This section captures the foundational metadata required to identify the software vendor, platform, and contractual framework governing the subscription renewal.
Vendor Legal Entity Name
Platform Commercial Name
Platform Version or Iteration
Platform Category
Enterprise Resource Planning (ERP)
Customer Relationship Management (CRM)
Human Capital Management (HCM)
Supply Chain Management (SCM)
Business Intelligence & Analytics
Cybersecurity & Identity
DevOps & Development Tools
Enterprise Collaboration
Financial Management
Project & Portfolio Management
Data Management & Integration
Other
Active Contract ID
Master Agreement ID (if applicable)
Contract Start Date
Contract End Date
Contract Type
Enterprise License Agreement
Subscription Services Agreement
Cloud Services Agreement
Perpetual License with Maintenance
Trial/Proof of Concept
Consumption-Based Agreement
Vendor Account Manager Name
Vendor Account Manager Email
Vendor Support Portal URL
Internal Procurement Owner
Procurement Owner Email
Security & Compliance Certifications Held by Vendor
ISO/IEC 27001
SOC 2 Type II
GDPR Compliant
HIPAA Compliant
FedRAMP Authorized
PCI-DSS Level 1
CSA STAR
None
Other
Does this platform have specific Data Residency Requirements?
Does the contract contain an Auto-Renewal Clause?
This section performs a detailed telematic analysis of license consumption, utilization patterns, and identifies optimization opportunities through true-up calculations.
Total Licenses Provisioned (Contractual Entitlement)
Total Active Assigned Licenses
Unallocated/Unused License Pool
Primary License Model
Named User Subscription
Concurrent User License
Floating License Pool
Device-Based License
Usage-Based Metering
Hybrid Model
True-Up Period Start Date
True-Up Period End Date
Average Monthly Active Users (MAU) During Period
Peak Concurrent Usage Recorded
Did usage exceed contractual thresholds during the period?
Overall Feature Utilization Rate (1=Minimal, 5=Comprehensive)
Departmental License Allocation & Utilization Matrix
Department Name | Assigned Seats | Active Users | Utilization % | Days Since Last Activity | Recommended Action | |
|---|---|---|---|---|---|---|
Engineering | 150 | 142 | 94.7 | 3 | Retain | |
Marketing | 45 | 38 | 84.4 | 12 | Reallocate | |
Sales | 120 | 95 | 79.2 | 18 | Reclaim | |
Number of Under-Utilized Licenses (<50% utilization)
Number of Over-Utilization Incidents (>100% concurrency)
License Reclamation Candidates Identified
New Seat License Requests for Renewal Period
License True-Up Calculation & Cost Impact
Adjustment Type | Current Count | Proposed Count | Net Change | Unit Cost | Total Adjustment Cost | |
|---|---|---|---|---|---|---|
Base License Renewal | 315 | 315 | 0 | $1,200.00 | $0.00 | |
True-Up Additional Seats | 0 | 25 | 25 | $1,200.00 | $30,000.00 | |
Reclaimed License Credit | 0 | -15 | -15 | $1,200.00 | -$18,000.00 | |
$0.00 | ||||||
$0.00 | ||||||
$0.00 | ||||||
$0.00 | ||||||
$0.00 | ||||||
$0.00 | ||||||
$0.00 |
This section identifies and mitigates Shadow IT risks while validating cross-functional business requirements and integration dependencies.
Has a Shadow IT Discovery Assessment been completed for this platform?
Which Departments have confirmed ongoing business need?
Information Technology
Finance & Accounting
Human Resources
Sales & Business Development
Marketing & Communications
Engineering & R&D
Operations & Supply Chain
Legal & Compliance
Customer Success
Executive Leadership
Cross-Functional Integration Dependency Mapping
Are there redundant or overlapping platforms identified?
Platform Integration Criticality Assessment
Mission-Critical (Business Operations Stop)
Business-Essential (Significant Impairment)
Productivity-Enhancing (Efficiency Loss)
Nice-to-Have (Minimal Impact)
Has an alternative platform evaluation been conducted?
Data Silo & Governance Risk Assessment
No Risk | Low Risk | Medium Risk | High Risk | Critical Risk | |
|---|---|---|---|---|---|
Creates isolated data repositories | |||||
Lacks centralized audit logging | |||||
Violates data classification policies | |||||
Impairs master data management |
Does this platform align with Single Source of Truth (SSOT) principles?
I confirm that departmental business justification has been documented and reviewed
This section captures commercial terms, pricing negotiations, budgetary impact, and financial governance for the renewal period.
Current Annual Subscription Cost (Baseline)
Proposed Renewal Term
1 Year
2 Years
3 Years
5 Years
Month-to-Month
Flexible Term
Negotiated Pricing Tier for Renewal
Enterprise Tier
Business Plus Tier
Professional Tier
Standard Tier
Starter Tier
Custom Negotiated Tier
Annual Escalation Rate % (0-100)
Total Renewal Cost (Including True-Ups & Adjustments)
Is formal budget approval secured?
Budget Allocation Source
Departmental OPEX Budget
Central IT Budget
Strategic Initiative Fund
Project-Specific Budget
CIO Discretionary Fund
Cross-Charge Departmental Allocation
Primary Cost Center Code
Does this renewal involve internal chargeback or cost allocation?
Has a Total Cost of Ownership (TCO) analysis been completed?
Estimated ROI % for Renewal Period
Price Competitiveness Score vs Market Benchmark (1=Poor, 10=Excellent)
Alternative Vendor Pricing Benchmark (if applicable)
Is there a price increase from the current contract?
Have early renewal incentives or multi-year discounts been captured?
This final section ensures technical and executive governance approval before authorization of the renewal transaction.
Has Enterprise Solutions Architect completed technical review?
Technical Architecture Fit Score (1=Poor Fit, 5=Perfect Fit)
Has Security Architecture Review been completed?
Integration Complexity & Technical Risk Level
Low Complexity (Standard Integration)
Medium Complexity (Custom APIs)
High Complexity (Multi-System Orchestration)
Very High Complexity (Legacy System Bridge)
Scalability & Performance Assessment for Renewal Term
Does the CIO approve this renewal authorization?
Enterprise Solutions Architect Digital Signature
Chief Information Officer (CIO) Digital Signature
Final Authorization Timestamp
Upload Supporting Documentation (Architecture Review, Vendor Quotes, Budget Approval)
Escalation Contact for Implementation