Key Takeaways
- Application portfolio management (APM) is the practice of inventorying every application your organization uses, scoring each on usage, cost, and overlap, and deciding what to keep, consolidate, or retire.
- Build the inventory from SSO sign-in data and contract records, not manual surveys. Surveys go stale and miss shadow IT.
- Frameworks like Gartner's TIME model (Tolerate, Invest, Migrate, Eliminate) turn the inventory into decisions.
- Usage and contract data together expose shelfware and overlapping purchases, the fastest consolidation wins for mid-market IT teams.
What is application portfolio management?
Application portfolio management (APM) is the practice of taking inventory of every application your organization runs, evaluating each one on usage, cost, risk, and overlap, and deciding what to keep, consolidate, or retire. For a mid-market IT team, it turns a sprawling app list into concrete consolidation decisions. The discipline dates back to the late 1990s, when organizations first built application inventories in response to the Y2K problem.
APM has become a standard IT framework and process organizations use to manage, evaluate, and optimize their entire collection of software applications through application rationalization. It involves assessing the value, cost, and risk of each application in an organization’s portfolio to make informed decisions about investment, maintenance, or retirement.
What is an example of an Application Portfolio Management framework?
A practical example of an Application Portfolio Management (APM) framework is the Gartner TIME (Tolerate, Invest, Migrate, Eliminate) model. This framework helps organizations categorize their applications based on their performance, strategic value, and potential future usefulness.
- Tolerate: Active applications that suit their purpose but may not add substantial value or require prompt investment. These stable applications do not pose significant risks but may be slated for future evaluation. An example of this is a basic CRM platform for sending emails.
- Invest: in high-impact applications that are crucial to the organization’s functions and have the potential for additional growth. These applications should be aligned with the company’s key goals and may benefit from further investment into their rollout to maximize utility. A sales CRM vendor is an example of this.
- Migrate: These are likely legacy applications that no longer satisfy the company’s needs but still hold some value. They must be upgraded, replaced, or migrated to a more modern platform to continue delivering value efficiently. An example of this would be an outdated CMS.
- Eliminate: Low-value or redundant applications that no longer contribute to the organization’s goals and should be retired. Removing these applications can free up resources and reduce portfolio complexity and risk.
By categorizing applications using the TIME model, organizations can systematically address each application’s needs and strategically manage their portfolio for optimal performance and alignment with business objectives.
What is an Application portfolio management example?
Now, imagine a scenario where you’re about to go shopping for groceries on a Sunday afternoon. Before you start, you open your fridge and pantry to take inventory of your current stock. This way, you know what you need to purchase at the store.
Let’s utilize a standard Application Portfolio Management (APM) framework to act on this scenario.
- Take inventory: Just like you list all the items in your pantry, create a spreadsheet of all the applications used in your organization, or skip the survey and build the list from your SSO provider’s sign-in data and your contract records. This helps you know what you have, including the shadow IT nobody reported.
- Assess the value of each app: In the grocery example, determine which items are needed for your upcoming week and which are nice to have. For your applications, evaluate each app’s ROI in terms of business value, cost, and risk.
- Retain the essential applications: When shopping, you buy staple items you enjoy every day, like bread, milk, and eggs. Similarly, retain applications that are crucial for your business operations.
- Update or modify apps that are somewhat useful but not a perfect fit: Just as you might find substitutes for items on sale or try new recipes, consider updating or modifying applications that are useful but not often used or a good long-term solution.
- Eliminate or retire apps that no longer serve their purpose. You wouldn’t buy groceries that you don’t need, so remove redundant or obsolete applications.
- Use these steps to guide future application purchases: After organizing your pantry, you have a better idea of what you need for the future. In the same way, use your updated application portfolio to navigate future software purchases.
What You Can Accomplish with Application Portfolio Management (APM)
There are numerous benefits to adopting APM in your organization. IT leaders, including Enterprise Architects, DevOps Engineers, and IT Managers, can expect notable achievements such as improved performance, enhanced monitoring capabilities, and more efficient resource allocation.
- Cost Savings: Businesses can considerably lower licensing and maintenance costs by identifying and retiring unused or redundant applications within their vendor ecosystem.
- Improved Efficiency: Enabling the application portfolio provides better resource allocation and reduces operational complexity.
- Enhanced Decision-Making: Insights from APM tools such as License Logic enable better strategic planning and investment decisions in areas such as contract renewals and vendor management.
