buyers are under close scrutiny to make the smartest purchase with the least amount of risk and to be hyper-responsive to the needs of the business. Furthermore, IT buyers are managing a larger number of vendors, whose own business and licensing/subscription models are changing quickly. IT buying “excellence” in this landscape is a tall order. But the byproduct is that these pressures are forcing companies to view IT buying as a critical value driver – especially when it comes to accelerating digital transformation initiatives. How IT Gets Purchased in the Enterprise The way that IT buying is managed varies from company to company. In highly IT-dependent industries like financial services, there may be a dedicated IT sourcing function that reports to IT or finance. In other companies, it’s handled directly by IT personnel, who may have little professional sourcing expertise. And some enterprises put responsibility for IT buying under the indirect sourcing umbrella, which typically meets resistance from IT. Meanwhile, no matter how “sanctioned” IT sourcing fits into the organizational structure, departmental spending on cloud-based technologies happens across the enterprise and is largely unmanaged – for example, in the sales and marketing arena. What’s the Vision of IT Sourcing Excellence? In the digital transformation era, the C-suite is striving to lead the business to capitalize on digital transformation and outrun two key threats: the competition and obsolescence. Meanwhile, IT stakeholders are trying to keep up with the C-suite’s vision and mission – all while keeping the lights on and defending against security threats. And because IT doesn’t communicate with sourcing (or IT purchasing is decentralized), the people tasked with making sure the business gets the best deal are the last to know when a purchase needs to be made, there by making every purchase an emergency. To achieve IT sourcing excellence, IT buying needs to happen in a way that fully aligns IT, sourcing and business stakeholders. This will accelerate how quickly the company can achieve digital transformation initiatives and how far it can get ahead of the competition and obsolescence. This alignment will also translate into material impacts on revenue and profit. IT Sourcing: A Vision of Excellence ROI Impact is Clear and Measurable Digital transformation provides the platform for a new way to measure the overall impact of IT buying on the business. Here’s an example. Let’s say a company generates $100 in revenue from a new digital service developed as part of a digital transformation-inspired initiative. The cost of providing that service includes $50 for things like materials, marketing and other overhead costs. There’s also an IT cost of $30 associated with delivering this service. Profit is $20. But what if the company could reduce the IT cost component by 10% ($3) because of truly excellent IT sourcing practices? The profit for that digital service would increase by 15% to $23. That’s the ROI of more effective IT sourcing in the digital transformation era. What’s Standing in the Way? For companies to understand how to optimize the impact of IT buying and its contributions to key business metrics (like revenue or profit), it’s important to understand the root cause of the challenges faced by those parties tasked with IT purchasing. In an independent survey of IT sourcing professionals conducted by the American Council of Sourcing and Procurement Executives and analyzed by The Governance Academy, participants were asked to name the biggest challenge facing the IT buying function. The responses fell into four buckets: Vendor Leverage: The buyer has too much control and makes buying too complex. Sample responses included overpriced renewal costs, changing licensing models and stakeholders that don’t want to switch vendors. IT & Sourcing Misalignment: At the departmental level, IT doesn’t enable strategic category management. It wants to go it alone and may not understand what to say/not say during negotiations. Respondents reported issues such as “IT maintains a close relationship with supplier and negotiates without assistance” and “We don’t have a common understanding of the strategic direction of IT.” Poor Forecasting & Visibility: Poor demand planning leads to last-minute purchases, which often leads to sourcing professionals not being involved early enough to positively influence the outcome. Specific concerns included key stakeholders not working with IT sourcing to determine current and future license/subscription counts; IT not providing sourcing stakeholders with the full scope of work; and too many last-minute purchase orders to negotiate effectively. Poor Asset Management: Inability to gain full and accurate inventory of overall software deployment and usage. Challenges range from stakeholders overestimating usage to no way to accurately account for licenses for big deployments (like Microsoft and SAP) – which exposes the business to vendor audit risks. 5 Aspects of IT Buying Excellence In order for IT buying to deliver on its full potential, companies need to neutralize and overcome the aforementioned challenges using the following five steps: Step 1. Use external data and intelligence Given the volume of IT purchases happening and the changing dynamics in the IT vendor landscape, it is impossible for those professionals tasked with IT buying to be experts on every purchase as it relates to pricing, licensing models and vendor behavior. It’s important for these parties to use external intel to fill these gaps. Step 2: Improve negotiation skills and capabilities IT vendors are highly trained to extract the most revenue from every purchase, and usually have detailed playbooks to inform them of their next best step in any negotiation situation. Companies need to have corresponding skills and playbooks for getting the best deal on every purchase and renewal. Step 3. Define role, responsibilities and processes Every stakeholder