Signature tool · CIO AI Nexus
AI portfolio & vendor tracker
List every AI tool in the enterprise — copilots, SaaS AI features, platforms and agents — with vendor, owner, capability, seats, monthly active users, cost, value and risk. The tool calculates utilization and cost per active user, flags overlapping approved tools, under-used licenses, unapproved tools and high-risk tools without an owner, adds up the potential savings from idle seats and sorts everything into an action list. Paste a CSV to import, export CSV or Markdown, and save versions privately. The rules run in your browser; AI only explains the result.
The example rows are illustrative, not real data — replace them with your own inventory. The 60% utilization threshold and the value floor of 2 are illustrative assumptions; set your own.
1. Your AI inventory
Example data — replace with yoursOne row per copilot, SaaS AI feature, platform, agent or standalone tool. Set licensed seats to 0 for consumption-priced tools. Cost is the total per month.
| Tool | Type | Vendor | Owner | Capability | Licensed | Active / mo | Cost / mo ($) | Value 1–5 | Risk | Approved | Remove |
|---|---|---|---|---|---|---|---|---|---|---|---|
Import from CSV (paste)
Paste rows with a header line. Recognised columns: name, kind, vendor, owner, capability, licensed, active, cost_per_month, value, risk, approved (also “tool”, “category”, “users licensed”, “monthly active users”, “cost/month”, “value score”, “risk tier”). Comma, semicolon or tab separated.
2. Rules
Overlap = two or more approved tools with the same capability. Savings count only the idle seats of tools below the utilization threshold, so they are never double-counted.
3. Results
- Monthly cost
- $78,850
- $946,200 a year
- Seat utilization
- 59%
- 1,715 active of 2,910 seats
- Potential savings
- $286,200
- a year · $23,850/month
- Tools flagged
- 6 of 9
- 1 overlapping capability
| Tool | Utilization | Cost / active user | Cost / month | Flags |
|---|---|---|---|---|
| Suite copilotCopilot / assistant · Chat assistant | 51% | $59.02 | $36,000 | Unused licenses |
| Internal AI gatewayAI platform · Model access | not seat-based | $14.74 | $14,000 | — |
| CRM AI add-onSaaS AI feature · Email drafting | 47% | $64.29 | $9,000 | Unused licenses |
| Video meeting AI recapSaaS AI feature · Meeting notes | 65% | $7.69 | $4,000 | Overlap |
| Meeting notes app BStandalone AI tool · Meeting notes | 40% | $37.50 | $2,250 | Unused licensesOverlapLow value |
| Meeting bot (personal sign-ups)Standalone AI tool · Meeting notes | not seat-based | $0.00 | $0 | High risk, no ownerUnapproved |
| Service desk triage agentAgent · Ticket triage | 92% | $109.09 | $6,000 | — |
| Code assistantCopilot / assistant · Code assistant | 83% | $23.03 | $7,600 | — |
| Browser AI extensionStandalone AI tool · Chat assistant | not seat-based | $0.00 | $0 | High risk, no ownerUnapproved |
Overlapping capabilities
- Meeting notes: Video meeting AI recap, Meeting notes app B ($6,250/month combined)
4. Action list
Sorted by priority, then by savings.
- 1.Act nowName an accountable owner for Browser AI extension (high risk, no owner) and review its data access this month.
- 2.Act nowName an accountable owner for Meeting bot (personal sign-ups) (high risk, no owner) and review its data access this month.
- 3.Act nowTriage Browser AI extension now: high-risk tool in use without approval — approve with controls, replace or block.
- 4.Act nowTriage Meeting bot (personal sign-ups) now: high-risk tool in use without approval — approve with controls, replace or block.
- 5.This quarterRight-size Suite copilot: 51% of seats active (threshold 60%). Remove or reassign 590 idle seats at renewal.≈ $17,700/month
- 6.This quarterRight-size CRM AI add-on: 47% of seats active (threshold 60%). Remove or reassign 160 idle seats at renewal.≈ $4,800/month
- 7.This quarterRight-size Meeting notes app B: 40% of seats active (threshold 60%). Remove or reassign 90 idle seats at renewal.≈ $1,350/month
- 8.This quarterConsolidate "Meeting notes": Meeting notes app B overlaps with Video meeting AI recap. Pick one standard and plan the exit for the rest.
- 9.This quarterConsolidate "Meeting notes": Video meeting AI recap overlaps with Meeting notes app B. Pick one standard and plan the exit for the rest.
- 10.Next reviewChallenge Meeting notes app B: value score 2 of 5 for its cost. Ask the owner for evidence or retire it at renewal.
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