Josys SaaS Management Scorecard

Managing SaaS applications in an organization is pivotal, especially when it leads to SaaS sprawl, hidden costs, and security risks. To simplify these challenges, Josys has designed Scorecard to provide personalized SaaS insights that uncover the top contributing factors affecting your SaaS health score, as well as insights into User Accounts, Shadow Accounts, Apps, Access, and Licenses. Scorecard provides real-time insights into your organization's SaaS ecosystem, helping you take control of your apps, users, and licenses with data-driven decisions.

Steps to Access Scorecard

Step 1:  Select  Scorecard in the left navigation menu. The following Scorecard screen appears.

What is the  SaaS Management Score?

Your SaaS Management Score reflects how effectively your organization manages its SaaS application.  It is located at the top left corner of the screen.

SaaS Score: This score indicates the health score of the saas apps.	Scorecard Time-Series Graph: The graph indicates the 5 recent score changes (one data point per day).

The Score Range is classified as follows:

The Scorecard analyzes various sub-factors within four main components: Accounts, Apps, Access, and Licenses. Click the count against each label to view detailed information and take the necessary actions.

a) Accounts: This highlights the user account that poses security or unnecessary expense risks. It includes:

• Review shadow accounts: Shadow user accounts that are not created or managed by IT and have access to the apps. You may delete the shadow user account, map it to an existing user profile, or convert it to a new user profile.

• Review Inactive User Profiles: Displays the count of inactive user profiles (Initiated, Suspended, Terminated, Archived, or Others) who haven't used the app for a long period. You may revoke unnecessary access to reduce security risks.

• Resolve Terminated and Deleted User Profiles with Active App: These are user accounts that have been deactivated or deleted in Josys but still have active app access, posing a security risk.  You may revoke unnecessary access to reduce security risks. 

b) Apps: This section focuses on the apps that require actions. 

• Integrate approved apps:  Approved apps that have not yet been integrated into Josys for deeper insights.

• Categorize discovered apps: Unclassified apps discovered through monitoring (Shadow IT), requiring categorization (e.g., approved, ignored, or unapproved).

• Assign app owners: Apps are missing an assigned owner. Assign app ownership for streamlined operational control of the app. To assign the app owner, open the app instance.

Assign the App owner to the app.

• Update subscription end dates: This would show apps where subscription details are outdated or missing.

c) Access: This highlights the access control issues:

• Revoke privileged access from shadow accounts: Shadow accounts that have app access (like Super Admin, etc).

• Secure privileged access accounts without MFA: Privileged accounts are not protected by multi-factor authentication. You may implement multi-factor authentication to prevent unauthorized access to the apps.

• Reduce users with excessive privileged access: Users who have more access rights than necessary can be reduced to eliminate excessive costs. 

d) Licenses: This highlights the opportunities for cost optimization and cleanup:

• Reclaim underutilized licenses: Licenses are assigned to users who are not actively using the apps, leading to license wastage. You may revoke the licenses to reduce the unnecessary expense. 

• Revoke licenses from shadow accounts: Licenses assigned to Shadow accounts (unmanaged or unapproved accounts) should be revoked or reassigned. 

• Review unassigned licenses: Licenses that are paid for but not assigned to any users can be assigned to other users.

How can you improve the SaaS Management Score?

You can improve the SaaS Management Score by taking the necessary actions on the top contributing factors affecting the score. For this, click on the respective action button. You can also click > to view more factors. 

Shadow IT and License Management

This Scorecard also identifies potential Shadow IT — apps being used without IT approval — and helps in identifying underutilized user accounts to manage hidden license waste. 

1) Apps with Maximum Shadow Users: This chart highlights the number of User Accounts (in blue) and Shadow User Accounts (in red) using the apps. You can hover over the bar to view the exact number of Shadow User Accounts. 

For example, in the following image, Asana has  310  user accounts with 295 Shadow Users, which is 95.16% of all Asana user accounts. 

You can click on the bar to view the respective user account details.

2) Underutilized Accounts: This chart highlights the number of user accounts with underutilized or unused licenses. You can hover over the bar to view the exact number of underutilized accounts. 

For example, in the following image, Backlog has 50  user accounts with 1  underutilized account, which is 2.00% of all  Backlog user accounts. 

You can click on the bar to view the respective user account details.