on the buying team (keep in mind that this number is growing) should be clear on their responsibilities and role – including who says what and when to the vendor. Anything less than flawless execution will lead to a sub-optimal purchase. Step 4. Establish spend visibility tools and processes Companies must put tools and processes in place to gain (and maintain) broad visibility into IT spend across the business. Numerous tools are available in the marketplace (e.g. Apptio) and worth the investment for companies wanting to get granular about spend, cost allocation and measuring impact of effective department-level IT buying. Step 5: Establish ITAM capabilities and maintain deployment data IT and sourcing stakeholders (whether a separate or combined function) need to establish comprehensive IT asset management capabilities, which will likely require implementing tools (two examples: Flexera, Snow Software). Understanding what the company has installed and what it’s entitled to are the cornerstones of cost control and compliance. On the Digital Transformation Journey, Will You Be a Speed Bump or Accelerator? Digital transformation has exposed the full potential of the IT sourcing lever. How companies purchase IT can either be a speed bump on the digital transformation journey or it can be an accelerator and contributor to higher revenues, profits and market share. Those companies that elect to overcome roadblocks to IT sourcing excellence will be rewarded with positive, material and measurable outcomes. Download the White Paper Download My Copy Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.
Whitepaper How to Eliminate Toxic Spend on Large SaaS Estates and Reduce SaaS Costs Aug 19, 2021SaaS Management Download the White Paper Download My Copy Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. A Guide to Help Enterprise IT Buyers Cut SaaS Spend Waste One challenge enterprise IT buyers face is SaaS spend governance, and that’s evidenced by an increasing rate of wasteful spend on large SaaS estates. This white paper explores the following questions: What makes the SaaS licensing model so difficult to govern? What tactics can I use to optimize SaaS licensing and reduce SaaS costs? What value does SaaS license optimization deliver to the business? How can I prioritize which SaaS estates to optimize and how often? The Relationship Between SaaS, Toxic Spend and IT Procurement While the cloud has made it easier to procure IT, it’s also made it easier to overspend – particularly on SaaS. Enterprise SaaS usage and costs are ballooning and that has revealed vulnerabilities in how enterprises manage these costs. At the root of the problem is toxic spend. Gartner estimates 30 percent of cloud fees paid by organizations are for licenses or subscriptions that are dormant or for features that are not being used1. SaaS cost waste – toxic spend – is a pervasive problem impacting large users of solutions like Salesforce, SuccessFactors, O365, Adobe and Workday, to name just a few. Left unmitigated, SaaS toxic spend will consume funds that would otherwise fuel critical IT initiatives. 1 https://www.gartner.com/en/documents/3894124/software-asset-management-for-the-cloud-consumption-mana Why is SaaS so difficult to govern? Toxic spend is an insidious byproduct of the SaaS licensing model – one that’s deceptively “simple” to consume but difficult to manage. Reasons include: Sourcing often happens in the shadows. SaaS vendors are adept at bypassing IT and procurement and engaging business users directly. License management is inconsistent and distributed. Who owns SaaS license management? In many organizations, the answer isn’t clear. The responsibility is distributed across multiple admins, departments and business units. Those in charge often have varying skill levels and apply standards inconsistently. Independent SaaS management tools are immature. Software asset management tools have been around for a while, but SaaS-specific SAM tools are still nascent and ineffective. While some legacy SAM tools aspire to manage SaaS, few organizations have implemented them deeply enough to be effective. Many SaaS vendors provide their own tools, but those should be approached with caution – outputs are often inaccurate and almost always benefit the vendor. Renewals tend to happen on autopilot. SaaS renewal requirements are rarely validated based on actual usage. Instead, companies simply renew what they have and buy more. This makes it easy for bloat to occur over time – the SaaS estate quietly gets bigger and bigger while costs grow exponentially. Developing a SaaS License Optimization Assessment Strategy To eliminate toxic spend on large SaaS estates and reduce SaaS costs, a thorough assessment of the current state of usage and ownership is required. The objective is to identify licenses that can be terminated or harvested for redeployment (thereby avoiding the purchase of additional licenses to support new users). Assessments should focus on two areas: Rightsizing License AssignmentsAre we using the most cost-effective license type for different user profiles? Enterprise SaaS vendors typically offer a variety of license types with specific features and access rights. To keep things simple, customers will often deploy a standard license type with equal capability for all users – even if certain users don’t need certain capabilities. More often than not, this leads to a default assignment of the most expensive license type. Customers need to perform a deep-dive analysis into actual usage data to understand if there is an opportunity to rightsize licenses for certain users. This information will enable stakeholders to rapidly switch to a more cost-effective assignment of licenses. Liberation of License CurrencyAre there inactive licenses that can be terminated or redeployed? To liberate license currency, enterprises must have visibility into usage data to identify inactive licenses that can be terminated or redeployed. Inactive licenses typically fall into the following categories: No-pulse users consuming valid license (e.g. licenses assigned to IP addresses like printers) Former employees and/or contractors consuming active licenses Inactive users (90 days) consuming valid licenses Users assigned multiple active licenses Disabled users consuming advanced threat protection (Microsoft only) SaaS License Optimization Assessment Checklist to Reduce SaaS Costs SaaS license optimization assessments are one of the most non-disruptive paths to IT cost reduction. They typically identify seven-figure savings (or more) on large software estates. At a granular level, what activities must be performed? 