Atlassian's end-of-life announcement of the Server deployment in conjunction significant price rises for both the Atlassian cloud and to a lesser extent to the Data Center deployment has left a large number of license holders puzzled, uncertain and clambering for ways to minimise the impact of price increases on their IT budgets.
This surge in costs has made the need for efficient license management a top priority for managers and budget holders. Critical savings on license costs, including Atlassian Marketplace Apps, can be achieved with intelligent User Management (IUM). Intelligent User Management is an App designed by Accxia ensuring that all active users can use the Atlassian tools, whilst inactive users are temporarily placed in the so-called "disabled" bucket until they become active again. IUM manages this process seamlessly in the background unnoticed by users.
The diagram below illustrates the user management process.
IUM can manage any number of "excess" users, be it hundreds of users or just tens of users for smaller instances.
Accxia has installed IUM at a number of large enterprises ensuring significant savings and reduction in administrative burden and cost.
IUM allows organisations to optimise licenses and as a result stay at a lower User Tier, in some cases at two user tiers below the actual number of registered users. This can arise when an instance has, say 1,300 registered users, but at any given time of the day during a week peak at under 400 users. Typically, we see a peak user base at about 20% of user tier, e.g. in this example it would have been a 2,000 user tier.
IUM is compatible with Server and Data Center installations across all user tiers. Jira, Jira Service Management, Confluence and Bitbucket versions are available.
IUM conforms with all publicly available data processes and interfaces as provided by the Atlassian applications without any interference in the normal functioning of the Atlassian applications and third party apps.
IUM is also available for Datacenter Versions
This diagram illustrates the principle behind IUM. It portrays an example of a 100 User License facing a new requirement to launch new users, which, without IUM, would mean to upgrade to the next Server Tier level of 250 users. It is worth noting that IUM works for any user number and License Tier, whether it's 100, 1000 or 2000+ Server or Data Center Licenses.
The key operating principle is that users are being allocated "Enabled" or "Disabled" status depending on usage and time of inactivity, which can be set as a variable in the administrative interface. There is a third status, "Heavy" users or "Power" users, which are users that will not be allocated to either "enabled"or "disabled" status, but will be enabled at all times. The number of heavy users can be determined by the administrator based on a usage analysis (please refer to Diagram 2).
Diagram 1: IUM Principle
Diagram 2 below shows the usage patterns on a per user basis in Jira retrieved with Accxia's Log Analyzer App that can be installed to determine parameters, such as heavy users, time inactive, etc.
This particular customer has 128 Licensed Users on a 250 user license, but only 42 concurrent users are active at peak times (at around 3pm) analysed over a 5-day period between Dec, 11 to Dec, 16 2020.
70 different users are using the system throughout the day.
Diagram 2: Usage Pattern
Background to Accxia
At Accxia we focus on three areas: Migrations, the Accxia ONE Cloud, which is a private cloud hosted in Germany and USA under the strictest data residency rules, as well as Development of Apps and Microservices for the Atlassian tool suite. Microservices link specific data sources via the Accxia ONE Cloud with organisations' estates through APIs triggering business processes, workflows or critical communication processes and notifications of relevant stakeholders and users at the client, in JIra or other applications. Major benefits include compliance, audit trails, stakeholder management, project management and decision making leading to increased effectiveness, efficiency and cost savings.
Financial services organisations such as banks, investment funds and insurance companies benefits from our microservices solution specifically focussed on compliance management and monitoring. Accxia's ARC-M solution (Automated Regulatory Compliance-Management) is a centralised automated distribution solution for effective regulatory compliance management. New or amended regulatory procedures are being pushed into Jira every morning at 4am ensuring up-to-date compliance. We manage 50+ regulatory data sources across Germany, Europe and the US.
Our mission is to transform emerging or critical processes into innovative and creative Apps and solutions to help our clients save costs and/or increase productivity through digitisation and zero- or low touch automation. IUM and ARC-M are examples of Apps that resonate well with our customers.
