Understand user license usage

User licenses define the level of access and interaction each person has. The following license types are available in Alfabet:

• Business Users are positioned as the primary drivers of value-creating activities in the organization such as architecture landscape assessment and planning, master planning, strategy derivation, and capability management. Business users have the broadest access of all license usage types and can use all functionality included in their licensed Alfabet modules in a fully interactive way. Business users hold all rights assigned to Data Stewards and Analysis Users, enabling them to both maintain data quality and perform in-depth analyses across the enterprise architecture landscape. Business users have Write access permissions based on one of the following assigned user profiles: .
  • Portfolio Admin: Write access to all administrative functionalities and all objects in the repository.
  • Portfolio Manager: Read access to all objects in the repository and Write access to relevant objects via authorized user and authorized user group affiliation.
• Data Stewards are responsible for capturing, maintaining, and validating the objects that they are responsible for, ensuring that the information within their scope remains reliable and up-to-date. Their work safeguards the quality of the enterprise architecture data foundation. An example is an application manager who owns several applications in the portfolio. This role must ensure that all information related to those applications is complete, consistent, and accurate, covering aspects such as lifecycle status, dependencies, technical attributes, and business fit. Data stewards have Write access permissions based on one of the following assigned user profiles:
  • Application Manager: Write access to relevant applications, application groups, and peripherals via authorized user and authorized user group affiliation. References can be created to relevant objects in the business, information, and technical architectures.
  • Technology Manager: Write access to relevant components via authorized user and authorized user group affiliation. References can be created to relevant objects in the business and technical architectures.
  • Project Manager: Write access to relevant project groups, projects, work packages, and tasks via authorized user and authorized user group affiliation. References can be created to relevant objects in the business, information, and technical architectures.
  • Resource Manager: Write access to relevant organizations and skills via authorized user and authorized user group affiliation. References can be created to relevant objects in the investment architecture.
  • Team Member: Write access to relevant skill requests via authorized user and authorized user group affiliation.
• Analysis Users focus on viewing and interpreting information related to enterprise architecture, IT planning, and portfolio management. Their role is centered on gaining insight and supporting decision-making rather than creating or modifying data. Analysis users have Read-Only access permissions to all objects in the repository based on the Portfolio Analysis user profile. Analysis users may join conversations, add comments, and stay informed about updates that affect the objects they follow. They also receive notifications about changes, ensuring they remain aligned with developments across the enterprise architecture environment.

Go to Home > User Statistics to see an overview of license consumption.

Understand license usage per license type. The three doughnut charts for Business User License Usage, Data Steward User License Usage, and Analysis User License Usage show how the license types are used. When no usage data is available for a license type, each chart displays the total number of licenses used. When usage data exists, the number in the middle of the chart shows the total number of purchased licenses, and the slices indicate how many licenses are used and how many are still available. If usage exceeds the permitted number, an additional red Overdrawn slice will highlight the number of excess users.

Click a doughnut slice to open the User License and Profile Assignment view to understand exactly how the usage values shown in the charts are calculated. This view lists all users consuming each license type, along with the user profiles they use to access Alfabet and the license type associated with each user profile. License counting follows a highest-entitlement principle. If a user has multiple profiles such as one requiring a Data Steward license, one requiring a Business User license, and one requiring an Analysis User license—the system counts the user under the Business User license, as it grants the broadest access. As a result, the user appears only in the Business User License Usage chart and not in the Data Steward User License Usage and Analysis User License Usage charts.

Understand license usage over time. The User Login Over Time report shows a line chart with the number of users logging in with a license type at a particular point in time. The User Usage Statistics data set shows the names of the users who have logged in along with the user profile and license types they have logged in with and how often they logged in during the current month and each quarter of the last year.