Audit Defense & Compliance
Professional support during vendor audits (Microsoft, Oracle, SAP). We defend against unjustified claims and ensure compliance.
Software Asset Management
License Management & SAM Strategy for German businesses.
Avoid compliance risks and reduce your ongoing software costs. We create transparency in your license portfolio and protect Companies across Germany against vendor audits.
Modular & Effective
SAM Services
Our specialized services for license compliance and cost optimization in Deutschland.
License Optimization & Savings
Analysis of your contracts and usage. We identify over-licensing (shelfware) and negotiate better terms.
Cloud FinOps & SaaS
Cost control for Azure, AWS and Microsoft 365. We optimize your cloud spend through precise allocation and reserved instances.
Managed SAM Service
Outsourcing your license management to our Our Experts. Continuous reporting, compliance checks and consulting at a fixed price.
Automated License Management
Workflows that automatically synchronize your SAM data and proactively detect compliance risks. From Excel upsert to fully automated procurement.
Interactive Calculator
SAM Calculator
Check compliance, efficiency and cost structure in real-time against mid-market benchmarks.
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SAM Health Score
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Compliance Rate
Ratio of licenses to installations.
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Audit Success Rate
Share of audits without additional payment.
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Shelfware Quota
Percentage of unused licenses.
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License Cost / User
Benchmark for Industry.
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True-Up Ratio
Ratio of back payment to original volume.
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Time-to-Provision
Speed of software provisioning.
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The Novartum Integrated Advantage
One House. Short Paths. Maximum Impact.
An audit report alone doesn't save money. It only identifies risks. Real savings only occur when SAM data flows directly into procurement's negotiation strategy.
At Novartum, license auditors, procurement specialists and ITSM architects work side by side. We prevent 'broken telephone' and take overall responsibility.
SAM + Procurement
We prevent 'shelfware' by providing your procurement with real-time data before each new purchase. Why buy new when licenses are sitting unused in the company?
SAM + ITSM
We integrate compliance checks directly into your service catalog. Software is not deployed if no free license is available (Technical Compliance Enforcement).
SAM + Automation
Automatic inventory check before each procurement. Our procurement-loop workflow prevents new purchases by first identifying inactive licenses and only triggering procurement when needed. Up to 30% savings through re-harvesting.
Deep Expertise
Problem Solvers for Top Vendors
General knowledge is often not enough. We know the contractual pitfalls of the major players.
Audit Focus
Microsoft
Häufige Risiken
- M365 E3 vs E5 Over-licensing
- Windows Server Core-Based Licensing
- Indirect Use via Multiplexing
Die Novartum Lösung
We analyze your Active Directory user profiles and optimize your M365 subscriptions. Through hybrid use rights (Azure Hybrid Benefit) we reduce your cloud costs.
Beratung anfragenAudit Focus
Oracle
Häufige Risiken
- Java SE Paid Subscriptions
- VMware Virtualization (Soft-Partitioning)
- Database Options Accidentally Activated
Die Novartum Lösung
We create a reliable Oracle balance (ELP) before the audit. We check alternatives to Oracle Java and isolate Oracle workloads to limit licensing costs.
Beratung anfragenAudit Focus
SAP
Häufige Risiken
- S/4HANA Migration & Contract Conversion
- Indirect Use (Digital Access)
- Unused Professional User Licenses
Die Novartum Lösung
We simulate your S/4HANA license costs before the switch. By measuring actual transactions, we identify the most cost-effective license model (Full Use vs. Digital Access).
Beratung anfragenThe SAM Lifecycle
Structured Optimization
Our proven approach guarantees legally secure results and measurable savings in four phases.
Your Added Value
- 100% Vendor-Independent
- Certified SAM Consultants
- Success-Based Compensation Possible
01
Inventory & Discovery
Complete recording of installed software and hardware. We create the necessary data foundation ('Datatrust').
02
Compliance Check
Reconciliation of installations with purchased licenses (balancing). Identification of under- and over-licensing.
03
Optimization
Remediation of risks, cancellation of unused maintenance, consolidation of contracts and use of second-use rights.
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Governance & Operations
Establishment of processes for procurement and deployment. Regular reviews ensure the status quo permanently.
Expert Knowledge
Frequently Asked Questions about SAM as a Service
Antworten auf die wichtigsten Fragen rund um Lizenzmanagement, Audits und Compliance. Optimiert für schnelle Informationsfindung.
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SAM as a Service (Software Asset Management as a Service) is a managed service where Novartum takes over the complete management and optimization of your software assets. The service includes: (1) Continuous monitoring and management of all software licenses, (2) Ensuring compliance with vendors like Microsoft, Oracle, and SAP, (3) Proactive optimization of license usage for cost reduction. Unlike internal solutions, you benefit from specialized SAM experts without your own personnel costs.
