Licensing for HR roles

[st27]

Hi Experts,

We started using HRSD for new starters, Leavers and Movers. In this regard, I am quite keen in knowing how the HR license costs are spread.

1. For what HR role Servicenow costs.

2.What is the best approach to save licensing costs?

Any suggestions on this will be beneficial. Many thanks

Regards

Sam

[Christian Prob2]

Hi Sam,

normally HR is licensed based on active employees - more or less HR profile records with a start date in the past and either no or an end date in the future.

I think a common and official definition is: "An HR User is defined as any active User in the ServiceNow HR Profile table that is within their employment start and end date, including full-time employees, part-time employees, contractors, and contingent workers."

There is no subscription per fulfiller. So the only way of saving costs is really to ensure that you don't have any hr profile records for users that are either no employees, not yet employees or have left the company.

Note that "contractor" in the definition above should - in my opinion - be more something along the lines of 'employee-like' contractor. The random guy or girl who is full-time employed by someone else and just comes in to change light bulbs or so should imho not really be included. However that depends on your processes and set-up - if you end up creating an HR profile - let's say because anybody who needs building or site access gets an hr profile, you may end up having to pay for them.

Then there are additional subscriptions for Employee Center Pro and Employee Document Management - if you plan to use those.

All that said - for binding answers you have to talk to your ServiceNow account rep as I obviously don't know your contracts...

Hope that helps!

Christian

Please marl correct or helpful if applicable. Thank you!

[Community Alums]

Hi St,

Please get in touch with the serviceNow Account Representative who is allocated for your company. They are are correct people who can help you with Licensing costs.

Mark my answer correct & Helpful, if Applicable.

Thanks,
Sandeep

[John Zhang1]

I own our HRSD app so I am working with our ServiceNow (SOW) Account Representative each year regarding HRSD licensing order based on users.   I can share some my experience for your reference.

Step 1 - Understand HRSD licensing type

ServiceNow's HRSD is available in three types of packages – HRSD (standard), HRSD (Professional) & HRSD (Enterprise). You can enhance the employee journey by using any of these options: Case and Knowledge Management.

The additional license is required for HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding applications

HRSD contains multiple apps with their scope.   HRSD (Standard) types of packages only covers HR Core and HR Integration app, but not HR Workspace, HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding

HRSD (Professional) types of packages only covers HR Core and HR Integration app, HR Workspace, but not HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding

HRSD (Enterprise) - Types of packages covers all HRSD apps (HR Core and HR Integration app, HR Workspace, HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding)

We used HRSD professional type first year and then we started to use HRSD Enterprise type since second year

Step 2 - Determine which HRSD apps are you going to use :  if you just use HR Core app, HRSD standard shall be enough, but most case company select HRSD professional first because HR agent likes to use HR Workspace to manage HR cases.  If you plan to use any app like HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding, I recommend to use HRSD Enterprise because you don't pay any additional fee for HR Lifecycle Event, HR Performance Analytics and HR Onboarding and Offboarding 

Step 2 - License usage Control

License usage is based on the count of active users in the HR profile table.  Our ServiceNow (SOW) Account Representative will review total active user in the HR profile table to determine the cost based on the following Table.  You need to have governance process to manage  to put License usage Control on HT Profile table

 If my reply is Helpful/Correct, please mark the answer as Helpful/Correct