Microsoft 365

Use the Microsoft 365 pages to find optimization opportunities for your subscription utilization and costs.

Description

Microsoft 365 contains information on the subscription plans, user activity, and costs for the cloud service. The information is imported from the Microsoft 365 portal via the Snow Integration Connector for Microsoft 365. The Subscriptions, Users, and Cost pages let you drill down into activity, availability and spend for all your Microsoft 365 subscriptions and users, to find optimization opportunities and potential cost savings.

The Overview page relates the most important messages for the following metrics:

  • Subscriptions: Shows how many of your subscriptions that have been provisioned (assigned) to a user.

  • Users: Shows how many of the users with provisioned subscriptions that have been active within the last 90 days.

  • Spend: Shows how much you spend on unprovisioned (unassigned) subscriptions and inactive users.

  • Subscription utilization: Shows how well you utilize each subscription with user-based metrics, divided into active users, inactive users, and unprovisioned (unassigned) subscriptions.

The Insights show the potential cost savings and optimization opportunities for your Microsoft 365 subscriptions specifically, and link to the corresponding report. The Reports tab lets you directly explore and export all reports related to Microsoft 365.

Changes from Snow License Manager 9.12

After installation of Snow License Manager 9.12, when the O365 service is started, migration of historic data for user activity starts automatically. The migration is only executed once, at this first start of the O365 service. The Subscription utilization chart on the Activity page shows accurate data, including inactive users, only for periods occurring after installation of Snow License Manager 9.12. Historic data from before the installation of Snow License Manager 9.12 shows only active users and the numbers are approximate, only used to show trends.

Refer to Microsoft 365 functionality for more information on the migration of user activity historic data.

Prerequisites for accurate statistics and insights

To get the most value out of the Microsoft 365 feature, with accurate statistics and insights, cost periods must be added manually and Microsoft 365 users should be linked to inventoried users:

  • Information imported from the Microsoft 365 portal only contains the total number of subscriptions and the number of subscriptions that have been assigned to users. There is no information about the costs for the Microsoft 365 subscriptions in the portal, so to get accurate statistics and insights, the cost periods must be added manually.

    Refer to Manage cost periods in Microsoft 365 on how to add, edit and delete cost periods on the Cost page.

  • To automatically detect license coverage of applications, users gathered from the inventory sources and the Microsoft 365 portal users must be linked. The usage of on-premise applications can then be connected to the corresponding user and subscription plan.

    Manual linking and unlinking is done on the Link users page. Refer to Manage user linking in Microsoft 365 on how to set up automatic linking, manually link users, and unlink users.

Characteristics

The Microsoft 365 pages present data in charts and tables. Several filters are available.

Filters

There are several types of filters available to filter data in charts and tables.

  • Portal filter

    Select a Microsoft portal to filter data from. The filter affects all pages that display data from the chosen portal: Overview, Subscriptions, Users, Cost. The filter can be selected from all of those pages.

  • Subscription filter

    Select one or multiple subscriptions to filter data on in the At a glance chart or in subscription and cost charts. The filter contains subscriptions that have user-based metrics. The filter only affects the chart.

  • Annual filter

    Select a year to filter data on in charts. The filter only affects the chart.

  • Column filter

    Search in a column to filter data in tables. The filter only affects the table.

Charts

Charts show a brief summary of several metrics or a monthly breakdown of the item for the selected metric.

Page

Chart

Description

Overview

At a glance

Shows a graphical summary of the most important areas:

  • Subscriptions: The rate of provisioned subscriptions to total amount paid for.

  • Users: The rate of user activity on provisioned subscriptions.

  • Annual/monthly spend: The rate of overspend on unprovisioned (available) subscriptions and inactive users.

Overview

Subscription availability

Shows all subscriptions with user-based metrics in a compound chart per subscription plan of assigned, unassigned, and overassigned subscriptions.

Overview

Subscription activity

Shows all subscriptions with user-based metrics in a compound chart per subscription plan of active users, inactive users, and unknown usage.

Unknown usage means that activity cannot be monitored.

Subscriptions: Activity

Subscription utilization

Shows a monthly breakdown, with historic data, of active and inactive users and unknown usage for provisioned (assigned) licenses.

  • Active users: active less than 90 days ago (for monitored subscriptions)

  • Inactive users:

    • active more than 90 days ago (for monitored subscriptions)

    • no activity recorded (for monitored subscriptions)

  • Unknown usage: activity cannot be monitored for the subscriptions

Subscriptions: Availability

Subscription availability

Shows a monthly breakdown of provisioned, unprovisioned, and overassigned subscriptions.

Subscriptions: Activity details / [subscription name]

[subscription name]

Shows a monthly breakdown of user activity and amount of unlinked users for the subscription.

Users

Users

Shows a monthly breakdown of active and inactive users for all Microsoft 365 subscriptions with user-based metrics.

Cost

Subscription cost

Shows a monthly breakdown of the costs for active and inactive users and unprovisioned subscriptions.

Shows historical data if available.

Cost details / [subscription name]

Subscription utilization

Shows a monthly breakdown of the costs for active and inactive users and unprovisioned subscriptions.

Shows historical data if available.

The data below the chart show:

  • Cost for unprovisioned subscriptions and provisioned subscriptions for the current month.

  • Cost for provisioned subscriptions divided into inactive and active users.

  • Accumulated total cost per month, if historical data is available.

Costs for inactive users and unprovisioned subscriptions highlight potential cost savings.

Tables

Tables show a detailed breakdown per item for the selected metric with additional column data.

Page

Table

Description

Subscriptions: Activity

Subscription activity details

Shows a breakdown of user activity, with data based on the latest import from the Microsoft 365 portal.

The column Inactive users indicates a potential subscription optimization opportunity. It consists of:

  • Users for which no activity has been recorded (for subscriptions checked in the Monitored column).

  • Users that were active more than 90 days ago.

Subscriptions: Availability

Subscription availability details

Shows a breakdown of provisioned and unprovisioned or overassigned subscriptions.

Subscriptions: Applications

Applications

Shows a breakdown for all Microsoft 365 applications, their user activity, and the corresponding subscriptions.

Subscriptions: Activity details / [subscription name]

[subscription name]

Shows a breakdown of all users and their activity in the selected subscription applications.

Users

User details

Shows a breakdown of all users and their latest activity in any subscriptions with user-based metrics.

Users / [user name]

Subscription

Products

Shows a list in respective tab of the user's subscriptions and products and their activity in them.

Cost

Subscription cost details

Shows a breakdown of costs for all subscriptions.

The column Overspend shows a summary of the costs for inactive users and unprovisioned subscriptions, which indicates potential cost savings.