Simplifying SaaS Management: A Guide for Businesses
The world of software is changing rapidly. Gone are the days when businesses had to purchase servers and software licenses and handle time-consuming software installations themselves. Now, with the growth of cloud computing and Software-as-a-Service (SaaS) apps, companies can easily subscribe to the tools they need, accessed entirely through the web browser.
While the convenience and flexibility of SaaS apps provide huge benefits, they can also create new management headaches. With staff using dozens of different web apps that are constantly updating, how can tech leaders keep things running smoothly? Proper SaaS management is essential.
In this post, we’ll explore practical tips and strategies to simplify the administration of SaaS applications. Whether you’re a startup using SaaS tools for the first time or a large enterprise with thousands of SaaS subscriptions, you’ll discover ways to boost productivity and reduce costs through better SaaS management.
Why Effective SaaS Management Matters
First, let’s quickly recap what exactly SaaS is and why it has become so popular. SaaS stands for “Software as a Service”, referring to cloud-based software applications delivered over the internet. Rather than installing software locally on individual computers, SaaS tools are accessed on-demand through a web browser.
Common examples of SaaS apps include:
- Office 365 for email, documents, and collaboration
- Salesforce for CRM
- Slack for team communication
- Zoom and Google Meet for video conferencing
- Dropbox for cloud storage
Some key advantages of SaaS include:
- Lower upfront costs – No large upfront license purchases are needed, just pay a monthly subscription fee
- Automatic updates – Software is automatically kept up-to-date without any effort by the customer
- Scalability – It’s easy to add or remove users as needed
- Accessibility – Users can access apps from anywhere with an internet connection
With all these benefits, it’s no surprise that SaaS adoption has skyrocketed. But as companies embrace dozens or even hundreds of different web apps, new headaches emerge:
- How many SaaS apps are employees using?
- Which users have access to what apps and data?
- Are we paying for subscriptions that no one is using?
- How can we track SaaS spending across departments?
Without visibility into SaaS usage, it’s impossible to effectively budget, manage risk, or optimize investments. That’s where SaaS management comes in – providing control, oversight, and policy enforcement for web-based software.
Key Elements of SaaS Management
Effective management of SaaS applications has a few core components:
SaaS Discovery
The first step is gaining full visibility into what SaaS apps are being used and who is using them. This allows you to identify redundant apps, unsanctioned apps, unused subscriptions, and opportunities to negotiate better deals.
Tools like Zylo and Blissfully can automatically scan your network and endpoints to create a catalog of all cloud services in use. Some also integrate with expenses systems to match SaaS vendors with payment records.
User Provisioning
Managing what users have access to each application is a huge challenge. When employees join, move to a new role, or leave the company, their app permissions need to be updated accordingly.
SaaS management platforms like BetterCloud allow you to automatically provision and de-provision user accounts across multiple applications. This simplifies onboarding/offboarding and ensures employees only have access to approved apps.
SSO and Identity Management
Constantly juggling multiple logins is an annoyance for users and a security risk for companies. Single sign-on (SSO) centralizes access so users only need one set of credentials. Leading identity providers like Okta make rolling out SSO easy and secure.
Data and API Integration
Pulling data from SaaS platforms into other apps for reporting and analytics is made possible through APIs (application programming interfaces). API-led connectivity layers like Workato and Tray.io can smooth the flow of data between systems.
Spending Optimization
As SaaS app usage grows, you can end up overspending on unused subscriptions or miss out on volume discounts. Tools like Intello provide intelligence into SaaS spending patterns to eliminate waste and improve budgeting.
Developing a SaaS Management Strategy
Approaching SaaS oversight strategically can maximize the value of web-based tools while minimizing hassles. Consider the following tips:
Start with Discovery
Run sweeps using a SaaS management platform to uncover all web apps currently in use. You can’t manage what you can’t see. Discovery exposes redundant and risky apps.
Implement a SaaS Policy
Define which apps are approved for use, who can access them, and how they should be used. This prevents staff from arbitrarily signing up for apps that create security gaps or compliance risks.
