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SaaS Ops Software Definition: What is SaaS Operations Management Software?
SaaS Operations Management (often simply called "SaaS Ops Management" or "SaaS Ops") refers to the organization of operational processes related to cloud Software-as-a-Service systems in businesses.
Mainly, it includes the complete capture, management, monitoring, use optimization, user/workflow support, and security of corresponding solutions. The research, acquisition, and (long-term) expenditure planning of SaaS services may also be part of SaaS Ops Management.
To efficiently handle all these tasks, a SaaS Operations Management software is typically used (often also simply referred to as "SaaS Management Software" or "SaaS App Management Software"). It serves as a central point where all organizational tasks related to the SaaS applications used in the respective business converge. This way, the tasks in question can be handled efficiently and securely.
SaaS Ops software primarily provides management and analytics features. However, it can also include components of SaaS spend management platforms or SaaS or cloud security software.
Why should companies use a SaaS Operations Management platform?
An increasing number of companies are using software in the cloud. Statista concludes from an extensive survey that SaaS revenue in Germany alone will rise to nearly 18 billion euros by the year 2027. An annual increase of 8.99 percent is expected. A 2022 Gartner study suggests that spending of more than 210 billion US dollars can be expected in the global market in the coming years.
Companies are not only more frequently using new SaaS - more and more license-based software is also being transferred to the cloud. Software-as-a-Service is steadily becoming the most important type of system delivery, through which companies support their businesses technologically. The opportunities that SaaS provides undoubtedly bring many benefits. At the same time, however, this development also brings new challenges.
SaaS tools make bottom-up purchasing decisions easier: Gone are the days when the IT team had to first free up appropriate resources for a new solution and authorize it. Generally, fewer resources are needed to acquire, implement, and maintain SaaS programs than with the traditional on-premise approach.
On the other hand, there is now (at worst) no or only a very inaccurate overview of which applications are being used company-wide. Many solutions are booked without official approval, quickly implemented independently (the often simple SaaS structures make it possible), and, if things go really poorly, hardly used at all. Such shadow software or shadow IT consumes enormous amounts of company capital each year. In addition, these programs can force security gaps at various levels. The larger the business, the greater the risk of shadow IT tends to be, and the more extensive the losses.
A suitably adapted and properly used SaaS Ops Management software can effectively counteract this. Ideally, no software purchase takes place without the program's involvement. SaaS solutions purchased through the system can ultimately be managed long-term and just as concretely monitored for their benefit to the company and for their security.
Companies that use multiple SaaS services should also rely on SaaS Ops software, apart from the dangers that shadow IT poses. After all, such a solution generally makes it easier for those responsible to keep an eye on everything and support the effectiveness of SaaS products, as well as safe handling of them.
Lastly, onboarding benefits both for new systems and new employees. A SaaS Operations Management app can help set up standardized workflows for important SaaS applications. Through these, new systems can more effectively be integrated into established processes. As a result, employees can adapt to the tools relatively easily and quickly. Of course, this also offers the opportunity to better introduce new colleagues to the existing software stack.
The security and compliance of the entire SaaS infrastructure and programs or processes related to it are also optimized. This is because security standards governing the tools used and relevant usage policies can be ideally established and their compliance monitored via a SaaS Ops software.
How does SaaS Operations Management software work?
How SaaS Operations Management software works is, of course, largely determined by the features and tools it includes. The following areas are usually covered by more comprehensive solutions.
SaaS Management: With SaaS Ops software, those responsible can organize different workflows for approving SaaS providers, renewing and terminating contracts, and onboarding and unsubscribing from SaaS employee licenses. Unused or duplicate applications are clearly identified and eliminated. Ideally, IT managers will have a complete overview of the SaaS landscape and when, how, and with what result each SaaS tool is used. Suitable software may also include tools for implementing SaaS.
Audits and Reporting: One of the most important functions of SaaS Management software is reporting. Appropriate reporting features help those responsible track everything that happens in the company's SaaS environment. Here, critical data comes available, providing information about the use and appropriateness of individual SaaS solutions and the entire stack. Thus, companies can reduce and get rid of unnecessary or unused licenses, or identify potential for additional tools. The SaaS Ops program and the measures taken there can also be analyzed.
Policy Management: Specific policy management functions enable the creation and management of SaaS policies within the company and their smooth establishment. Such rules help employees (the end-users of the SaaS programs) to use and maintain the SaaS landscape properly and fully to the benefit of the business in their daily work.
Security Features: SaaS services always involve specific security risks. Especially when employees use shadow IT or SaaS tools without permission, serious threats can arise. Such shadow programs can be excluded by controlling the SaaS Operations Management system. Access rights to critical systems can also be appropriately managed via SaaS Ops software. Some solutions can even add additional encryption over the security measures of individual SaaS providers.
Role-based System Assignments: SaaS Ops management programs enable those responsible to assign roles and responsibilities to employees from a central location, depending on their position and the department in which they work. Once the positions, departments, or employee roles are defined, the Ops software can automatically create workflows for approving or blocking access to specific SaaS tools. Of course, a purely manual approach is generally also possible.
What are the advantages and disadvantages of SaaS Ops tools?
Here are the key reasons for using a SaaS Operations Management software.
Improved Transparency: The more SaaS products a company uses, the more time-consuming it becomes to know exactly what is happening with all these solutions. I.e., whether they are used appropriately, what they cost, and whether they are (still) relevant at all. With a SaaS Ops management software, those responsible can consolidate all relevant information in one place and thus get a better overview of the tool stack.
More Efficient Management Workflows: Many SaaS products mean many different workflows and many people involved. Here it is necessary on the one hand to keep an overview and on the other hand to always provide the right programs for the right employees. With SaaS Ops software, those responsible can significantly streamline these key workflows. All used programs are listed in one place and role-based access assignment is optimized from there company-wide. As a result, IT managers have more room for their core tasks and spend less time managing tools and responsibilities.
