Software License Cost Optimization

Process Goal

The management and optimization of software licenses is crucial for controlling IT costs, meeting compliance requirements and avoiding unnecessary expenditure. Many companies invest in a variety of software solutions (e.g. SharePoint, SAP, Monday.com, Trello, Slack...) but do not have sufficient visibility into actual usage. This process helps to identify and release unused or barely used licenses in a structured and auditable way.

KPIs:

Reduce the cost of unused licenses by up to 30%
Shortening the license allocation time by 50%
Implementation of the process in around 4 weeks
Full compliance with ISO clause 7.5 - Documented information

Reduce the cost of unused licenses by up to 30%
Shortening the license allocation time by 50%
Implementation of the process in around 4 weeks
Full compliance with ISO clause 7.5 - Documented information

Reduce the cost of unused licenses by up to 30%
Shortening the license allocation time by 50%
Implementation of the process in around 4 weeks
Full compliance with ISO clause 7.5 - Documented information

Improvement with FireStart

Automated, regular usage checks are carried out across departments and tools
Integration with Active Directory (AD), HR systems and software usage logs enables precise allocation of access and actual activity
License checks and revocation of unused access are handled through structured workflows
Notifications and escalations ensure accountability for users and managers
A complete audit trail of decisions and approved licenses supports compliance and reporting

Automated, regular usage checks are carried out across departments and tools
Integration with Active Directory (AD), HR systems and software usage logs enables precise allocation of access and actual activity
License checks and revocation of unused access are handled through structured workflows
Notifications and escalations ensure accountability for users and managers
A complete audit trail of decisions and approved licenses supports compliance and reporting

Automated, regular usage checks are carried out across departments and tools
Integration with Active Directory (AD), HR systems and software usage logs enables precise allocation of access and actual activity
License checks and revocation of unused access are handled through structured workflows
Notifications and escalations ensure accountability for users and managers
A complete audit trail of decisions and approved licenses supports compliance and reporting

Process start with scheduled license check
Trigger: The check process starts monthly, quarterly or semi-annually. A list of all employees and their software accesses from Active Directory and SAP is compiled.
Data collection and preliminary check
FireStart aggregates data from integrated systems:
- HR tool: Confirmation of employment status:
- AD / SAP: Identification of the tools assigned per user
- Software tools via APIs (e.g. Hubspot, Jira, ServiceNow, SharePoint...): Usage logs or last login
- Inactive users (e.g. no activity in the last 60-90 days) are marked.
User confirmation (self-disclosure)
Marked employees automatically receive a form asking whether the software is still required. Response options:
- Yes - user gives a reason (e.g. project temporarily paused)
- No - license can be released
- No response within 7 days leads to escalation.
Review and approval by manager
Managers receive an overview of the affected team members. They can:
- Confirm the release of the license
- Overwrite user responses if necessary (e.g. for critical roles or upcoming projects)
All decisions are documented to ensure compliance.
License revocation and system update
If the license release is confirmed:
- FireStart removes the user from relevant AD groups or sends API calls to remove access
- SAP or the license inventory is updated
- The finance or procurement department is informed about possible savings
Optional: AI-supported usage analysis
If integrated, AI or rule-based engines can analyze usage patterns (e.g. login frequency, document edits) to further improve decisions on license retention or release.
- The document is versioned and published in the official document archive
- A notification is sent to affected users
- An audit trail entry is created and saved
- All workflow steps and approvals are auditable

All workflow steps and approvals are auditable.

Process start with scheduled license check
Trigger: The check process starts monthly, quarterly or semi-annually. A list of all employees and their software accesses from Active Directory and SAP is compiled.
Data collection and preliminary check
FireStart aggregates data from integrated systems:
- HR tool: Confirmation of employment status:
- AD / SAP: Identification of the tools assigned per user
- Software tools via APIs (e.g. Hubspot, Jira, ServiceNow, SharePoint...): Usage logs or last login
- Inactive users (e.g. no activity in the last 60-90 days) are marked.
User confirmation (self-disclosure)
Marked employees automatically receive a form asking whether the software is still required. Response options:
- Yes - user gives a reason (e.g. project temporarily paused)
- No - license can be released
- No response within 7 days leads to escalation.
Review and approval by manager
Managers receive an overview of the affected team members. They can:
- Confirm the release of the license
- Overwrite user responses if necessary (e.g. for critical roles or upcoming projects)
All decisions are documented to ensure compliance.
License revocation and system update
If the license release is confirmed:
- FireStart removes the user from relevant AD groups or sends API calls to remove access
- SAP or the license inventory is updated
- The finance or procurement department is informed about possible savings
Optional: AI-supported usage analysis
If integrated, AI or rule-based engines can analyze usage patterns (e.g. login frequency, document edits) to further improve decisions on license retention or release.
- The document is versioned and published in the official document archive
- A notification is sent to affected users
- An audit trail entry is created and saved
- All workflow steps and approvals are auditable

All workflow steps and approvals are auditable.

Process start with scheduled license check
Trigger: The check process starts monthly, quarterly or semi-annually. A list of all employees and their software accesses from Active Directory and SAP is compiled.
Data collection and preliminary check
FireStart aggregates data from integrated systems:
- HR tool: Confirmation of employment status:
- AD / SAP: Identification of the tools assigned per user
- Software tools via APIs (e.g. Hubspot, Jira, ServiceNow, SharePoint...): Usage logs or last login
- Inactive users (e.g. no activity in the last 60-90 days) are marked.
User confirmation (self-disclosure)
Marked employees automatically receive a form asking whether the software is still required. Response options:
- Yes - user gives a reason (e.g. project temporarily paused)
- No - license can be released
- No response within 7 days leads to escalation.
Review and approval by manager
Managers receive an overview of the affected team members. They can:
- Confirm the release of the license
- Overwrite user responses if necessary (e.g. for critical roles or upcoming projects)
All decisions are documented to ensure compliance.
License revocation and system update
If the license release is confirmed:
- FireStart removes the user from relevant AD groups or sends API calls to remove access
- SAP or the license inventory is updated
- The finance or procurement department is informed about possible savings
Optional: AI-supported usage analysis
If integrated, AI or rule-based engines can analyze usage patterns (e.g. login frequency, document edits) to further improve decisions on license retention or release.
- The document is versioned and published in the official document archive
- A notification is sent to affected users
- An audit trail entry is created and saved
- All workflow steps and approvals are auditable