The four main benefits of SAM as a Service are: (1) Cost savings averaging 20-30% through optimization of license usage and avoidance of over-licensing (shelfware), (2) Compliance security through continuous monitoring of all license agreements and minimization of audit risks, (3) Efficiency gains by freeing up internal IT resources – management is handled by experienced SAM experts, (4) Transparency through detailed reports and dashboards for informed procurement decisions.
Novartum's SAM as a Service includes: License management with continuous maintenance of software license inventory (on-premises, SaaS, cloud), compliance monitoring to ensure all license agreements are met, audit preparation for reviews by Microsoft, Oracle, SAP and other vendors, license optimization through identification of savings potential and negotiation support, and regular reporting with monthly or quarterly compliance reports.
SAM as a Service ensures your company is audit-ready at all times. The service includes: Continuous monitoring of license usage against purchased entitlements, creation of a complete license balance (Effective License Position), provision of all evidence and documentation for auditors, active support during the audit process by experienced experts. For announced audits from Microsoft, Oracle, or SAP, we handle communication and defend your position.
Yes, typical savings are 20-30% of annual software costs. Cost reduction is achieved through: Identification and cancellation of unused licenses (SaaS waste), avoidance of over-licensing through precise needs assessment, better negotiating positions through transparent usage data, use of volume discounts and optimal license models, harvesting of inactive licenses before new purchases. With a software budget of €500,000, this often means €100,000-150,000 in savings per year.
SAM as a Service covers all license types: On-premises licenses (perpetual and subscription) for Microsoft, Oracle, SAP, IBM and other vendors, SaaS licenses such as Microsoft 365, Salesforce, Adobe Creative Cloud, ServiceNow, cloud licenses for Azure, AWS and Google Cloud Platform, and open source compliance for GPL, Apache and other OSS licenses. We manage named-user, device-based, and core-based license models.
Novartum implements multi-layered security measures: Encryption of all data in transit (TLS 1.3) and at rest (AES-256), strict access policies following the least-privilege principle, regular security audits and penetration tests, GDPR-compliant data processing exclusively in German data centers, NDAs and confidentiality agreements for all employees. Your license data never leaves the EU.
Onboarding takes place in four structured phases: (1) Initial assessment (1-2 weeks): Analysis of your existing IT and procurement processes, identification of main risks, (2) Data integration (2-4 weeks): Collection and migration of all relevant license data from contracts, tools and inventory systems, (3) System setup (1-2 weeks): Configuration of SAM tools and dashboards, integration into your IT landscape via APIs, (4) Training and go-live: Training your employees, handover to ongoing operations. Total duration: typically 6-10 weeks.
Report frequency is based on your requirements: By default, you receive monthly compliance reports with license balance, risk assessment and recommendations. Quarterly management summaries for C-level with KPIs and savings evidence. Ad-hoc reports as needed, e.g., before audits or contract negotiations. Real-time dashboards for continuous insight into your compliance status. All reports are exportable (PDF, Excel) and can be integrated into your BI tools.
Novartum provides comprehensive support: Dedicated account manager as central point of contact, technical support team for tool and integration questions, access to specialized license experts for Microsoft, Oracle, SAP and other vendors, regular review meetings (monthly or quarterly), emergency support for audit announcements with guaranteed response time. Support also includes proactive updates on license changes and new compliance requirements.
Yes, the service is modular and fully customizable: Scope definition by vendor (e.g., Microsoft and Oracle only), reporting frequency and format according to your specifications, integration with existing ITSM tools (ServiceNow, Jira, Matrix42), adaptation to your governance and approval processes, scaling for company growth or M&A activities. We offer both full-service and co-managed models where your internal teams remain involved.
Integration is seamless via: REST APIs for bidirectional data exchange with CMDB, ITSM and ERP systems, native connectors for ServiceNow, Microsoft Intune, SCCM, Flexera, Snow and other tools, automated data imports from Active Directory, Azure AD and cloud consoles, export interfaces for SAP, Oracle and Microsoft procurement systems. Existing investments in SAM tools are not replaced but complemented and optimized.
Novartum offers flexible pricing models: Subscription-based with monthly flat rate, ideal for predictable budgets, usage-based by number of managed licenses or endpoints, hybrid models with base fee plus variable component, success-based compensation – we finance ourselves from the savings achieved. The choice depends on your license volume, complexity and budget preferences. ROI is typically achieved in 3-6 months.
SAM as a Service is particularly suitable for companies with: Software costs from €200,000 per year, more than 200 employees or complex IT landscape, multi-vendor environments (Microsoft, Oracle, SAP, etc.), upcoming or regular vendor audits, cloud migration or hybrid scenarios, lack of internal SAM know-how. In a free initial consultation, we analyze your current situation and show concrete savings potential – non-binding and confidential.
