Back to Basics: The Essence of an Effective Enterprise Application Inventory.

Whether working with sprawling enterprises or nimble clients, one consistent theme emerges during discussions on application modernization or rationalization. There's often a surprising lack of fundamental details about the applications in question. If you're like me, this omission can be a source of genuine frustration. How can we craft robust, sustainable solutions without this foundational knowledge?

Last week, I was reading a book "The Art of Reading Minds" by Henrik Fexeus and had a simple thought. In our world of managing software and technology, having a clear list of all our software can solve many problems. Most companies have a list, but it might not have all the details. And sometimes, they don't update it regularly. The absence of meticulous parameters and regular updates might explain why many applications owners stumble when sharing this vital information with stakeholders, or vendors such as myself.

To bridge this gap, here I am outlining essential parameters that an ideal application inventory database should encompass. Incorporating these will not only streamline strategy formulation for applications but also facilitate seamless communication with stakeholders, vendors, and the C-suite.

You could download this Excel Template from here.


Having a good application inventory repository is vital for enterprises, and its importance can be underscored by the following reasons:

  1. Visibility and Transparency: A comprehensive inventory provides clear visibility into the applications used within an enterprise. This transparency can aid in decision-making, budgeting, and strategic planning.
  2. Cost Control and Optimization: By understanding what software is in use, enterprises can identify redundant applications and potentially eliminate unnecessary licensing or support costs.
  3. Risk Management: Keeping an up-to-date application inventory helps in identifying outdated software that might be prone to vulnerabilities. It aids in security patching, compliance checks, and understanding the potential risks of legacy systems.
  4. Change Management: When implementing new systems or making changes, having an inventory can provide insights into potential dependencies or conflicts.
  5. Business Continuity Planning: An application inventory helps in understanding the criticality of applications, enabling better disaster recovery and business continuity planning.
  6. Facilitates Rationalization: Enterprises, especially large ones, often find themselves with redundant, overlapping, or underutilized applications. An inventory is the first step in the application rationalization process, helping businesses streamline and modernize their application landscape.
  7. Improved Vendor Management: Understanding what applications are in use can enhance vendor contract negotiations, support renewals, and ensure compliance with licensing agreements.
  8. Supports Digital Transformation: As businesses increasingly embrace digital strategies, having a clear picture of the current application landscape is crucial to guide transformation efforts and integrate new digital tools.
  9. Resource Allocation: When IT teams have a clear understanding of the application landscape, they can allocate resources, including personnel and infrastructure, more efficiently.
  10. Onboarding and Training: A clear application inventory can aid in onboarding new employees by providing them with a list of tools and software relevant to their role. It can also be a resource for training initiatives.
  11. Merger and Acquisition (M&A) Activities: During M&As, an application inventory of both entities can be invaluable. It can help identify redundancies, integrate IT landscapes, and realize synergies more effectively.
  12. Governance and Compliance: Regulatory requirements often necessitate that enterprises maintain a certain level of control and oversight over their data and processes. An application inventory aids in ensuring that all software meets compliance standards and regulations.
Key software used to manage enterprise application inventory include ServiceNow, BMC Helix Discovery, Snow Software, Flexera, and Ivanti IT Asset Management Suite.

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