Report on contract spend and usage

Once you have added contract details to Trelica, you can use that information to assess your planned spend, compare that spend to your actual expenditure, and ensure your contracts are right-sized for your needs.

Contract value

You can view the total contract value (TCV) and annual contract value (ACV) for each app from the Applications inventory and from the Contracts tab on the individual app profile. The total contract value is the sum of all active contracts or line items associated with the app. Any past or future contracts are not included in the total value.

You can compare the total contract value to actual expenditure from each app's Spend tab. If actual spend is greater than the contract value, this is highlighted. This can help you identify discrepancies, including licenses that are being expensed rather than procured via a contract.

You can also use Reports to view contract values in different contexts:

• Open the Spend by app report and change the Values selection to Contract value to view contract values for each app, app owner, or other app attributes. 
• Create a new Spend insight pivot table or chart to view contract value alongside spend or user count, and break the data down by any app attribute.

Usage and cost per user

Comparing the number of users you are paying for to the number of people actively using an app allows you to ensure contracts are right-sized for your business.

You can report on the number of people actively using particular apps by adding integrations or importing the data manually. A summary of this data is then displayed in a "Utilization" chart on the app profile.

If the integration (or imported data) includes the type of license assigned to each app user, the Utilization chart is broken down by license. If license data is not available, a single "Users" bar is displayed. 

For apps with subscription or per-user contracts and accurate usage data, you can associate utilization with a contract in order to calculate the cost per user:

1. From the Applications inventory, open the app profile and select the Overview tab.
2. Under Utilization, select the relevant license (or the "No license" bar) and click Edit. 
3. Under Linked contract items select the relevant subscription or line item for the app. 
4. Click Save. The Utilization chart is updated to show the cost per user.

Alternatively, you can enter cost information for a license without linking the license to a contract. From the Utilization chart, edit the relevant license and enter the cost per user directly. Note that if you link the license to a contract and then manually edit the license costs, this updates the cost per user without updating the contract itself. 

Once you have linked licenses to contracts or added license cost information, you can view the cost per year for each user from the app's Users tab. You can also view the total cost of app licenses for an individual from the People directory.

You can use the People insight report (available from the Reports page) to view the cost per year or per month broken down by team, cost center, and other attributes.

For more information about how user engagement levels are determined and using workflows to optimize license allocations, see Optimize app licenses with Trelica.