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IT Systems Assessment Template

Five documents and three sheets that put real sign-in data and a cancellation deadline on every application, then sort the estate by the deadline.

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Pack of 8 files: 5 documents, 3 spreadsheets

IT Systems Assessment Template

How the Act-by Date Is ComputedDocument
Assessment FindingsDocument
Rationalization RecommendationDocument
Risk NoteDocument
Current ArchitectureDocument
Application RegisterSpreadsheet
Integration MapSpreadsheet
Redundancy AnalysisSpreadsheet

IT Systems Assessment Template

Application Register · Thurlow Industrial Group · 118 applications, $3,185,000 a year · readout 3 March

Sorted on the act-by date, not on a value score

Application	Annual	Act-by	Days	What that means
Strathaven BI Reporting	$23,000	1 Apr	+29	Decide now. Six saved reports, none opened in 90 days
Ledbury Expense Portal	$41,000	2 Apr	+30	Decide now. 1,140 seats provisioned, zero sign-ins
Halvorsen Field Service	$54,000	13 Apr	+41	Decide now. Replaced in 2025, nobody cancelled it
Barbon Purchase Approvals	$14,500	2 Mar	−1	Locked. Window shut the day before the readout
Camborne Print Manager	$35,000	30 Jan	−32	Locked. Day 25 of the fieldwork, next chance 2028
Fieldmark Asset Suite	$61,000	17 Jan	−45	Locked. Day 12 of the fieldwork, next chance 2028
Norwood Labour Capture	$24,000	2 Jul	+121	Blocked. Still posting the nightly batch into payroll
Thurlow ERP	$214,000	3 Oct	+214	Largest line in the estate, and nothing to decide for seven months

Application

Annual

Act-by

Days

What that means

Strathaven BI Reporting

$23,000

1 Apr

+29

Decide now. Six saved reports, none opened in 90 days

Ledbury Expense Portal

$41,000

2 Apr

+30

Decide now. 1,140 seats provisioned, zero sign-ins

Halvorsen Field Service

$54,000

13 Apr

+41

Decide now. Replaced in 2025, nobody cancelled it

Barbon Purchase Approvals

$14,500

2 Mar

−1

Locked. Window shut the day before the readout

Camborne Print Manager

$35,000

30 Jan

−32

Locked. Day 25 of the fieldwork, next chance 2028

Fieldmark Asset Suite

$61,000

17 Jan

−45

Locked. Day 12 of the fieldwork, next chance 2028

Norwood Labour Capture

$24,000

2 Jul

+121

Blocked. Still posting the nightly batch into payroll

Thurlow ERP

$214,000

3 Oct

+214

Largest line in the estate, and nothing to decide for seven months

$1,123,500 of headline saving, $768,800 of it reachable inside twelve months. Sixteen rows had already passed their act-by date. Eleven of them, worth $197,200, passed during the eight weeks the assessment was running.

Search this and every result hands you the same instrument. Score each application on business value, score it on technical health, weight the two, plot the composite on a grid, then read a disposition off the quadrant it lands in. The federal playbook most of the commercial versions descend from is honest about where those scores come from, which is a questionnaire sent to the application owner. Ask an owner whether their application is valuable and the answer is yes.

So this pack refuses the questionnaire and joins three record sets instead: the licence contract, the identity provider's sign-in log keyed to the seat assignment list, and the integration configuration. That is the same order the MEGABYTE Act of 2016 puts federal agencies in, requiring an inventory built with automated discovery and software usage analysed to make cost-effective decisions, rather than an inventory built by asking. Usage then has three states rather than two, because a dormant seat and a seat nobody has ever signed into need different conversations.

Then every disposition gets an act-by date, computed as the renewal date minus the notice period, and the register sorts on that rather than on a score. At Thurlow Industrial Group the client's own list held 74 applications and the records held 118. The headline saving was $1,123,500, of which $768,800 was reachable, and eleven rows worth $197,200 passed their deadline during the fieldwork. Set today against the target with a gap analysis, or price what the client keeps against its policies with the risk and controls assessment.

118 applications, 23,240 seats, and four reasons a saving does not arrive

The Application Register, the Redundancy Analysis, the Integration Map, and the calendar the recommendation is sequenced against.

IT Systems Assessment Template

Application RegisterRedundancy AnalysisIntegration MapThe Calendar

Application Register

One row per application, built from the sign-in log joined to the seat list, the contract and the integration configuration. Usage in three states, never two.