- Compliance and Security: Regular assessment and monitoring of applications enhance compliance with industry standards and reduce security risks.
- Innovation and Agility: With a leaner, more efficient application portfolio, businesses can pivot faster when the market changes and new opportunities arise.
The waste these programs target is not hypothetical. In License Logic’s interviews with 80 mid-market executives, 50% reported wasting 20% or more of their license spend on unused licenses, and 49% said they lack centralized visibility into their SaaS stack.
The Challenges of Application Portfolio Management
Despite its numerous benefits, implementing an effective Application Portfolio Management (APM) strategy poses several challenges. One of the biggest challenges lies in the vast scope and complexity of tracking and managing various applications, particularly in large organizations with multiple departments. Each application typically has its own set of licensing terms, maintenance schedules, and varying degrees of importance to core business operations.
Another significant challenge is accurately evaluating each application’s value, cost, and risk. This requires ongoing and thorough assessment, often necessitating input from cross-functional teams to provide insights into application usage and performance. Shadow IT makes this harder: applications bought outside of IT never make it into the inventory in the first place. Additionally, organizational resistance to change can hinder the process, with stakeholders often reluctant to retire familiar legacy systems or invest in new technologies.
Integrating data from disparate sources to maintain a comprehensive overview of the application portfolio, enterprise architecture, and the broader business landscape is also daunting. Effective asset management becomes crucial in ensuring all components align with strategic objectives. The need for robust tools and frameworks to streamline these processes is evident, and without them, organizations may struggle to achieve optimal results from their APM initiatives.
Despite these challenges, the potential rewards make it worthwhile for organizations aiming to enhance operational efficiency and align strategically. If you want software to do the heavy lifting, see how License Logic approaches SaaS license management.
Stakeholder Questions You Can Answer with APM
Which apps merit investment, and which should be discontinued?
APM helps organizations prioritize applications that bring the most value and align with their strategic goals. By assessing each application’s ROI, stakeholders can make informed decisions about future investments.
Are any applications failing to support our business capabilities adequately?
Through APM, businesses can analyze how well each application supports their current and future business capabilities. This enables them to identify any gaps and take appropriate actions such as retiring, updating, or replacing applications.
Which applications are essential, and are there any gaps or redundancies?
Assessing the value of each application helps identify critical applications that drive business operations. By doing so, organizations can also uncover any gaps or redundancies in their portfolio, leading to better resource allocation and cost savings.
Is our application portfolio evolving in the right direction to meet future strategic goals?
With APM, organizations can regularly assess their application portfolio and track progress toward their strategic goals. This ensures that the portfolio is aligned with the company’s objectives and can adapt to changing business needs.
Reasons to Use Application Portfolio Management
Application Portfolio Management (APM) offers numerous advantages that can significantly impact your organization’s efficiency, cost-effectiveness, and strategic alignment. Here are some of the key reasons to consider adopting APM:
Cost Optimization
- Identify Redundant Applications: APM enables organizations to identify redundant, obsolete, or underutilized applications.
- Eliminate Unnecessary Costs: By removing shelfware and consolidating the overlapping purchases that pile up after headcount growth, businesses can reduce licensing, maintenance, and support costs.
- Efficient Resource Use: Streamlining the application portfolio allows for better allocation of budget and resources.
Increased Efficiency
- Rationalize Application Landscape: APM helps reduce the complexity of IT environments.
- Improve System Performance: Simplified systems lead to better performance and reliability.
- Focus on Innovation: IT teams can prioritize innovation and strategic initiatives over routine troubleshooting and maintenance.
Enhanced Decision-Making
- Comprehensive Insights: Gain detailed information on application usage, performance, and value.
- Informed Stakeholder Decisions: Stakeholders can make better decisions regarding upgrades, replacements, and new investments.
- Align with Business Objectives: Ensure the application portfolio aligns with business goals and delivers maximum ROI.
Compliance and Risk Management
- Regular Assessments: Conduct frequent reviews to comply with industry regulations and standards.
- Enhanced Security: Understand the security posture of each application to reduce the risk of data breaches and cyber threats.
Business Agility and Innovation
- Quick Adaptation: A lean and optimized application portfolio allows for rapid response to market changes.
- Seize Opportunities: Efficient operations free up resources for innovative growth initiatives.
- Stay Competitive: Keep ahead of the competition with a dynamic and responsive IT environment.
Better Alignment with Business Goals
- Support Strategic Objectives: Ensure every application in the portfolio contributes to organizational goals.
