Annual Renewals

[Stuart-Hannah]

Evening,

 

Can I ask how people document their renewals? I was thinking of having a spreadsheet with the months of the academic year and when the renewals are up and the cost. Just so we know how much we have been paying over the last few years too and if we buy a 3 year licence we know when it's up for renewal.

 

Stuart

[mukz]

That is exactly what we do. I do however keep a separate sheet based on alternative costs for comparisons + reasons why we like/dislike them. Helps when someone asks why we didn't go with x company

[Stuart-Hannah]

Sounds perfect, we've had a few problems with renewals not getting to me but sent to someone who isn't in so as you can imagine causes problems

[mukz]

Ahh i forgot to write we have a renewals@domain so they go to that they are dedicated to that purpose instead of any emails attributed to others who could have left.

[FN-GM]

I have a dedicated calendar in Outlook. Easier to keep an eye on whats coming up.

[timbo343]

I have a spreadsheet which forecasts a 3 year plan of software license renewals which me and the bursar go through around feb/march time along with a mini whiteboard on the wall for my own reference.

[Stuart-Hannah]

I have a spreadsheet which forecasts a 3 year plan of software license renewals which me and the bursar go through around feb/march time along with a mini whiteboard on the wall for my own reference.

 

Like the idea of having a forecast for projected costs and renewals, that's what I think I will be trying to setup.

 

Stuart

[timbo343]

All it is, is a sheet with the years across the top dividing up the sheet so 2016, 2017, 2018 etc. And then the software within each year and if we have bought software which covers 3 years, i just add an arrow spanning across the years we have it for and then a month when it expires along with a budgetted and actual cost column so we can see how much weve saved or over spent.

 

The bursar understands it and i understand it. Nothing complicated either.

Edited September 8, 2016 by timbo343

[Stuart-Hannah]

Thanks for all the replies, can get working on something next week.