Application	Found by	Seats	Active	Dormant	Never	Licence	Recoverable
Ledbury Expense Portal	SSO log	1,140	0	62	1,078	Per seat	$41,000
Halvorsen Field Service	Card statement	210	0	34	176	Per seat	$54,000
Winterburn Telephony	SSO log	788	486	88	214	Per seat	$20,700
Grisedale Meet	CMDB	1,030	610	118	302	Per seat	$39,200
Casterton Endpoint Security	CMDB	1,159	1,104	21	34	Site	$0
Thurlow ERP	CMDB	1,260	980	84	196	Site	$0

The last two rows are why the licence model column exists. Their idle seats price out at $37,000 a year on a per-seat rate, and the invoice does not move when they go. Across the estate that mirage is worth $336,000, a third of the apparent seat saving.

23,240 assigned seats across 118 applications: 10,971 active in the window, 2,288 dormant, 9,981 never signed in once. 1,179 of them belong to people who have left.

Redundancy Analysis

Nine functional categories hold two applications. The test is not the category label, it is how many of the same named people sign in to both.

Category	A actives	B actives	In both	Share	Verdict
Video conferencing	610	240	228	95%	Genuine. Consolidating is a cancellation
File transfer	41	38	34	89%	Genuine. Consolidating is a cancellation
Survey tooling	22	19	16	84%	Genuine. Consolidating is a cancellation
Contract storage	96	88	71	81%	Genuine. Consolidating is a cancellation
Note taking	71	52	6	12%	A migration for 46 people
Project tracking	190	64	7	11%	A migration for 57 people
Diagramming	58	44	5	11%	A migration for 39 people
Password management	130	27	3	11%	A migration for 24 people
Screen recording	34	31	2	6%	A migration for 29 people

Four of nine apparent duplicates survive. A deck that counted applications per category would have recommended consolidating all nine, and five of those recommendations are a migration for between 24 and 57 people each, sold as a licence saving.

Integration Map

Six of the thirty-eight dead applications still receive an automated write. Each one turns an eliminate into an eliminate after, on a date set by engineering rather than by the contract.

Dead application	Still receiving	What breaks on the decision date	Owner	Value
Norwood Labour Capture	Nightly timesheet batch	Payroll batch fails, hours re-keyed	Payroll	$24,000
Pellworth Quality Log	Hourly scrap counts from the line PLC	Scrap counts stop being recorded	Quality	$18,000
Aldercott Freight Portal	Carrier tracking events over EDI	Customer tracking page goes stale	Distribution	$14,000
Ravensdale Survey Tool	Roster from the identity provider	Engagement survey does not send	HR	$11,000
Kimberton Doc Archive	ERP retention job for closed contracts	Retention job errors, nothing is lost	IT Operations	$9,000
Wexcombe Asset Tags	Tag reads from barcode middleware	Shop floor tag reads are lost	Maintenance	$8,000

Dead application

Still receiving

What breaks on the decision date

Owner

Value

Norwood Labour Capture

Nightly timesheet batch

Payroll batch fails, hours re-keyed

Payroll

$24,000

Pellworth Quality Log

Hourly scrap counts from the line PLC

Scrap counts stop being recorded

Quality

$18,000

Aldercott Freight Portal

Carrier tracking events over EDI

Customer tracking page goes stale

Distribution

$14,000

Ravensdale Survey Tool

Roster from the identity provider

Engagement survey does not send

$11,000

Kimberton Doc Archive

ERP retention job for closed contracts

Retention job errors, nothing is lost

IT Operations

$9,000

Wexcombe Asset Tags

Tag reads from barcode middleware

Shop floor tag reads are lost

Maintenance

$8,000

$84,000 that no contract date can release. Two of the six are receiving copies of data that already lives in a system somebody uses, so their dependency work is a deletion. The other four need a replacement built first.

The Calendar

The same $1,123,500, split by when the money can actually be collected rather than by a composite score.

State	What it means	Value
Recoverable now	Month to month, or the billing stops within four weeks	$141,200
Recoverable at the next renewal	Act-by date still ahead and inside twelve months	$627,600
Locked this term	Act-by date already passed, arrives at the renewal after next	$270,700
Blocked	An integration has to be cut before any contract date matters	$84,000

State

What it means

Value

Recoverable now

Month to month, or the billing stops within four weeks

$141,200

Recoverable at the next renewal

Act-by date still ahead and inside twelve months

$627,600

Locked this term

Act-by date already passed, arrives at the renewal after next

$270,700

Blocked

An integration has to be cut before any contract date matters

$84,000

$768,800 reachable, which is 68 percent of the headline. The other 32 percent is not an error in the headline. It is the part of the headline that has a date on it, and the date has either passed or belongs to somebody else.