IUM's Key Benefits
Our market research validates that many Atlassian users we engage with have no road map or even desire to migrate to the Atlassian Cloud.
Some of these reasons and comments we hear include...
"Our legacy setup with many bespoke apps and interfaces into other core applications prohibits a move to the Atlassian cloud, whereas the migration to the Data Center deployment is feasible, and IUM will help keeping the budgets in check whilst we can scale at lower marginal costs; something the Atlassian cloud doesn't offer."
"The Atlassian Cloud is far too expensive.... (With costs only set to increase again soon)"
"Many apps we use and that are critical to the way we work are not road mapped at any point soon to be cloud ready"
"We do not want our company data and projects hosted in a large public AWS cloud (as Atlassian's cloud is hosted with AWS)"
"We do not want to be 'driven' to a SaaS model that's purely operating as a consumption model - if Atlassian turn us off (for whatever reason), we would have lost all our data"
"We want to 'sweat' our investment into Server licensing until 2024"
"If and when we do migrate from server licensing and against our own timeframe, it will only be to Datacenter"
"We want to remain in control and support our own Atlassian Eco System"
"We have Cyber Security concerns in moving our Data to a large public cloud that hosts tens of thousands of customers"
For these reasons Accxia have developed IUM that delivers an alternative and a far more cost effective roadmap than to the Atlassian cloud by remaining on Server licensing until Feb 2024 and/or migrating to Data Center licensing, but with core in-built functionality realising concurrent usage - adding registered users without having to upgrade the licence tier and in 95% of cases - DOWNGRADING their licensing model and reducing cost!
Do I need a license for all registered users?
- No, the licenses are being allocated dynamically to active users. All active users must be registered and as such form a subgroup of the registered users.
What about the legal side?
- IUM is an Atlassian certified marketplace app ready for server and data center deployments.
- IUM is completely legal and doesn't violate the Atlassian End User License Agreement. IUM is non-intrusive working with the features and functionality provided by the Atlassian applications.
- A number of large, international organisations are using IUM already (see references below).
What are "heavy" users and why do I need to manage them?
- Conceptually, we took account of users that could or should be exempt from IUM as they may be using the applications 24/7. We run an analysis of your log files to identify the use patterns of all users. It may transpire that the system doesn't have any heavy users, in which case all users will be managed with IUM. This means more licenses are available to be dynamically allocated to users.
Share Application Licenses across users
Rotate Application Licenses, save license costs
Runs completely automatically after succesful configuration
Supported Jira Versions
Jira 7.5.0 - 8.20.x (latest Version)
Case References IUM
2000 User Jira, Confluence and Bitbucket licenses
|Bdf had increased their user base forcing them to move up to the 10,000 user tier. With IUM Bdf was able to stay at the lower 2,000 user tier. Going forward we will be able to move forward with a lower 1,000 user tier Data Center deployment.|
€8 bn turnover
100 User Jira, unlimited User Confluence
|REMONDIS is one of the world's largest recycling, service and water companies. IUM is used to remain at the 100 user level for Jira. In future|
|3||Spotlight Sports Group (SSG)|
|SSG is migrating their entire Atlassian estate to the Accxia Private Cloud as part of their ITO (IT Outsourcing) strategy. IUM is used to reduce the user tiers for Jira, Confluence and Bitbucket.|
|4||Sapiens||Global||Sapiens uses IUM to avoid an upgrade from 2,000 users to 10,000 users, savings are in the region of $60,000. An additional instance that was acquired through an acquisition has installed IUM.|
|5||Vodafone Kabel Deutschland||Germany||Testing at the moment|
|6||Phillip Morris International||Global||Testing at the moment, savings of $200,000 identified, Data Center installation|
|7||Nexus AG||Germany||Upgrading from Server deployment to Data Center. We secured a 40% discount on the Jira and Confluence licenses and moved from a 2000 user Server license on Jira and Confluence and an unlimited JSM license to a 1,000 user Data Center license. Further consolidation of Nexus's European subsidiaries into this Data Center instance are planning without having to upgrade.|
|8||LV=||UK - subsidiary of Allianz||LV= will be installing IUM to consolidate two instances with the aim to remain at the current user tier (2,000 Users)|
|9||Office for Security and Counter Terrorism||UK||Testing|
|10||SUVA||CH||IUM installed on a 2,000 user license avoiding upgrading to 10k on Jira and JSM|
|11||Discount Bank||Israel||IUM installed to downgrade a 1,000 Jira and a Bitbucket license|
|12||Stars Group (Pokerstars)||Global||Evaluating on multiple data center licenses|
There is no user guide required since nothing changes from the point of user experience. The expected behavior is ...
