Tools, costs and dependencies — Clarity by BRAINYTECH

Inventory

How many SaaS, business or digital tools are in scope? *

What monthly costs are already known? (€) (Optional)

Which tools by function do you already know? (Optional)

How visible are critical contracts? *

OpaqueInformation is scattered or unknown.LowSome elements exist, but without consolidated view.PartialA view exists on part of the scope.GoodKey elements are clear and accessible.CompleteDocumented, up-to-date view suitable for decision-making.

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How visible are hosting arrangements, locations and owners? *

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How much of the full cost is documented (licenses, services, operations, exit)? *

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Are renewal dates and conditions visible? *

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Control

Does the scope strongly depend on a few suppliers? *

LowLimited lock-in, credible alternatives or easily recoverable data.LimitedDependency exists but can be worked around.ModerateSome dependencies to document before commitment.StrongProvider, contract, integration or data is hard to replace.Very strongExit is costly, complex or uncertain.

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Have you identified redundancies between tools? *

None knownNo duplicate identified in the scope.LowA few minor overlaps.LikelyDuplicates are suspected but not quantified.HighSeveral tools cover similar functions.Very highClear accumulation, hidden costs or competing uses.

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Are tools, contracts, accesses and responsibilities documented? *

UndocumentedTools, accesses, contracts or owners are not listed.Very partialSome information exists, but remains scattered.PartialUseful documentation, but incomplete or not fully up to date.DocumentedMost useful elements are available.Documented and maintainedDocumentation is structured, up to date and owned.

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Can you exit or replace a critical tool without major blockage? *

Blocked exitStrong dependency, hard-to-recover data or locking contract.Difficult exitReplacement is possible, but costly or risky.Exit to prepareSome room exists, but conditions must be documented.Possible exitData, contract and alternatives are reasonably clear.Controlled exitReversibility, alternatives and exit plan are identified.

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What are the main pain points? *

Is sensitive data concentrated in this stack? *

Non-sensitivePublic, generic or fictitious data.Low-sensitivity internalInternal data with limited confidentiality stakes.Regular internal / clientInternal or client data to protect, without extreme criticality.ConfidentialContracts, client data, HR, strategy, finance or sensitive elements.Highly sensitive / regulatedHealth, highly sensitive data, secret, security or strong regulatory exposure.

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Do integrations make the stack hard to evolve? *

Very simpleLittle or no system integration.SimpleLimited connection or use, without critical dependency.ModerateSome flows, accesses or tools to coordinate.ComplexMultiple integrations, sensitive systems or strong constraints.Very complexArchitecture, security, data or legacy make the topic heavy.

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Does each critical tool have a business and technical owner? *

No ownerNo one clearly owns the topic.Unclear ownershipSeveral actors, but no clear ownership.Possible ownerA possible owner exists, without full mandate.Owner identifiedAn owner can decide or validate.Active ownerNamed, available and legitimate owner.

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Are export formats, volumes and data return times controlled? *

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How business-critical is this stack? *

LowError or slowness has no major consequence.LimitedLocal or easily recoverable impact.SignificantNoticeable impact on quality, timelines or workload.HighImportant business, client, financial or reputational impact.CriticalCritical impact on decision, continuity or obligations.

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How well evidenced is this inventory? *

Use invoices, contracts, administration exports and named owners where possible.

Very lowRough or unverified assumptions.LowSome rough figures, but many uncertainties.MediumPlausible assumptions, to be confirmed before investment.GoodData is reliable enough to scope a decision.HighRecent, sourced data validated by business teams.

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This diagnostic is indicative. It does not replace a full audit. It is used to identify a first orientation and whether deeper scoping is useful.