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Group Usage

Software asset visibility by department

Every department uses critical applications. With group and user data synchronized from your directory, NYBS Group Usage shows which department is using which applicatio and for how longso you can manage availability, costs, and accountability.

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Enable software chargeback for your organization

Implement internal showback or chargeback models based on granular per-department usage data. By identifying precisely which cost centers consume specific applications, NYBS helps your organization move from estimated budget allocations to accountability based on real consumption.

Gain the intelligence needed to plan future acquisitions and maintenance renewals with precision. This software data visibility reduces license waste and ensures capacity is allocated where it is needed most, directly supporting long-term optimization.

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Add users and groups in the way that fits your environment

NYBS supports multiple ways to define users, groups, and cost centers, so reporting matches how your organization is structured.

Manual group creation (admins define groups and members)

CSV import (upload users/groups mapping)

License-server rules / policy file mapping (optional)

Read group hints from license server outputs (where available)

Directory synchronization (recommended) to align with organizational units and workgroups

Key Benefits

Make cost centers and departments visible

Department owners gain visibility into their own usage, and procurement gains a cross-department view. This makes it easier to decide whether to buy more licenses or reallocate existing capacity.

Don’t depend on self-reporting

Replace manual tracking with consistent, system-based usage reporting. Reduce the risk of inaccurate internal reporting and improve audit readiness.

Measure license consumption per department

Compare teams side-by-side to understand utilization, demand, and denials. Identify which departments consume the most, which features drive demand, and when peaks occur.

Enable re-harvesting and optimization

Spot unused capacity by group and encourage license re-harvesting or reassignment between cost centers. Optimize spend by reallocating rather than ‘holding’ licenses just in case.

Group Usage FAQs

How does NYBS know which department a user belongs to?

NYBS maps users to groups/departments using your preferred source, directory sync (recommended), CSV import, or manual group definitions. This keeps reporting aligned with your org structure and cost centers.

Can we support showback or chargeback by cost center?

Yes. Group Usage enables showback/chargeback reporting by department or cost center using real usage metrics like utilization, sessions, denials, and peak demand. You can export reports to finance or BI tools.

What if users belong to multiple groups or projects?

NYBS supports flexible mapping options. You can choose a primary department for reporting, create custom groupings (e.g., project teams), or report using multiple views depending on your policy and data model.

Can we control access so managers only see their own team?

Yes. You can configure role-based access so department owners and managers view only their relevant groups, while admins and IT/SAM teams maintain an organization-wide view.

Ready to see usage by department?

Book a demo to learn how NYBS Group Usage supports chargeback, optimization, and better license decisions across the organization.