1. Consolidate and Normalize Entitlement and Usage Information What are your license entitlements? Who’s using what and how does that align with your license entitlements? 2. Categorize Users and Develop User Profiles What are the different types of users within your organization? What are the unique user requirements per user type (or category)? 3. Filter and Analyze Usage Are you paying for inactive or improperly assigned licenses across the SaaS estate? Are you paying for premium license types when a more cost-effective license type will satisfy usage requirements? 4. Quantify Optimization Opportunities Based on usage analysis, what opportunity exists for rightsizing license assignments? What opportunity exists for terminating inactive licenses or harvesting them for redeployment? 5. Report Findings and Recommendations, and Establish a Baseline for Vendor Negotiations Which stakeholders need to be informed? What consensus-building needs to happen before approaching the SaaS vendor? Is there opportunity to consolidate leverage among different business units/departments (if applicable)? 7 Benefits of a SaaS License Optimization Assessment Liberates license currency for redeployment, thereby avoiding new license purchases Provides fact-based usage information to cut renewal costs No tools to install – just information from existing sources Zero implementation cost Actionable results Precise username-level findings make it fast and easy to clean up toxic spend Zero operational disruption When Should You Perform a SaaS License Optimization Assessment? Assessments provide a measurable cost avoidance by reducing and/or eliminating the need for purchasing incremental licenses as well as reducing demand for upcoming renewals. They can be performed at any time, but are particularly beneficial during certain inflection points. In Preparation for a Renewal Establish fact-based usage baseline as input to renewal quantity definition Validate user profile relevance and accuracy as input to renewal quantities In Preparation for Annual True-Up Clean house before reporting true-up quantities Mid-term, but Buying More Licenses Liberate existing license currency before buying more licenses Partnering With You to Reduce SaaS Costs NPI’s turnkey SaaS License Optimization Assessments help enterprise IT buying teams quickly and easily identify cost savings across their largest SaaS estates – including Adobe Creative Cloud, Microsoft Office 365, Salesforce, ServiceNow, SAP SuccessFactors, Workday and more. We perform a non-disruptive, deep-dive analysis of usage, and provide user-level findings and recommendations. Seven-figure savings are typical. If you’d like to learn more about our services, contact us. 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Bulletin 10 Reasons Why IT Buyers Should Perform Price Benchmark Analysis Jun 27, 2021Price Benchmarking Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend. There are many ways IT buyers can reduce IT overspend – but none more effective than IT price benchmark analysis. What makes this tactic so effective? Why are more enterprises including it as part of their IT purchasing (and renewal) process? An acceleration in enterprise IT buying has generated an explosion in toxic spend across the IT ecosystem. The root cause can be traced to two systemic issues. First, companies today are making more IT purchases, more frequently, and with more vendors with whom they have less buying experience. This translates into more pressure on IT procurement teams, many of which are already resource-constrained. Second, complexity and change within IT vendors’ licensing, subscription and pricing models is greater than ever. Part of this is a natural function of the IT vendor landscape where innovation, competitive pressures and an ever-present need to appease shareholders drive change momentum. But there has been acceleration and volatility in these areas as well and IT buyers are feeling the bottom-line impact. IT buyers have many tools in their toolbox to reduce IT overspend. These run the gamut from proper definition of business and technical requirements and RFP structuring to negotiation best practices. One extremely effective tactic is IT price benchmark analysis at the transaction level. This analysis answers four key questions: Is deal pricing within an acceptable range of what my peers are paying for deals of similar size and scope?If not, what pricing targets will bring the deal into alignment?Are there other pricing/licensing/subscription options that would meet my company’s requirements at a lower cost?What other cost-related business terms are important to optimize for a purchase of this type? WHY IT PRICE BENCHMARK ANALYSIS SHOULD BE PART OF EVERY IT PURCHASE AND RENEWAL Enterprises overpay for IT and telecom purchases 89 percent of the time. NPI analyzed over $40 billion in enterprise IT spend for our clients in 2022. An astounding 89 percent of the purchase quotes and agreements we analyzed were priced above fair market value. Only 11 percent were priced “fairly” as compared to peer purchases in the market.Successful vendor negotiations start with data-driven pricing targets. There is no shortage of books, seminars and other resources on how to effectively negotiate with IT vendors – and these