Ensuring Appropriate Software Assignments: As already indicated in the last point, a very important task of the SaaS Ops management is to provide employees with access to the right SaaS services. Assignments and changes to access permissions need to be made regularly, whether it's onboarding new employees, promoting colleagues, or after layoffs. Especially when many different SaaS products have to be managed manually and individually, there can be significant problems. There is especially a higher risk of not exploiting productivity potentials or throwing money away for unnecessary licenses. Organizing with a SaaS management software is child's play in comparison, ensuring that the SaaS solutions in the company always operate maximally effectively.
More Accurate Cost Tracking: The costs for SaaS products can quickly add up. The more programs are used, the greater the risk, of course, of losing an overview of what you pay when for what. With a SaaS Ops management software that consolidates all information in one place and perhaps brings special spend-management features, those responsible can better track their expenditures and extensively manage their subscriptions.
Improved Team Cooperation: Many of the potential problems mentioned so far have another disadvantage. In particular, clunky management workflows and access problems to the right SaaS software often hinder collaboration within teams. Conversely, the elimination of these obstacles enables better teamwork and ultimately more productivity.
Higher Employee Satisfaction: SaaS applications are generally very attractive to employees since such solutions typically follow a highly user-friendly approach. They are quick and easy to use and they can be implemented without major technical knowledge if necessary. Often, managers simply ignore the staff's wishes for specific software or put favorite shadow IT on a blacklist. However, it can be much more sensible to accept these programs and intelligently control and centrally support them via a SaaS Ops system. Employees will be pleased when their demands are accepted and consequently satisfied.
Closing of Security and Compliance Gaps: In addition to the security risks associated with uncontrolled use of shadow software, companies can prevent further threats by using a SaaS Ops program. For example, access to sensitive data can be precisely controlled by accurately assigning roles to employees for individual SaaS systems. Furthermore, it is possible to establish certain security standards or policies via SaaS Ops software. No application can operate in the company without complying with these. Additional encryption can also be set up with some tools.
Despite all the advantages, SaaS Operations Management software can certainly also bring certain disadvantages. However, these are then rather usage errors or (most commonly) misjudgments in planning and selection of a corresponding program. The following difficulty occurs again and again.
- Underestimated Workload: SaaS Ops software can certainly make many tasks easier for those responsible and even automate various areas. Nevertheless, such a solution is not self-running. Using the program, i.e., managing the SaaS applications via this, involves considerable effort for which certain resources must be freed up. Especially in smaller companies that may not even have an IT department, this realization often only comes late. In such cases, colleagues sometimes have to take care of the relevant management whose core tasks are in a completely different area. In the worst case scenario, this can lead to massive productivity losses. Even in large companies, the workload is often underestimated. Another typical deficit related to this is that the respective solution is then not fully used and thus a lot of money evaporates continuously.
How to choose a suitable SaaS Operations Software?
There are now a variety of software solutions for managing SaaS applications. Some of them focus more on security, others on the management of applications and their procurement, and still others offer comprehensive spend management tools.
The Ops management program must, of course, always be chosen exactly according to the respective requirements in the company. The following components or prerequisites are relevant for a large part of all companies and should at least be considered.
Check functions All solutions of the above SaaS Ops Management software comparison support companies in optimizing the management of their SaaS applications in some way. Not all, however, are useful in every business context.
Some solutions are very specialized – for example, on SaaS spend management – others can serve a variety of tasks. Some also offer advanced features, such as workflow automation, security functions, and tools for setting up individual compliance rules.
It should be checked as closely as possible which features are really required. If something is missing, the SaaS Ops software probably cannot fulfill the targeted purpose completely. On the other hand, if there is an abundance of unnecessary elements, too much money is spent on one hand. On the other hand, typical application processes may even suffer from tool overload.
Consider ratings Ratings from actual buyers of a SaaS Ops management solution are extremely revealing. They get to the point of the real advantages and potential deficits in the practical application of such programs. Departing from typical marketing information, these comments show what a software can actually do and what it can't or for what purposes or companies it is particularly suitable.
In the above SaaS Operations Software comparison, there are a variety of ratings. Interests should counter these against the official statements about the respective program in question. If there are very large differences between promotion and reality, caution is generally advised.
User-friendliness is key A user-friendly platform is essential. Even the technically less experienced members of the team should be able to navigate the SaaS Management solution with ease. A well-designed software also facilitates interaction between technically proficient users and the application.
Above all, attention should be paid to a good overview and optimal responsiveness. Only when all relevant individuals get along well with the individual tools and the processes to be processed can be implemented smoothly, will the solution ultimately be really used comprehensively. Otherwise, probably a lot of potential is left behind.
Onboarding and support Not everything can be handled alone: SaaS Ops management can – especially in smaller companies that do not have an IT department – be a major challenge. Even in large corporations, those responsible regularly encounter difficulties when introducing new systems - also with SaaS Operations software.
Against this background, those interested in choosing a program should focus strongly on the quality of the support and possibly training offers. Quick, easy accessibility of customer service and at least extensive onboarding documentation are a must. Implementation services are also offered.
What does SaaS Ops software cost?
The pricing for Software for SaaS Operations Management primarily depends on which specific functions are purchased. The more comprehensive the solution and the more complex the tasks that can be handled with it, the more companies generally have to invest.
Support for implementation and training often significantly increases the cost. Some providers also scale their prices according to the amount of SaaS services to be managed.
Basic tasks can be covered with some software in a free package. Better and more comprehensively equipped programs start at around 50 Euros per month. However, when dealing with heavily individualized enterprise suites, prices can quickly rise into the hundreds or even thousands of Euros.