Cloud Solutions · Ultimo
Cloud Solutions Ultimo: Licence and Entitlement Review
Compare cloud subscriptions with the work your team actually needs to perform. Review entitlement, assignment and renewal decisions before removing or adding licences.
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Last updated: 12 October 2026
Start with capability needs rather than the invoice total
A cloud licence review for an Ultimo business should explain what each subscription enables. A lower invoice is not a useful outcome if an essential function disappears, while paying for unused capability may hide poor ownership. OnIT's cloud services include licence management and cost optimisation. Begin with the people, applications and administrative functions that rely on the current entitlements. The review should connect a commercial decision to a verified operating requirement rather than a product name alone.
Ask team managers which capabilities their staff use and which changes are planned. Include occasional workers, shared functions and administrative accounts where relevant. Distinguish a requirement from a preference or an old assumption. Some features may be depended on indirectly through security, integration or management processes that users do not see. Have the technical owner identify those relationships before deciding that a licence is unnecessary because the employee uses only a small part of the visible application.
Reconcile purchased subscriptions with actual assignments
Collect current subscription records, assignment information and the business roster. Match them carefully, noting different account names and workers who are on leave or changing roles. Record unassigned purchases, duplicate services and accounts that no longer have an obvious owner. An unrecognised account needs investigation rather than immediate removal. It may support a shared process, a vendor arrangement or a temporary transition that has not been explained in the commercial records.
Identify the purchasing channel and renewal owner for each subscription. A service bought through a reseller may follow a different change process from a direct purchase. Ask which agreement governs adjustments and when decisions need to be made. Verify current terms with the relevant supplier rather than assuming all subscriptions can be reduced immediately. Keep the commercial evidence protected and summarise the decision-relevant details in the review record for the people who approve spend.
Check feature dependencies before changing entitlement
For a proposed change, list the features that would be retained, altered or lost. Compare that list with the business requirements and current technical arrangements. Exact entitlements can change and depend on the chosen product, so verify them against current supplier information during the assessment. Do not rely on a remembered plan comparison. Ask the provider to identify any management, protection or integration function that could be affected even if the user's everyday document editing remains available.
Use a representative test where the change can be assessed safely. Confirm sign-in, required application tasks and relevant administrative processes. Record any prerequisites or separate purchases needed to preserve the agreed outcome. The business owner should understand the whole consequence, including support effort and transition work. A cheaper licence that introduces another subscription or manual task may still be appropriate, but the decision should be made with that trade-off visible instead of appearing later as an unexpected dependency.
Separate inactive accounts from data retention decisions
A person leaving the organisation creates several decisions: access, information handover, account state and subscription entitlement. Handle them together but do not treat them as identical. Ask the data owner what must remain available and through which approved process. Check platform behaviour and recovery implications before removing a licence or deleting an account. The correct sequence depends on the actual service and business requirements, so a general assumption about inactive users is not enough.
Document who authorises each change and how completion will be checked. Where a dormant account remains for a defined reason, record that reason and its review point. Where information needs transfer, nominate a recipient and confirm usability before closing the old arrangement. Keep credentials out of handover records. This approach allows the licence review to identify waste without turning a cost exercise into an accidental loss of business data or an unapproved extension of access.
Make the recommendation reviewable and reversible where possible
Present proposed changes as specific decisions with supporting evidence. Each should identify the affected subscription or account, business reason, dependencies, timing and approver. Separate confirmed savings opportunities from items awaiting supplier clarification. Avoid presenting uncertain estimates as a guaranteed invoice reduction. Ask how the next bill will be reconciled with the approved actions and who follows up discrepancies. Commercial completion is a different check from seeing the new assignment in the administration portal.
Keep a baseline of the relevant assignments and agreed operating requirements before changing them. Define what would trigger a review if users lose a required capability. Some commercial changes may not be immediately reversible under the applicable agreement, so establish that limit first. After implementation, confirm the representative tasks and update the subscription register. The review should leave a maintainable decision trail rather than a one-off spreadsheet whose recommendations cannot be connected to later purchases or staff changes.
Prepare an Ultimo cloud licence discussion
Bring the current roster, known subscriptions, purchasing contacts and planned staffing or application changes. Use OnIT's cloud solutions service to scope the entitlement assessment. Ask for the proposed checks on features, commercial terms and data handling, not just a list of unused accounts. Include the person who approves spend and the owners of affected business processes so the review can resolve requirements instead of passing technical questions back and forth after delivery.
For recurring oversight, align the register with managed IT onboarding, departures and service reviews. Your Ultimo business should be able to explain why a subscription exists, who uses its capabilities and when its next decision is due. Review material changes before renewal wherever practical. The result is clearer commercial ownership and better informed entitlement choices, with the evidence needed to preserve important work while adjusting subscriptions as the organisation's needs change over time.
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