- Continuous Evaluation: Regularly assess and realign the application landscape to drive desired business outcomes.
- Long-Term Success: Confidently make IT investments that foster sustained growth and innovation.
By leveraging these benefits, organizations can achieve a more streamlined, cost-effective, and strategically aligned application portfolio, paving the way for sustained growth and innovation.
Want to see how this works for your company?
Book a 15-minute demo to see how License Logic builds your application inventory from SSO sign-in data and contracts.
Getting Started with Application Portfolio Management
Implementing Application Portfolio Management (APM) successfully requires a structured approach and organizational commitment. Here are some essential steps to guide the implementation process:
- Establish Clear Objectives: Define what you aim to achieve with APM. Whether it’s cost reduction, increased efficiency, or better compliance, having clear objectives will guide your efforts and keep the team focused.
- Engage Stakeholders Early: Involve key stakeholders from the beginning. Their insights and support are crucial for understanding the organization’s needs and ensuring successful adoption. This includes IT, finance, procurement, and end-users.
- Conduct a Comprehensive Inventory: Start with a thorough audit of all applications. Document each application’s purpose, usage, cost, and associated licensing terms. This inventory serves as the baseline for all APM activities. Our application inventory guide walks through building it from SSO and contract data instead of surveys.
- Evaluate Applications: Assess each application against your objectives. Evaluate business value, cost, risk, and alignment with strategic goals. This will help identify which applications to retain, update, or retire. A structured app rationalization template keeps the scoring consistent.
- Develop a Roadmap: Create a detailed action plan for your APM initiative. This roadmap should outline timelines, resources, and key milestones. It should also include a change management plan to address potential resistance.
- Leverage APM Tools: Utilize dedicated APM software to streamline the process. Tools like License Logic provide valuable insights, automate tracking, and facilitate decision-making, making it easier to manage the application lifecycle.
- Implement and Monitor: Begin implementing changes according to your roadmap. Monitor progress regularly and make adjustments as necessary. Continuous assessment and improvement are key to maintaining an optimized application portfolio.
- Communicate and Train: Keep stakeholders informed about the progress and benefits of APM. Provide training to ensure everyone understands new processes and tools. Effective communication and education are vital for sustained success.
By following these steps, organizations can overcome the challenges associated with APM and reap the full benefits, such as cost savings, improved efficiency, and better strategic alignment.
Additional Resources
Conclusion
Application Portfolio Management (APM) is an essential strategy for modern organizations looking to optimize their IT environments. By identifying and eliminating redundant applications, businesses can achieve significant cost savings and allocate resources more efficiently. The simplification of application landscapes leads to enhanced system performance, allowing IT teams to shift their focus from routine maintenance to innovation and strategic growth. APM also provides comprehensive insights that empower stakeholders to make informed decisions, ensuring that the application portfolio aligns with business objectives and complies with industry regulations.
Adopting APM not only mitigates risks associated with outdated and insecure applications but also enhances business agility. A streamlined application portfolio enables rapid adaptation to market changes, fostering a culture of continuous innovation and competitiveness. By aligning IT investments with strategic goals, organizations can drive sustained growth and long-term success.
Start with the inventory, score what you find against usage and contract data, and make one consolidation decision at a time. That is the whole practice.
Frequently asked questions
What is the difference between application portfolio management and a CMDB?
APM looks at applications through a business lens: what each app costs, who actually uses it, and whether it overlaps with something else, so you can decide what to keep or retire. A CMDB is an IT service management repository that tracks configuration items and their dependencies. Most mid-market teams need the APM view first, because a CMDB answers operational questions, not spend and consolidation questions.
How do you build an application inventory without manual surveys?
Pull sign-in data from your identity provider (Okta, Microsoft Entra, or Google Workspace) to see which apps employees actually use, then match it against your contracts and spend data. Surveys go stale quickly and miss shadow IT. Tools like License Logic build and refresh this inventory automatically from read-only SSO integrations.
How do you find apps that are not behind SSO?
SSO logs only cover applications connected to your identity provider. To close the gap, reconcile card and ERP spend (for example, Ramp or NetSuite transactions) against your app list, and consider an optional desktop agent for usage visibility on the rest.
How often should you review your application portfolio?
Continuously for usage and spend, and at minimum ahead of every renewal. A 90-day pre-renewal review gives you time to cut shelfware or consolidate overlapping tools before a contract auto-renews.