best practices are important. However, buyers looking to materially reduce costs and root out toxic spend across the IT ecosystem (which tends to proliferate over time) must come to the negotiation table with valid pricing targets backed by data-driven analysis.Material savings opportunities are common. Perhaps the single most compelling reason to perform IT price benchmark analysis is the outcome. Savings potential revealed on individual transactions generally range from 5 percent to as much as 50 percent. The overall average is 15 percent. In every instance, IT buyers are able to purchase more confidently.Price volatility is at an all-time high for many IT vendors. The disruption that defined the last 18 months shows no signs of abating – it’s simply taking a more positive form now that we are transitioning from reactive digitization to proactive digitization. As a result, IT pricing has become more volatile and less transparent, making it harder for customers to discern if a deal is fairly priced.The cloud. Broadly speaking, even the most cloud-first enterprise IT environments still contain some on-premise deployments. As a result, legacy enterprise vendors that continue to offer both cloud and on-premise solutions are becoming more aggressive in how they’re “motivating” customers to fully move their footprint to the cloud. Tactics range from stricter product use rights, auditing customers with sizable on-premise deployments, and pricing and licensing changes. The bottom line? The opportunity to save (and, conversely, the risk of overspending) can be significant – but these are moving targets.Analysis can reveal other licensing/subscription options that meet requirements at a lower cost. IT price benchmark analysis exposes the true cost of a vendor’s proposed solution, and that often leads to conversations about more price-friendly options offered by the vendor that are a better match for the customer’s needs (or credible competitive alternatives).Analysis often uncovers cost-related business terms that need to be optimized. Areas to inspect include license rights (for example, ability to swap or move licenses), bundling (being locked into renewing an entire bundle vs. just the elements you need at renewal time), price protection and escalator caps, ramp-up schedules to reflect your implementation schedule, and more. Just like the price a customer pays, these elements of the deal need to be optimized for the customer’s situation – and vendors are inconsistent in putting their best foot forward.Vendors make growth assumptions that affect pricing – and they’re often wrong. Just as important as the “base” price you negotiate with a vendor are unit price increases based on the vendor’s assumptions about how the customer’s quantity/usage will grow. The problem is vendor’s assumptions can be – and often are – incorrect. IT price benchmark analysis is an opportunity to bring future price and discounts in line with market and actual expected usage.It forces renewals off of autopilot. When it comes to renewals, it’s easy to put areas like telecom/network and SaaS on autopilot (albeit for different reasons). Unsurprisingly, vendors profit immensely from this form of unintentional complacency. Performing IT price benchmark analysis on a renewal forces the vendor to approach the transaction with more competitive pricing and business terms. Bonus – customers can better align their renewal with current and future-state requirements.It enables IT buyers to purchase with more confidence and expedite the purchasing cycle. As previously mentioned, companies are buying more IT, more frequently and that’s putting deeper pressure on IT procurement teams that are already spread thin. IT price benchmark analysis cuts buying cycle times by establishing a data-backed target for a good deal which helps buyers purchase and renew more confidently and quickly. WHO’S RESPONSIBLE FOR IT PRICE BENCHMARK ANALYSIS? IT price benchmark analysis requires visibility into peer-based purchases and renewals that are similar in size and scope. This perspective is often difficult to obtain internally within the IT buying center, which typically only has visibility into its own organizational purchasing history. While IT buyers can consult their network of peers for purchasing/ renewal outcomes, the scope of visibility is typically limited to a few examples of anecdotal evidence. NPI’s IT price benchmark analysis services provide precise, actionable findings and recommendations – in writing. They reflect vendor-specific subject matter expertise, price benchmark analysis, industry insights and first-hand knowledge of peer buyer experiences. This empowers enterprise IT buyers to get the best deal on every IT purchase and renewal. Download the SmartSpend Bulletin™ NPI analyzes over $40 billion in enterprise spend annually for our clients. Nearly 90 percent of the purchase quotes and agreements we analyze are priced above fair market value. NPI is a premier provider of data-driven intelligence and tech-enabled services designed specifically to assist large enterprises with IT procurement cost optimization. NPI delivers transaction-level price benchmark analysis, license and service optimization analysis, and vendor-specific negotiation intel that enables IT buying teams to drive material savings and measurable ROI. NPI analyzes billions of dollars in spend each year for clients spanning all industries that invest heavily in IT. NPI also offers software license audit and telecom carrier agreement optimization services. NPI Vantage™ Pro is the newest addition to NPI’s solution portfolio – a platform developed specifically for IT Procurement Professionals to help them manage growing renewal portfolios, prepare for negotiations, and achieve world-class purchase outcomes. For more information, visit www.npifinancial.com and follow on LinkedIn. Share This Article Subscribe For Updates Uncover negotiation leverage and unlock savings across your IT spend.