Project Controls & Document Management
Charge each project for the software it actually used, not an even split.
Open iT meters ProjectWise, BIM 360 and Bluebeam by user, cost center and project, and LicensePlanner reconciles what was estimated, budgeted and actually spent. So shared document-control and collaboration cost is charged back to the jobs that used it, each business line sees its own recharge, and a joint venture splits software cost on a record instead of an argument.
- Charge software back to the project, business unit or JV partner that used it
- Reconcile estimated, budgeted and actual spend for each title
- Give every business line a defensible view of its own recharge
Shared document and collaboration seats get split evenly across projects. The jobs that barely touch them subsidize the ones that live in them.
Project controls and document management run on shared seats used across every job at once: ProjectWise, BIM 360 and ACC, Bluebeam. Most firms allocate that cost by headcount or an even split, so a project that opens the tool twice a month pays the same as one that runs it all day. Nobody can defend the number, because nobody has the usage behind it.
On a joint venture it is worse. Partners argue over who owes what for shared software with no usage record to settle it, and the recharge becomes a negotiation instead of a fact. Finance, meanwhile, cannot tell what was budgeted from what was actually spent until the year is closed.
Was Open iT leistet
1
Charge back on real usage.
LicensePlanner allocates software cost by user, cost center and project from actual usage, so each job, or each JV partner, pays for what it used rather than an even share of the whole.
2
Reconcile estimated, budgeted and actual spend.
LicensePlanner consolidates all three for each software title, so finance can see what was planned against what was really consumed, in-year rather than at close.
3
Give every business line its own view.
Per-cost-center reporting lets each unit see its own consumption and entitlement, which turns “why is our IT recharge so high” into a conversation backed by data.
4
Settle the joint-venture question with a record.
Usage by project and partner is an auditable basis for splitting shared-software cost, so the recharge stops being an argument and becomes a line item everyone can trace.
What the license server sees vs. what Open iT sees
| Without Open iT | With Open iT’s chargeback |
|---|---|
| Every project pays the same, regardless of use | Each project pays for the seats and hours it actually used |
| A light user subsidizes a heavy one | The recharge matches consumption |
| JV cost split is a negotiation | JV cost split is an auditable usage record |
| Budget versus actual is known only at year close | Estimated, budgeted and actual reconciled in-year |
Projektengagemang, an engineering firm, bills 38 subsidiaries with fair, usage-based chargeback itemized by user and cost center, so light users no longer pay the same as heavy ones.
— Projektengagemang
Haben Sie Fragen? Wenden Sie sich an einen Lizenzspezialisten.
Is your even split charging the wrong projects?
Shared tools like ProjectWise and Bluebeam are often recharged by headcount or split evenly. Enter what each project actually used and see who has been subsidizing whom.
Total you recharge across projects each year, in your currency.
Suits pay-per-use agreements billed on hours of use.
Projects sharing the tool
One row per project, business unit or JV partner. Users is the headcount you split by today.
per year charged to the wrong projects under an even split
- Projects paying more than they use
- 0 of 0
- Annual cost being recharged
- 0
Wie dies berechnet wird
Even split = cost ÷ number of projects. Headcount = cost × project users ÷ all users. Usage = cost × project usage ÷ all usage. The amount charged to the wrong projects is the sum of every project’s overcharge under an even split.
The usage measures match the units in Open iT’s Application Cost Catalog and Invoice report: elapsed time, distinct users per day, and max used licenses per day. Open iT documentation recommends distinct users for named-user agreements, elapsed time for pay-per-use, and concurrency for concurrent licenses. docs.openit.com — LicensePlanner
Projektengagemang AB delivers software to 38 subsidiaries and now produces chargeback invoices itemized by user and cost center, delivered quarterly, using LicenseAnalyzer Level 1. Before, subsidiaries using an application 3 to 4 hours a week paid the same as one using it up to 8 hours a day. Projektengagemang customer story
Results are estimates from the values you enter and ignore fixed charges or included units in your contracts.
Häufig gestellte Fragen
Can Open iT charge software back to specific projects or JV partners?
Yes. LicensePlanner allocates cost by user, cost center and project from actual usage, which gives each job or partner a defensible recharge.
Can finance see budgeted spend against what was actually used?
Yes. LicensePlanner consolidates estimated, budgeted and actual spend for each software title, so budget-versus-actual is visible in-year rather than only at close.
Which project-controls applications are supported?
ProjectWise (via Bentley Cloud and Bentley Hosted), BIM 360 and ACC (via the Autodesk connector) and Bluebeam are metered in v10.2. Scheduling and estimating tools (Primavera P6, MS Project, Procore, CostX) are not yet confirmed.
Do we need Level 2 or Level 3 for chargeback?
No. Chargeback runs on Level 1 usage data. Harvesting idle seats is a separate, optional step.
An even split is the easiest number to calculate and the hardest to defend. Open iT gives you the usage behind the recharge, project by project, partner by partner, so the next allocation is a record, not an argument. Projektengagemang already bills 38 subsidiaries that way.