License management is the operational level: Who has which license? How many are in use? SAM (Software Asset Management) according to ISO 19770 is the strategic framework: How do I purchase efficiently? How do I connect technology, procurement and compliance? How do I optimize across the entire lifecycle? Novartum integrates both levels – from daily license tracking to strategic contract negotiation.
Virtualization is one of the biggest cost traps in license management. The problem: Many vendors (especially Oracle) do not accept 'soft-partitioning'. Specifically, this means: If you run an Oracle database on a VMware cluster, you often have to license ALL physical cores of the entire cluster – not just those of the assigned VM. With a 10-server cluster, instead of 16 cores, suddenly 160 cores may be required. Back payments in the millions are not uncommon. Novartum analyzes your virtualization architecture and develops compliant strategies.
Essential Knowledge
License Management Fundamentals
Antworten auf die wichtigsten Fragen rund um Lizenzmanagement, Audits und Compliance. Optimiert für schnelle Informationsfindung.
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License management (also Software License Management) encompasses the systematic administration, monitoring, and optimization of all software licenses in an organization. The three core objectives are: (1) Compliance security – adherence to all license agreements and avoidance of audit risks, (2) Cost optimization – prevention of over-licensing and utilization of savings potential, (3) Risk minimization – protection against back payments, penalties, and reputational damage. Without professional license management, companies risk compliance violations with back payments often amounting to 150-300% of the original license value.
Novartum offers five decisive advantages: (1) Industry-specific know-how for financial services, manufacturing, public sector, and mid-market companies, (2) Holistic approach connecting technology, procurement, and compliance, (3) Flexibility through modular services – from one-time analysis to managed service, (4) Technological expertise with certifications for Microsoft, Oracle, SAP, IBM, and leading SAM tools, (5) Vendor independence – we don't sell licenses and advise exclusively in your interest.
License optimization follows three steps: (1) Analysis – capture of all licenses, contracts, and actual usage. Identification of over-licensing (shelfware), unused subscriptions, and suboptimal license models. (2) Strategy – development of an optimization plan with concrete measures: cancellation of unused maintenance, consolidation of contracts, switch to more favorable license metrics, use of secondary use rights. (3) Implementation – negotiation with vendors, contract adjustments, implementation of governance processes. Typical savings: 20-30% of annual software costs.
A complete license inventory includes: Capture of all license agreements (purchase receipts, Enterprise Agreements, subscriptions), documentation of license types (perpetual, subscription, SaaS, OEM), recording of license metrics (user, device, core, processor, named user), reconciliation with installed applications (software discovery), capture of maintenance contracts and renewal dates, documentation of usage rights (downgrade, secondary use, virtualization). The result is a complete license register as the basis for compliance checks and optimization.
Novartum ensures compliance through: Continuous monitoring of license usage against purchased entitlements (Effective License Position), regular compliance audits with gap analysis and risk assessment, proactive alerts for compliance deviations, documentation of all license evidence for vendor audits, training of your employees on license rules and compliance processes. For compliance gaps, we develop remediation plans that minimize risks and optimize costs – often cheaper than direct repurchase.
Novartum is vendor-independent and works with all leading technologies: SAM tools like Flexera, Snow Software, USU/Aspera, ServiceNow SAM for license management and compliance, ITSM platforms like ServiceNow, Matrix42, Jira Service Management for process integration, Discovery tools like Microsoft SCCM/Intune, Tanium, Qualys for software inventory, Cloud management for Azure Cost Management, AWS Cost Explorer, Google Cloud Billing. We integrate existing tools or recommend suitable solutions based on your IT landscape.
Audit preparation includes: (1) Pre-audit assessment – creation of a complete license balance (ELP) before the audit, identification and remediation of compliance gaps, (2) Documentation – compilation of all evidence: purchase receipts, contracts, usage data, deployment records, (3) Strategy – development of a negotiation strategy, identification of interpretation leeway in contracts, (4) Support – communication with auditors as single point of contact, defense of your position on disputed points. Result: Minimization of back payments, often reduction by 50-100%.
Novartum manages all common license models: Individual licenses (retail, OEM, FPP) for individual installations, volume licenses (Open License, Select, Enterprise Agreement, MPSA) for enterprises, subscription licenses (Microsoft 365, Adobe CC, SaaS) with ongoing costs, cloud licenses (Azure, AWS, GCP) with usage-based billing, named user vs. concurrent user models, device-based vs. user-based licensing, core/processor-based licensing (Oracle, SQL Server). We optimize the license model to match your actual usage.
The license management lifecycle comprises six phases: (1) Needs analysis – determination of actual software needs before procurement, (2) Procurement – selection of optimal license model, negotiation with vendors/resellers, (3) Registration – capture in license register, documentation of all contract details, (4) Deployment – controlled provisioning, assignment to users/devices, (5) Management & monitoring – ongoing usage monitoring, compliance checks, maintenance renewals, (6) Optimization & retirement – reclamation of unused licenses, harvesting, contract consolidation. Novartum supports in all phases.
