Where this shows up

Health systems accumulate overlapping software licenses across departments, acquisitions and shadow IT, with clinical applications often excluded from the SAM program entirely because they are seen as “biomedical” rather than “IT.” Renewal time becomes a scramble to reconcile entitlements against actual usage.

How we approach it

• Bring clinical, administrative and shadow IT software into a single license inventory.
• Reconcile entitlements against actual deployment and usage data, not just procurement records.
• Build a renewal calendar with lead time to negotiate from a position of knowledge, not urgency.
• Establish a lightweight intake process so new software is captured in SAM before it spreads across departments.

What changes

• Fewer surprise true-up costs at renewal or audit
• Clearer visibility into underused licenses worth reclaiming
• A defensible position going into vendor negotiations