There are several areas that must be managed well in order to control concurrent licence costs. Cost management will come from understanding the entire estate requirements, the profile of the users in terms of their application features requirements, usage frequency and peak usage.

Profiling: Applications can usually be accessed by users in a variety of ways, the more complexity and features the user requires from the application, the higher the cost of the licence will be. The type of access the user requires is set as part of a profile. It is important to profile each user accurately to ensure that the company is not paying more than it should for the licences.

Licence Visibility: Concurrent licensing is based upon a ‘pool’ system. If the company is using several separate pools the options to optimise will be lost. What you need to be able to do is:

  • Have the ability to redistribute unused licences.
  • Ensure key employees are not being denied access to vital concurrent use software.
  • Achieve maximum leverage with the vendor to negotiate better costs, using a single global licence pool.

Usage: It is vital to understand both peak usage across the estate as well as how individuals use the software. There are a number of tools available that can report at a server or PC level.

  • At a server level tools can show application usage in terms of who is using it, when they use it and the peak usage across the pool; as well as features used and identifying trends. Unused features can be an expensive cost overhead.
  • Agents installed at the PC level can help control access, manage licence release, denials and set rules for use such as ‘follow the sun’ for global estates.
  • With this information licence costs can be balanced against ease of access; proactively choosing the Quality of Service level required.
  • Procurement can leverage volume & ‘best shore’ purchase potential to reduce costs.

Quality of Service (QoS): In order to calculate the appropriate number of licences required, the QoS level to be delivered must be calculated. The more frequently there are denials, the lower the QoS being offered. The server controlling and managing the licences can be set to release licences after a length of idle time by the user, as well as setting priorities for specific types of users or groups. There must be a balance of licence cost against ease of access. Using a chart of the number of licences against their frequency of use will help to proactively choose the QoS level required.

Without the correct tools for monitoring, reporting and controlling access, together with the resources to interpret and act on the results it will be difficult to control or optimise costs. These should be your first considerations.

You can read the previous two parts and the final part of this series of blogs here:

Part 1: ‘What is Concurrent Licensing?

Part 2: ‘Concurrent Licensing – Challenges & Benefits

Part 4: ‘Concurrent Licensing – Engineering Software Optimisation and Contract Renegotiation

For further information on how ITAMS can help your organisation with Concurrent Licensing please download our ITAMS_LM Service Overview.

Alternatively you can contact us on: 03704 050508 or email your enquiry to