Users, removed from Application Access, we call them "disabled" can log in at any time
The user who did not access Jira for the longest time will be removed from Application Access and becomes "disabled" but not "inactive".
Notifications will be sent, even for Users without Application Access
Notification of these "disabled" users relies on Jira Notification, sending Notifications to "disabled" users might change in the future.
The details below are relevant for users belonging to the related enabled/disabled group.
Experience for users already logged in
A user who is currently working with Jira will only become disabled when his last activity was before the Time the Admin specified in the Settings.
If he becomes disabled, he is logged out automatically. He can not continue his work.
But as long as he works with Jira and he is within the defined time period he will not become disabled or logged out.
But he can logout manually and enable another user to use the free slot in the queue. So another user does not to wait anymore.
Experience for a disabled user
The disabled user logs in as normal. (We changed the default login to the one below)
If there is a slot/seat left in the queue, he is logged in immediately and transparently.
He can start his work.
If there is no slot/seat left in the queue he needs to wait as long as the period defined in the Admin Settings has been expired.
The Queue Screen is Displayed.
The user can retry login at any time.
This App is not available from the Atlassian Marketplace. Accxia will instal the App.
Licenses are available from Accxia only.
After installing the App, you press the "Get Started" button.
You are redirected to the license input.
Just copy and paste the license into the field and save.
Now you can click the "back to config" link and start the App Configuration...
You need to create at least 2 Groups. Groups are working pairwise, there must be a unique group for the enabled Users and a corresponding 2nd group for the disabled users.
Initially all users sharing a license should be in a disabled User Group. For sure you can use existing groups if those groups are already available.
So make sure to add all relevant users to the proper group.
Manage Application Access
Make sure to disable any application access for all the users where you want to share a license. You have to remove the Apllication Access either directly from the users or from any other group if required.
Now enable Application Access only for the enabled groups.
Here you can see the number of consumed licenses.
Disabled Groups may not have any Application access.
App Configuration Form
Group Settings - Here you can define the "Enabled" and the related "Disabled" groups
You can define as many pairs as you like.
Simply select the related groups.
The Queue Size defines the number of "seats", meaning the number of shared licenses.
- Duration in Minutes - this is the time a user has to be inactive before application access for this user will be removed.
Move Users - This is an administrator feature see below.
Move Users in Admin Menu
By klicking the arrow, you can move users from enabled to related disabled group. This might be usefull after you change the config settings above.
Even if there will be a warning before users are moved between group
THIS CAN NOT BE UNDONE !
Extended User Management for easy Setup
With this Screen, Admins can manage users and setup the system easily.
Just enter Number of Users "N" and select the Groups.
Click "List" to get the N users with oldest last Activity Date.
From Group: The group containg the relevant users
Filter Group: You can select a Group to only show users which are in the From Group and in the Filter Group at the same time (AND)
To Group: Select the Group where you want to move/copy the users into.
Inside the List you can select the Users you want to copy or move from "From Group" to "To Group".
Click "Move" to move the Users between groups.
Click "Copy" to keep a user in the original group and add him to the additional group.
This Action can not be undone!
The IUM App supports SSO2.0 SAML with and without auto user provisioning.
To use IUM for Jira with other SSO, Jira Service Management can be uses as a workaround. This requires a Jira Service Management Licensce with at least lowest available tiers.