How an Agency Responded with Full Enterprise License Visibility

How an Agency Responded to Tasker with Full Enterprise License Visibility

Challenge

In March 2025, the Department of Defense (DoD) released a tasker requiring agencies to report on all software they procure and use. For agencies without centralized software visibility, this became a time-intensive scramble that consumed weeks of effort across multiple teams.

Most agencies faced common challenges:

• No centralized source of truth for software licenses
• Inconsistent reporting formats and naming conventions
• Hundreds of labor hours consumed in manual reporting
• Visibility across 200+ sub-organizations unsustainable with spreadsheets and email

Case Study: How One Agency Drove Report Response Time Down to Minutes

At one InSequence customer, the software asset management team assigns each vendor to a Software Vendor Manager (SVM). SVMs initially attempted to respond using self-built spreadsheets. Complex vendors like Microsoft or Oracle could take up to a week to report on, while simpler ones still consumed hours. Every report looked different due to manual entry, creating bottlenecks and confusion.

To make matters worse, the customer had over 500 publishers to report on, and little time to do so.

The Eureka Moment – “We Already Have the Data”

The Agency realized the required information already existed in its enterprise technology spend management system. InSequence engineers partnered with the Agency to:

1. Identify the DoD’s required reporting fields and formats
2. Build a prototype in 24 hours using existing repository data
3. Deliver a production-ready report in 3 days

The new reporting capability reduced effort from 5-40 hours per vendor to a single 10-minute report covering all vendors—a 99.7% reduction in effort.

Results That Speak for Themselves

• Speed & Efficiency: Reports now generate in 10 minutes instead of days.
• Flexibility: Reports can be filtered by fiscal year and rerun instantly.
• Visibility: Unified insight across:
  • Licenses by publisher
  • Licenses by office
  • Licenses by sub-organization
  • Licenses by point of contact (POC)
• Scalability: Supports $2B+ in software spend across:
  • 500+ software publishers
  • 400+ sub-organizations
  • 200+ decentralized software-buying entities
  • 200+ approvers
  • 8,000+ software requests processed in 2024

Mission Ready, Full License Visibility:

A DoD tasker, once a disruptive and manual burden, was transformed into a repeatable, scalable, and transparent process that strengthens operational readiness across the enterprise.

How? By using Tech Spend Management to centralize data while enabling decentralized purchasing & management, the Agency struck the right balance: mission-focused agility with enterprise-wide visibility.

Components are empowered to manage the software they need to accomplish their Mission, while the Enterprise has full visibility and traceability of software investments.

Next Steps

Setup a discussion with our team to learn how our Tech Spend Management capabilities can help you achieve full visibility into the licenses used across your Enterprise.