Eleven of the sixteen locked rows passed their act-by date during the eight weeks of fieldwork. Renewal dates are spread across the year, so in any eight-week window roughly one application in seven does.

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What's in the pack

Application Register

One row per application with usage in three states, the licence model, the act-by date and the disposition, plus which record set found it.

Redundancy Analysis

Every apparent duplicate tested against the share of the smaller active population that signs in to both, with the migration size where it fails.

Integration Map

One row per configured connection, what it carries, who owns it, and what breaks if the target is switched off on a contract date.

Assessment Findings

What the records found against what the client's own list held, the seat split, and the dead applications with their annual cost.

Rationalization Recommendation

Sequenced by act-by date in four waves rather than ranked by saving, each row with a named signatory and the notice that has to be served.

Risk Note

Leaver seats, applications outside single sign-on, card-bought spend with no processing terms, and the connections nobody has written down. Level the client first with the maturity model pack.

Current Architecture

A text map of the hubs and the feeds, built from the integration configuration rather than from a drawing anybody had lying around.

How the Act-by Date Is Computed

The three contract fields behind the date and the four recoverability states. Score the client against a rubric with the diagnostic assessment pack.

How to use it

1
Open in River, or take it blank
Open the pack in River and send the sign-in export, the contracts and the integration configuration, or download the Word documents and CSV sheets and work through them yourself.
2
Build the inventory from records
Join the identity provider's application list, twelve months of card statements and the client's own register. The gap between the last one and the other two is the first finding.
3
Read the contracts in week one
Pull the renewal date, the notice period, whether it auto-renews and whether it prices seats. Do this early, because notice windows close while an assessment runs. Eleven closed during this one.
4
Sort on the date, not the amount
Rank the register by act-by date and split the headline into the four recoverability states. The gap between the headline and the reachable figure is the part of the conversation nobody else has.

Frequently asked questions

Is this template free?

Yes. The zip is Word documents and CSV sheets, no account and no card. Edit with AI is the optional half: the agent joins the sign-in log to the seat list, reads the contracts and computes every act-by date. The rest sit in the template library.

What format are the downloaded files?

Five Word documents and three CSV sheets in one zip. The register carries the columns that do the work: active, dormant and never signed in as separate counts, the licence model, the act-by date and the recoverability state.

What does Edit with AI actually do?

It deduplicates the application list across the sign-in log, the card statement and the client's own register, joins seats to sign-ins, pulls the renewal and notice terms out of each contract, then returns the register sorted by act-by date.

What if the client cannot give me a sign-in log?

Most identity providers export ninety days of sign-ins in a few clicks, and that single file plus the seat list produces a usable finding before any contract is read. Where an application sits outside single sign-on, pull usage from the vendor console and record it as a current-state mapping job.

Are unused seats really worth their per-seat price?

Only where the agreement prices seats. Twenty-seven of the eighty live applications here are priced by site or tier, and their idle seats price out at $336,000 that no renewal will ever release. Those seats move to the risk note as an access finding instead.

Why do leaver seats get their own column?

Because they need no business case and no owner conversation. On the per-seat contracts here they were worth about $110,000 a year, and NIST SP 800-53 already asks for accounts no longer associated with an individual to be disabled.

Is an act-by date really worth a whole column?

Federal contracting takes the strict version of the same idea. FAR 52.217-9 makes an option to extend conditional on preliminary written notice a set number of days before expiry, sixty unless the contract says otherwise. Stopping is timetabled too.

Sources

Written by

Chandler Supple

Co-founder & CEO, River

Chandler has spent the last six years working in AI, building tools for millions of users and Fortune 100 companies. In 2025, he co-founded River to build a new kind of operating system for AI agents.

LinkedIn GitHub X

Reviewed by

Brian Joseff, Co-founder, River

LinkedIn X

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Put a deadline on every disposition

Take the Word documents and CSV sheets blank, or send River the sign-in export and the contracts and get the register back sorted by act-by date.

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IT Systems Assessment Template

Sorted on the act-by date, not on a value score