Adding and Managing SaaS Enterprise Contracts

Information
Take advantage of the enhancements made to SaaS enterprise contracts! No need for SaaS per user contracts as anything you need to do can be done using SaaS enterprise contracts. Itemize costs, record usage stats, and get the analytic powered insights that you need to budget more accurately and reduce costs.

You add contracts to manage and track the costs of the SaaS software and non-software services that you purchase. You can retrieve information such as:

• The total cost of SaaS services
• The unit cost of SaaS services

In Oomnitza, you can use the information that is collected about contracts in your onboarding and offboarding workflows. For example, when employees join your organization, you can add workflows that automatically assign the licenses that new hires require based on their role. And, when employees leave your organization, you can add workflows to automatically terminate the licenses that are assigned to employees and unsubscribe employees from SaaS software subscriptions.

Want to import and update multiple contracts?
Use CSV files or spreadsheets to create and update multiple contracts. Importing desktop and 
SaaS software contracts

Before you start

For SaaS contracts, the SaaS application must be added to Oomnitza. 

Check it out
From the menu, click Software. By default, you see a list of the SaaS applications that were added. Need to add a SaaS application? Just click Add. 

Tasks

Add SaaS contracts

Add rules to automatically assign users to SaaS contracts

Add users to SaaS contracts

 Set the contract as the default contract

Add usage stats for SaaS contracts 

 Add a currency

Add contracts

Before you start

To configure your contract properly, check the definitions for the following fields:

Calculate “Per-User” Price

Allows you to break down the cost of the contract into individual cost items so that you can calculate the cost of the contract for each user.

Currency

By default, you can choose one of these currencies:

• EUR (Euro)
• GBP (British pound sterling)
• USD (United States dollar)

To add more currencies, see Add a new currency.

Limit # of Licenses and Number of Licenses

If you set a limit for the number of licenses, the limit is the number that you enter in the Number of Licenses field.

Payment Date

The date of the first payment.

Payment Schedule

The payment schedule for the contract, which can be annually, quarterly, or monthly.

Add the contract

1. From the menu, click Contracts.
2. Click Add.
3. Enter the name of the contract.
4. Select SaaS Contract - Enterprise.
5. Add the contract information.
6. Click Save.

Result

The contract is added and can be viewed on the Contracts page.

Next steps

Add the budgeted costs 

Add rules to automatically assign users to contracts

Add the budgeted costs

Break the contract down into its individual cost items so that you know the total cost of the contract and the cost of the contract for each user.

Before you start

Check out these terms:

Effective Date

The date that the service is activated.

Type

To differentiate the type of costs and how they’re calculated for each item.

One time

For example, you want to capture the costs of a service that you are unlikely to use again.

Fixed

For example, you want to capture the cost of the initial setup.

Alternatively, you can use the fixed cost type for a variable cost. Let’s say you have purchased a SaaS license for cloud storage. One terabyte (TB) costs $100 per year, 2 TBs costs $150 per year, and so on. Based on your current storage usage and growth forecasts, you know that you will use about 0.5 TB of cloud storage. You don’t get a rebate for using less storage, so you add $100 as a fixed instead of a variable cost for the current year.

Variable

For example, You want to capture the minimum cost of a payment that might change such as the cost of SaaS subscriptions. In this case, you want to know that, unlike fixed or one-time costs, the cost of variable line items can change and might result in an underestimation of the actual cost.

Variable (tiered)

For licenses with tiered cost rates such as licenses with variable rates based on the number of users or based on usage. In this case, you want to itemize the costs so that you can estimate the maximum cost of the line item and its potential impact on your budget.

Let’s say you pay for a messaging service which charges different rates based on the number of messages that are sent every month. For example, you’re charged $0.00 for the first 10,000 messages, $0.01 for 10,001 to 20,000 messages, and $0.02 for 20,001 to 30,000 messages. Based on historical usage and forecasts, you use the messaging service to send about 35,000 messages every month. To budget the costs, you create a line item with the cost type Variable (tiered), and break down the costs into three line items.

Illustration of variable tiered line items for Tier 2 and Tier 3

Illustration of variable tiered line items for Tier 1

Discount

Apply the discount so the cost reduction is calculated for each user.

Metrics

You can tag the types of metrics for variables and variable (tiered) costs. By default, the following tags can be selected:

• # API Calls
• # Assets
• # Emails Sent
• Storage
• # Users

Need more metrics?
Edit default or add additional tags for metrics. From the menu select Configuration > Custom Objects, and then select Contract Line Item Metrics. For example, if you want to use Storage as a metric, why not add the storage unit such as Storage (GB).

Number of payments and term

To calculate the annual cost and the total cost of the contract, you enter the number of payments and the term. Let's say, you pay once a month. Then you enter 1 in the # payments field and you select Month(s) from the list of terms.

Status values for line items

 

The contract line item is active because today’s date is the effective date or after the effective           date.

The contract line item is inactive because the effective date is later than today’s date.

The contract line item is inactive because its end date is earlier than today’s date.

Procedure

1. Click BUDGETED COSTS. 
2. Click Add.
3. Enter the individual cost items that make up the cost of the contract.
4. Save the contract.