Enforce the Policy
Simply defining a SaaS policy isn’t enough – you need to enforce it. Leverage tools that let you block unsanctioned apps and automatically revoke access when employees leave or switch roles.
Integrate Provisioning
Link your SaaS management solution to your existing identity management and HR systems. This allows you to automatically onboard new hires and update or deactivate accounts as needed.
Negotiate from a Position of Strength
With full visibility into SaaS spend and usage, you can consolidate apps and negotiate better deals with vendors based on complete data.
Monitor for Unusual Activity
Use analytics tools to watch for suspicious spikes in usage or access that could indicate compromised credentials or malicious insiders. Also, review periodically for dormant subscriptions that are no longer needed.
Create a Culture of Security
Educate staff on SaaS risks and company policies. The human element is vital – careless or malicious insiders are the source of many cloud app breaches.
Key Questions to Guide SaaS Management Decisions
As you evaluate SaaS management tools and develop your policies, answering the following questions can help guide effective decisions:
- Which apps pose the biggest security and compliance risks?
- What is our actual vs. budgeted spend for each SaaS app?
- Which apps have fallen out of use and can be eliminated?
- How many copies of redundant apps like project management tools do we really need?
- Can we negotiate better rates based on our total number of users?
- Are there unused features we’re paying for that could be downgraded or eliminated?
- What new apps are employees using without approval?
- What controls do we have to revoke access when an employee leaves?
- How can we simplify the login process for users?
- What third-party apps should have access to our SaaS data via APIs?
- Do we have monitoring in place to catch unusual spikes in SaaS activities?
Asking questions like these will uncover opportunities to tighten security, cut costs, and streamline SaaS management.
SaaS Management Best Practices
Beyond having the right tools and strategy in place, there are some helpful best practices that contribute to smooth SaaS oversight:
Maintain a Master List of Approved Apps
A centralized list of sanctioned apps ensures everyone is on the same page about what SaaS tools are acceptable. This makes it easier to spot and block unauthorized apps.
Require Approval for New Apps
Don’t allow employees to sign up for apps at will. Have a clear process for submitting new SaaS requests that require approvals from IT, Security, and Budget.
Review Permissions and Access Frequently
Make sure employee permissions are limited to only the apps and data they need. Conduct periodic access reviews to catch stale permissions.
Provide Self-Service Options
Enable self-service password resets and account management. This reduces the burden on IT and gives users independence.
Automate Everything Possible
Take full advantage of automation for provisioning, de-provisioning, data integration, and more. The more you can automate SaaS management tasks, the more efficient the process.
Designate SaaS Owners
Identify “owners” for each app – people responsible for managing costs, compliance, access, and renewals. This provides accountability.
Regularly Review Usage Analytics
Use analytics to see who is actually using applications and identify ways to eliminate waste. You may find many unused seats.
Train End Users
Educate employees on security best practices for SaaS apps, like using strong passwords and multi-factor authentication when available.
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Key Takeaways and Next Steps
With a smart strategy, the right tools, and ongoing oversight, you can effectively harness the upside of SaaS while minimizing the pitfalls. Some key takeaways include:
- Discover all SaaS apps in use with automated scanning tools
- Establish policies and controls for SaaS acquisition and usage
- Leverage provisioning automation and access governance features
- Implement SSO for simplified access and enhanced security
- Monitor activity and spending data to uncover optimization opportunities
- Provide self-service options and training resources for end users
Ready to implement a more structured approach to SaaS oversight? Here are some suggested next steps:
- Document your current SaaS applications and subscriptions
- Research SaaS management platforms that fit your needs
- Draft SaaS usage guidelines and policies
- Explore SSO options to streamline end-user access
- Identify redundancies and negotiate pricing where possible
- Automate provisioning integrations with HR systems
- Schedule periodic reviews of usage analytics and spending
The way we acquire and use software is fundamentally changing. But with the right SaaS management strategy, your organization can readily embrace these changes while keeping costs, security, and compliance in check. Smarter SaaS oversight delivers simplicity, visibility, and enhanced productivity.