Effective license management reduces costs through: Elimination of shelfware – unused licenses are identified and cancelled (typically 15-25% savings), avoidance of over-licensing – precise needs assessment instead of blanket procurement, volume discounts – consolidation of contracts for better terms, license model optimization – switch to cheaper metrics (e.g., from named user to concurrent), maintenance optimization – cancellation of maintenance for stable, no longer updated software, negotiating position – transparent usage data as leverage during renewals.
SAM tools (Software Asset Management tools) are specialized software solutions for automating license management. Core functions: Automatic software discovery and inventory, license compliance calculation (Effective License Position), contract management and renewal tracking, reporting and dashboards. A SAM tool makes sense from: 500+ workstations or 100+ managed applications, multi-vendor environments (Microsoft, Oracle, SAP, etc.), regular vendor audits, cloud/hybrid scenarios with dynamic usage. Novartum advises on tool selection and takes over operations on request.
ITSM integration creates end-to-end processes: Automatic license check for software requests – no provisioning without available license, compliance enforcement in service catalog – only approved software orderable, automatic license harvesting – reclamation on offboarding or inactivity, transparency for end users – self-service with real-time license availability, audit trail – complete documentation of all assignments and changes. Novartum implements this integration for ServiceNow, Matrix42, Jira, and other ITSM platforms.
Novartum aggregates data from all relevant sources: Contract management systems (SAP, Oracle, Microsoft Volume Licensing), discovery tools (SCCM, Intune, Tanium, Qualys), identity systems (Active Directory, Azure AD, Okta), cloud consoles (Azure Portal, AWS Console, Google Cloud), ITSM/CMDB (ServiceNow, Matrix42), procurement systems (SAP Ariba, Coupa). Data is normalized, deduplicated, and consolidated in a central license database. Dashboards and reports enable informed decisions for procurement and IT management.
License management is an enabler of digitalization: Cloud migration – transparency about existing licenses enables planning of Bring-Your-Own-License (BYOL) scenarios and Azure Hybrid Benefit, SaaS adoption – control over SaaS sprawl prevents shadow IT and uncontrolled costs, scalability – flexible license models (subscription, pay-as-you-go) support agile growth, M&A readiness – clean license documentation accelerates due diligence and integration, compliance by design – license checking is integrated into DevOps pipelines and deployment processes.
Typical challenges and solutions: (1) Poor data quality – Novartum performs data cleansing and establishes processes for continuous data maintenance, (2) Organizational resistance – change management and stakeholder involvement from IT, procurement, and business units, (3) Budget constraints – ROI proof through quick wins (SaaS waste, unused maintenance) finances further measures, (4) Complex IT landscape – phased introduction, starting with the largest cost blocks (Microsoft, Oracle, SAP), (5) Lack of resources – managed service as alternative to internal buildup.
The most important best practices: (1) Central license register – single source of truth for all license information, (2) Regular inventory – at least quarterly reconciliation of licenses and installations, (3) Process automation – integration into ITSM for automatic compliance checking, (4) Clear responsibilities – defined license manager with budget and decision authority, (5) Proactive renewal management – begin optimization 6-12 months before contract end, (6) Training – awareness among IT and business units for license rules, (7) Continuous optimization – regular reviews instead of one-time projects.
Neutrality
No license sales. We are 100% on the customer's side (Buy-Side).
Legal Security
Solid legal and technical expertise for watertight compliance.
ROI Focus
SAM is not an end in itself. We often finance ourselves solely through the savings achieved.
Why Novartum?
Independence Creates Trust.
In license management, neutrality is the highest good. We don't sell licenses – we advise exclusively in your interest. This guarantees Companies across Germany an objective assessment of your situation without conflicts of interest.
Our consultants often come directly from vendors or auditors and know the 'rules of the game' exactly. We use this insider knowledge to negotiate the optimal result for you.
€100M+Managed Volume
30%Avg. Savings
0Licenses Sold
References
View all references Projects from Practice
Audit Defense
Oracle Audit Defense
Challenge:
Announced audit with a back payment claim of €4.5M due to virtualization.
Solution:
Technical analysis and contractual argumentation reduced the claim to €0.
Cloud Optimization
M365 Cost Reduction
Challenge:
Exploding costs due to uncontrolled assignment of E5 plans.
Solution:
Profile-based license assignment and cleanup of inactive users. Savings: €350k p.a.
Contract Management
EA Negotiation
Challenge:
Upcoming renewal of Microsoft Enterprise Agreement under time pressure.
Solution:
Strategic preparation and negotiation led to 22% discount on list price.