What is Portfolio Overview?
Portfolio overview provides strategic perspective of your SaaS landscape. It helps you identify cost optimization opportunities and mitigate security risks associated with unauthorised application usage. By integrating your discovered applications with financial, user, and contextual data, you understand if your SaaS investments deliver optimal value.
It helps you:
Identify cost-saving opportunities
Mitigate security and compliance risks from unauthorized app usage
Understand the true value of your SaaS investments by combining discovered apps with financial, user, and contextual data
The data is organised into three core metrics groups:
- Cost & Savings - Your potential savings at a glance, based on estimated unused licenses.
- Risk & Compliance - Newly discovered apps can pose security and compliance risks. We highlight how many new or flagged apps exist. You can also add notes, e.g., “Check this app—may be risky.”
- Value Optimization - Quick overview on how well your apps perform using HEART scores.
How to Activate It
1. Open the Portfolio Overview: Click the logo in the Userlane Portal to access the Portfolio Overview. This is your central hub for tracking and evaluating your applications.
2. Initial state before CSV upload: Before uploading any data via CSV, the Portfolio Overview will display a snapshot:
Cost & Savings tab will display all your HEART-tracked applications, but no discovered apps will appear here until you upload the CSV for the first time.
Risk & Compliance tab: Displays newly discovered apps (first seen in the last 30 days).
3. Download the CSV: Click the pen icon to download a list of your applications in a CSV template contains:
All your HEART apps
All the apps that were discovered for your company.
Each application has an ID, and you can only update information for apps that already have one. It's not possible to add new applications via CSV. To add a new application to your list, go to the App Discovery section and click "Add Application".
4. Add Usage Info: The file includes columns you can edit. Fill in expected users and annual costs to your CSV. If you have already set user goals in HEART analytics, they will appear here.
5. Re-upload the CSV: Upload the updated file. Your Portfolio Overview will now reflect how well your apps are being used and calculate potential savings.
6. Flag Apps with Notes: Use the flag icon to mark any app and leave a note—for example, if it poses a risk and needs review. Your flagged apps will appear in the Risk & Compliance tab.
How it is calculated?
Potential savings | Potential savings refer to the cost associated with unused licenses. This is calculated by multiplying the number of inactive users by the cost of their respective licenses. Only applications with a utilization rate below 75% are included in this calculation. |
Underutilized applications | Number of applications with fewer users than expected, where utilization is less than 75%. |
| New apps discovered | All applications that were discovered in the last 30 days. |
| Value optimisation | 'On Track' signifies high-performing applications, 'Room for Improvement' identifies areas for optimization, and 'Needs Attention' flags applications requiring immediate intervention. It is calculated based on HEART scores of these apps. |