Only administrators can view, add, update, delete software systems. Users with the relative permissions can use the associated tags and glossary terms in objects.
What is the Software Systems Feature?
The Software Systems feature solves these common questions by bringing everything together in one place:
Which systems are used the most?
How many employees use each system?
How many processes depend on a system?
What does each system cost us annually?
The Software Systems summary screen can be seen as a dashboard for your organisation’s software landscape.
How to use Software Systems
Identify/create tags and glossary terms that will be associated with each of the software systems used in the company. Tag all the relevant objects and activities where the various systems are used.
Set up all the software systems used in the company and make sure to associate the relevant tags and glossary terms.
The system will calculate the amount of associated users, processes (objects) and costs.
Software Systems Summary Screen
To open this screen select Settings -> Software Systems.
All systems are listed with each column containing key information:
Title: The name of the system.
Description: A short explanation of what the system is used for.
Associated Objects: The number of processes, activities, or tasks linked to the system.
Associated Roles: The number of different roles involved with the system.
Associated Users: The number of users linked through those roles.
Total Annual Cost: The estimated yearly cost of the system, based on:
A fixed cost (if applicable). This is usually an annual subscription.
Cost per user (if applicable)
This summary screen has all the standard functionality of filtering, column sorting, paging and export (PDF, Excel, CSV).
View A List of Associated Objects, Roles, Stakeholder, Users
Go to the Software Systems Settings page.
Select the software system(s) you want to view details for. You can choose more than one.
Click the Actions button in the top right corner.
Choose which list you want to see. A side panel will open with the selected list:
List Objects: Shows all items where the selected tags or glossary terms are used.
List Roles: Shows all roles linked to activities where the selected tags or glossary terms are used.
List Stakeholders: Shows all owners and experts linked to items where the selected tags or glossary terms are used.
List Users: Shows all users linked to roles that are assigned to activities where the selected tags or glossary terms are used.
Note:
Each object is counted only once, regardless the amount or level of tags/glossary terms associated.
Private processes are considered.
Objects of all statuses except deleted are considered.
If the process itself is tagged or the glossary term is used in the process objectives, all Activity Owners in the process are included in the role count.
Only objects in the current company are considered.
Read more about:
How to set up, edit or delete a software system.
How the system calculates annual costs involved with each software system.