Zylo

At 120 days before renewal, it's critical to engage your application owners. Zylo enables you to track who you app owners are so you're not scrambling when it comes time to kick off your renewal process. 

Engaging Applications Owners at Renewal

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Learn how to make the most of the Zylo platform with these product tips, just for Zylo customers!

Thom McCorkle: I'm Thom McCorkle, director of Product Marketing at Zylo. This is our second tip in the renewal milestone series, and today we're focused on what you need to do 120 days before your renewal. During this phase, you're going to open up your contracts, you're going to review them for what terms are in there, look for things like auto renewals or notification periods to make sure that if you're planning to make a change, you have the ability to do so. But really importantly, this is where app owners come in.Thom McCorkle: Application owners are a critical part of your renewal process. Obviously they're driving that decision of, are we going to renew this tool? Are we planning to add functionality or users? But there's going to be a number of different touch points around things like usage and benchmarks that they're going to be really important to know who those folks are. So naturally, how do we identify apps early on where we don't have owners identified? Ultimately, we want to prevent a scramble.Thom McCorkle: So let's take a look inside of Zylo, how to do that. I've set up two sets of filters here. The first one we're going to look at is all of those applications renewing in the next 90 to 120 days where we don't have an owner. Simple. Now, go down that punch list. We're going to talk about some strategies to use the data inside of Zylo to find out who those owners are here in just a little bit. The other thing that I want to call your attention to is this report where we're showing application owners that have left the business. So you don't want to think that you're good to go, ready to start things off, and then suddenly you realize you're talking to somebody who's no longer an employee. Now, it's a best practice to keep your owners fresh and up-to-date setting thresholds in terms of where you want that line to be, that you want to track a hundred percent owners all the time. But reality is that's not always the case, and it's not always realistic. So at minimum, make sure that you're updating this 120 days out from renewal so you can keep track of all of those processes that you need to.Thom McCorkle: All right. So you've identified apps that don't have owners. How do you find out who might be the owner of this tool? Well, we can proactively review the data inside of Zylo to look at a few key things. You can open up the contract. Who is the contract owner? Who signed the agreement, or the purchase order? Or the purchase request? Who made the ask to buy this software in the first place? If you have AP data, you can look at the cost center that's being charged, or if it's an employee expense, who's the person expensing that application. And then finally, our last area to go look is look at the departments who are using those tools and reach out to those leaders.Thom McCorkle: All right. So having this data is going to be critical for this next milestone that we're kicking off, but there's some other benefits to tracking owners inside of Zylo that I want to make sure that we're calling out. We're talking about renewals. Well, Zylo supports renewal alerts. So you can be sending proactive automatic alerts to these users and providing context that they need all throughout your renewal process across all of your applications. Next up is views. Inside of Zylo, you can set up a view and support it with permissions, really control users can see and do inside of the platform. That can help give proactive visibility into the apps that they own, as well as those upcoming renewals and where they might have inactive licenses, they might want you to reclaim. There's payment alerts. So especially when you have apps where sometimes there's overages on a monthly basis, a lot of owners want to get payment alerts so they can know if they had maybe an overrun on what they expected to spend. All right.Thom McCorkle: So how do you get started? We'll check out the knowledge base for best practices and reach out to your CSM if you have any questions. Stay tuned for our next tip where we'll talk through the license management activities that need to happen at 90 days out from renewal.