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ServiceNow Licensing Drift Checklist

Fourteen checks across the four mechanisms that quietly expand a subscription between renewals. Run it six months before your renewal, not six weeks.

A ServiceNow subscription rarely grows because of one decision. It grows through four mechanisms that each look reasonable in isolation and are invisible in the systems most organisations use to watch cost. This checklist tests whether you would see them coming. The single most useful thing it can tell you is which of these four you cannot answer.

Nothing you enter leaves your browser. There is no form submission, no analytics on your answers, and no email required to see the result. These questions are about the state of your platform, so that matters.

Custom applications and tables

Nobody builds a custom table intending to change their licence position. Forty of them later, it is a renewal conversation.

  1. You have a current count of custom tables, and each one has a named owner.

  2. New custom tables pass a check that asks which licensed product they belong to.

  3. You know which of your custom applications fall under App Engine licensing.

  4. Business process running on custom tables is documented somewhere other than the table itself.

Fulfiller roles

Roles are granted far more casually than they are revoked, and licence counts are measured at a point in time.

  1. You can produce a current fulfiller count without asking your account team.

  2. Role revocation is attached to an existing process — a leaver flow, a project closure, a manager attestation.

  3. You track role grants against revocations over time, not just the current total.

  4. You know which roles carry a licence implication and which do not.

Asset entitlements

An entitlement loaded once, from a contract since renegotiated, reports compliance against terms that no longer exist.

  1. SAM and HAM entitlement records are reconciled against current contract terms at least annually.

  2. Someone owns the reconciliation, by name.

  3. You would find out about a vendor audit exposure from your own reporting rather than from the vendor.

Metered consumption

Integration volume grows with whatever a job was pointed at last quarter, and belongs to no department.

  1. You monitor Integration Hub transaction volume against what the integrations were designed for.

  2. Integrations are rate-limited, or at least alarmed, when volume changes materially.

  3. Machine and integration accounts are inventoried separately from human users.

0 of 14 answered

If the score was uncomfortable

We will tell you which findings are worth money.

Send us the result. We will say which gaps we would fix first, which we would leave alone, and whether you need outside help at all — including when you do not.

contact@tessivant.com