How do you migrate from software subscription to perpetual license or vice versa?

1 Reasons to migrate

When considering whether to migrate from software subscription to perpetual license or vice versa, it is important to consider various factors such as cost, features, and compliance. Comparing the total cost of ownership (TCO) of both models over the expected lifespan of the software and factoring in maintenance, support, and upgrade costs can help you determine which model is more cost-effective. Evaluating the value and relevance of the features offered by each model and how they align with your business goals and workflows can help you decide which model is better suited for your needs. Additionally, reviewing the legal and ethical implications of both models and how they affect your rights and responsibilities as a software user can help you determine which model is compliant with your regulatory or contractual obligations.

2 Steps to migrate

The process of migrating from software subscription to perpetual license or vice versa may vary depending on the vendor, the software, and the contract. However, some general steps that you may need to consider include reviewing your current contract with the vendor, contacting them to inform them of your decision and negotiate a new deal, preparing for the transition by backing up data, uninstalling/installing software, configuring settings, transferring licenses, testing functionality, and training users. Additionally, it is important to communicate with stakeholders and customers about the expected impact and benefits of the migration. After completing the migration, you should monitor and evaluate the results by measuring performance, reliability, usability, and satisfaction of the software. Lastly, compare costs and benefits of the new model with the old one and identify any issues or opportunities for improvement.

3 Benefits and challenges

Migrating from software subscription to perpetual license or vice versa can have various benefits and challenges for your business. Possible benefits include saving money through cost-effective models, accessing new features, and aligning with business goals. However, there are also potential risks such as losing data or functionality, incurring extra costs, and dealing with legal or ethical issues. Switching models can help you take advantage of promotional offers and discounts, as well as access new functionalities and integrations that can enhance productivity and innovation. However, it can also lead to compatibility issues, technical glitches, or human errors that may result in downtime or disruption. Additionally, it may incur cancellation fees, migration fees, training costs, or hardware requirements. Finally, it may raise legal or ethical issues due to the vendor's terms of service, privacy policy, or data security standards.

4 Best practices

To ensure a successful migration from software subscription to perpetual license or vice versa, you should do your research and compare the pros and cons of both models for your specific software and business needs. Consulting with your IT team, finance team, legal team, and users can provide input and feedback. Once you have decided to migrate, create a timeline, budget, and checklist for the process. Anticipating any potential problems or risks is key; prepare contingency plans and backup solutions. Throughout the migration process, communicate clearly and frequently with your vendor, stakeholders, and customers. Let them know your reasons, goals, expectations, and progress. After completing the migration, evaluate and improve the software experience by collecting data, feedback, and metrics. Seek continuous improvement by monitoring and adjusting the software model as needed.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?