Analysis of SaaS usage
Try it out! Click Software, click any SaaS contract, and then click the ANALYSIS tab. Get decision-making insights by reviewing the analysis of SaaS usage. You can check the health status of the last run, track SaaS usage over the last 12 months, and track SaaS usage by login threshold.
Use the stats to reduce subscription costs. For example, unsubscribe users who have never logged in or who have seldom used the SaaS application.
Remember
You can deactivate SaaS user records in Oomnitza based on the last login timestamp and then delete the deactivated users from the SaaS application.
Using the SaaS User Role preset to deactivate SaaS users

Add usage stats for SaaS enterprise contracts

Plan budgets by tracking the usage stats for the SaaS services that your organization uses.

Before you start

You must add cost line items to the BUDGETED COSTS tab.

About usage stats

You can add daily usage stats grouped by month for the cost line items that you add in the BUDGETED COSTS tab.

You can only add usage stats for active line items. The active period is determined by the effective date and the end date of the contract line item. 

Tip
For the budgeted costs that you want to track, add metrics. That way you’ll know what you’re measuring when you add usage stats. Let’s say you have a fixed cost for a SaaS service contract for 100 users. When you track usage for the year, you discover that only 50 users use the SaaS service. You can use this information to create more accurate budgets and renegotiate contracts with vendors based on your actual usage.

1. From the menu, click Contracts.
2. Click a SaaS enterprise contract.
3. Click the USAGE tab. By default the current month is selected.
4. To add usage stats, click the + icon.
5. Enter or select the date and then click the down arrow. A list of the line items that you added to the BUDGETED COSTS tab is displayed.
6. Enter a numeric value. If you don’t want to track usage for a specific cost type, enter 0.
7. Click SAVE.

Result

The usage stats are recorded and displayed by the current month and year.

Tip
To view or add the usage stats for previous months, click the date such as December 2021, select the year from the list, and then click the month.

Add rules to SaaS contracts

Use rules to automatically assign users to contracts. You can automatically assign users to a contract based on their SaaS user role, Oomnitza role, location, department, or other attributes.

Rules come into effect when you run a rule manually or when the user information for the SaaS application is refreshed. This depends on the schedule that you selected when you created the integration for the SaaS application.

Scenario

You want to track the cost of the SaaS applications that you have. And, you want to add rules to automatically assign SaaS users to contracts based on their role.

Let’s say the SaaS application that you want to track has two roles:

• An Administrator role, which has an annual cost of $1,000.
• A Member role, which has an annual cost of $500.

To track how much the SaaS application will cost your organization, you complete the following actions:

• Add an Administrator contract and a Member contract.
• Add rules to automatically assign SaaS users by role to the right contract. 

Procedure

1. From the menu, click Software.
2. Click SaaS and then click the software.
3. Click ASSIGNMENT RULES.
4. In the Rules panel, click Add rule. 
5. Enter the name of the rule. The name of the rule must be unique.
6. Select the contract.
7. Ensure that And is selected. You change this value to Or if you have multiple rules and any one of the rules satisfies the assignment criteria.
8. Add the rule.
1. From the field list, select SaaS Role.
2. Select an operator.
3. Select the Administrator SaaS Role.
4. Click DONE.
9. Add another rule to assign SaaS users by role to the other contract.
10. Click DONE and then click SAVE.
11. To turn the rule on, click the Rules switch.
12. Click SAVE.
13. Run the rule.

When you click RUN RULES, the rules are applied.

The rules are also applied, when an SSO managed integration is run or when a SaaS extended integration for users is run.

Tip
When you add rules to two or more contracts, you can drag and drop the rules to determine the order in which the rules are run.

Set the default contract

Add users to SaaS contracts

1. Click the USERS tab.
2. Click Add users.
3. Choose one of the following options:

Actions	Steps
Use a saved search	Select the search to add users. Optional. Add the emails of additional users. Select Assign all to this contract. If you forget to do this, you can click the assignment switch after you add users.   Click Add Users. Result If the SaaS contract has sufficient licenses, the users are added.  Important Make sure that all of the users are assigned to the contract before you close the page. That is, the assignment switch must be switched on .
Add specific users	Enter the email addresses of the users. Select Assign all to this contract. If you forget to do this, you can click the assignment switch after you add the user.   Click Add Users. Result If the SaaS contract has sufficient licenses, the users are added.  Important Make sure that all of the users are assigned to the contract before you close the page. That is, the assignment switch must be switched on .

Set the contract as the default contract

To automatically assign users to a contract, you can set one of the contracts as the default contract. When users are assigned to the software, they are automatically assigned to the default contract. 

1. From the menu, click Software.
2. Search for the SaaS software, and click it.
3. Click the Contracts tab.
4. Click Settings, and then click SET AS DEFAULT.

Add a new currency

By default, the following currencies are added to your instance:

• USD (US dollar) 
• GBP (pound sterling)
• Euro

If you need to add another currency, complete these steps:

1. From the menu, click Configuration > Custom Objects > Currency.
2. Click Add new record (+).
3. Add the currency details.
4. Click Save. 

Related articles

Importing SaaS users

Adding regular contracts

Adding and managing desktop software contracts