Automating SaaS and SaaS Vendor Management for IT Teams

The double-edged sword of SaaS is how easy tools are to implement. Yes, the time to find and deploy a solution for business problems is much shorter, but now employees can also sign up for apps as quickly as they can order a new stapler. It takes little more than access to a company card. And this can be a headache for IT teams.

HR, Finance, Operations, etc. — each department has a network of SaaS apps to contribute to business objectives. It’s hard enough in smaller organizations, but for medium to large IT departments who might have to manage SaaS use across many large departments and, possibly, borders, this can be a nightmare. Research shows that the average mid-sized company has over 100 SaaS apps in use!

The result is that IT departments now face several new challenges, including:

• Low visibility on the SaaS applications being used (and going unused)
• Difficulty granting and revoking access to employees for multiple apps and platforms
• Trouble keeping track of numerous SaaS vendor contracts and renewals
• Security risks from unauthorized apps

One of the biggest concerns when it comes to SaaS is the security risks it can open up your organization to. Sure, your company no longer has to manage and store all the data on its own servers, but this means third-party data processors have access to company data and possibly sensitive information. Each of these access points presents a potential security risk, and mitigating these risks is a tough job for IT teams.

And there are internal threats too. Employees routinely try out their own unauthorized SaaS solutions, adding another layer of risk, and augmenting the difficulties of IT governance. And with the dynamic nature of companies today, employees are constantly on the move. When employees leave, IT teams must ensure that they no longer have access to tools and information that they shouldn’t. If you’re not prepared, you might end up blindsided by a security breach. 

With numerous regulations and security frameworks that IT departments must adhere to SaaS poses a challenge. For example, in May 2018, the General Data Protection Regulation (GDPR) came into effect. The new laws meant stricter rules for organizations that do business within Europe or with European clients about how they can acquire, process, and store data. 

Other compliance guidelines such as SOC 2 and the upcoming California Consumer Privacy Act further complicate the picture.

There are significant consequences for companies that don’t remain compliant, including a potentially hefty fine equal to 20 million or 4% of annual turnover. As a part of GDPR, organizations are required to know where and how third-party vendors are processing their data. But this can be hard for IT teams facing the challenge of mounting apps and vendor relationships to track, manage, and secure. 

When it comes to SaaS, it’s crucial for IT departments to:

IT departments can take several steps to make the sourcing, deployment, and managing of SaaS applications more manageable.

Step 1: Make a Plan

Create an organizational SaaS framework that governs how vendors are selected and added to the SaaS stack. Allow employees to make recommendations for apps, but set up a well-defined process of vetting and approval. 

Step 2: Clear the Clutter

Eliminate wasteful shadow SaaS by regularly auditing how apps are being used and performing. We live in the age of data and optimization — gone are the days of throwing money at solutions needlessly without measuring ROI. 

Step 3: Automate Key Processes

Automate routine actions related to SaaS onboarding and offboarding, approvals, requests, and terminations. Once you’ve developed your processes, you need to institute them in an easily repeatable way. 

Create workflows for product vetting, approvals, granting permissions, connections with key decision-makers, renewals, and terminations. Set up alerts for when renewals are close so you can prepare and make informed decisions about which contracts to continue. 

You can stay ahead of the proliferation of SaaS within your company by putting the right systems in place. It all comes down to managing your network of vendors in a way that makes sense for your organization’s goals and makes the best use of your resources.