Configuring the report as shown here seems to be the best answer to my question.
Four Primary Components:
- Data > Table > sys_user
- Sys ID > is > javascript:getRoledUsers()
- Active > is > True
- Last Login Time > Relative > On or after > 365 > Days > Ago
One Secondary Component if Applicable (Not Shown):
- Filter Out Non-Fulfiller Roles
In our case, we currently don't have any users that utilize a non-fulfiller role ONLY. However, If you do, and you subscribe to a Fulfiller user model, it might be a good idea to filter these out as they don't utilize a license according to ServiceNow. Please consult your order agreement and ServiceNow representative for confirmation.
Using this report configuration will eliminate duplicates as it is pulling individual users from the "sys_user" table instead of users and their individual roles from the "sys_user_has_role" table. You can then add related columns like department to gain more insight into who is using licenses.
If you have Performance Analytics (PA), I suggest using it. It will allow you to practically eliminate the need to export this report to Excel for post-processing and analysis.
Thanks to all who contributed to this thread and other like it as this solution would not likely be possible without you.
Vance,
I can address your question from a non-Subscription Management perspective, as it is significantly different than how licenses are managed today (without Sub Mgmt). In reverse order...
2. Licensing is monitored regularly on a monthly basis by ServiceNow (ad hoc, as needed). Invoicing is typically done annually, as is based on the purchased subscription, not directly on usage. The common usage models are described below.
Fulfiller (or Process) User Model
- ServiceNow inspects the [sys_user_has_role] table and filters for all users that are Active = "true" and have logged in during the last 365 days.
- From that filtered list, we look for all users with sentinel Fulfiller roles for the applications they have licensed, administrative roles, as well as applicable custom roles. Custom roles that are unknown to ServiceNow are categorized as Fulfillers until proven otherwise. Roles that are identified are logged in the role database, with their role type and instance.
- Users with multiple User ID's utilize multiple licenses. Users of different suites are licensed separately, as are users of different instances (for customers with multiple instances).
Unrestricted User Model
- ServiceNow inspects the [sys_user] table and filters for all users that are Active = "true" and have a User ID.
Other Notes
- Role Categorization - All roles are categorized based on the functionality they provide the user, as defined in the Order Form, on the User Type matrix.
- Custom Roles - Custom roles created by the customer are designated as Fulfiller role type, until they have been investigated by ServiceNow and shown to be otherwise. Once a custom role is investigated and known to be a certain role type, it is entered into the ServiceNow Role Dictionary. Once in the dictionary, it will be referenced correctly during future compliance reports. Role type designations follow the usage rights description on the Order Form.
1. Best way to monitor license usage is to generate a report from the [sys_user_has_role] table to report on users that are active .and. have logged-on in the previous 365 days .and. excluding all non-fulfiller roles (Role is not "non-fulfiller role name 1" .or. Role is not "non-fulfiller role name 2" .or. and so on). This report may already be in your instance under the name "Process User 365 Report" or similar.
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