ITAM KPI Visibility Success Story For an Information Conglomerate
Company Profile
This Canadian conglomerate in the multinational information industry employs a workforce of 10,000+. After years of significant growth, they began to feel the squeeze of managing their large software estate, and in 2020 the organization partnered with Anglepoint to assist them in their software asset management (SAM) goals. The end goal was fourfold: increase KPI visibility, reduce audit risk, mature their SAM program, and maximize cost savings. The largest challenges included a decentralized software procurement process, a lack of in-house publisher licensing expertise, and technical and operational skills gaps in SAM tooling.
The client and Anglepoint together utilized cross-team resources to overcome these challenges and meet these goals. After the engagement, the client was equipped with more useful software asset management tooling, KPI development, and a more robust ITAM program.
Software Asset Management and spend can easily get out of hand as a company grows. Before partnering with Anglepoint, this organization began to feel the burden of that task and was eager for additional support.
With 21 different key software publishers to manage and track and 800+ total publishers, the client began to feel the weight of the vast publisher knowledge required to continue. The company’s siloed procurement process further complicated the need for this understanding. As each employee was given the ability to order software individually, it allowed each employee and department to receive the tools they needed quickly but it created a cluttered software portfolio that was difficult to manage or optimize. Previously, the organization’s decentralized management process meant it was too difficult to track opportunities to bundle software packages for a lower price and reuse formerly procured software. As a result, significant cost-saving strategies had been underutilized.
Moreover, the client had existing Software Asset Management tools in place, but a lack of trust in the data’s accuracy inhibited the client from utilizing the tools to their full extent. This lack of reliable ITAM data, coupled with the client’s portfolio depth, inhibited the client’s ease of identifying key entitlement and contract information. The company had no audit notices pending, but they understood that the risk of software audits continued to grow as the organization did. The need for a robust solution to manage and identify appropriate software spend, compliance, and an effective license position became more critical.
After considering these needs and doing some industry research, the client opted to partner with Anglepoint to help them achieve their goals and overcome these challenges.
Working together, the client and Anglepoint soon recognized the need to establish data-driven KPIs that aligned with the organization’s goals. Before partnering with Anglepoint, the client had selected and implemented a new SAM tool called USU License Management (LiMa). After forming their partnership, Anglepoint and the client began using this tool to track important key entitlement and contract information. Whenever a service was provided or accomplished, it was documented and tracked. These services were tracked daily, weekly, monthly, quarterly, and yearly, and soon, essential information became accessible. Knowledge about which publishers have new entitlements and contracts and when they will occur continues to help the client make informed decisions with data they can trust, ensuring KPI visibility.
To continue this clarification effort, solutions to meet the client’s software procurement and ITAM program goals were discussed. First, the client wanted to develop a more open cross-departmental communication channel. A regular exchange of information between Procurement, Architecture, Finance, M&A, and more became an important focus. This communication is essential to procuring software in the most economical way.
Next, the client aimed for consolidation. Previously, the client’s employees had procured redundant software licenses without realizing it. Often these software licenses were purchased by different teams or groups without recognizing that only one overarching license was needed. Consolidating the licenses simplified the client’s ability to manage the contracts moving forward and now provides a more economical software license solution.
Finally, the client and Anglepoint worked towards a license model adjustment. Separate groups in the client’s organization had distinct license models. Often these software license models featured different publishers but interchangeable functionalities. Moving groups from different publishers to just one while maintaining the needed functionalities provides the most cost-effective solution.
Working as a team, many essential wins have been achieved, and the client and Anglepoint continue their on-going relationship. The development of KPIs has been an indispensable aspect of this relationship, and the client continues to utilize their KPI visibility to guide their software asset management goals and trajectory. In the most recent SOW (Statement of Work), a Service License Agreement (SLA) was put in place, connected to each KPI. Anglepoint and the client will continue to work together in this sphere to achieve results.
Additionally, Anglepoint continues to work with the client to monitor the health of USU LiMa. The implementation of this SAM tool has added significant value for the client, and the organization continues to utilize vital information provided by the tool. When technical or operational issues with the tool arise, Anglepoint will analyze the issue and coordinate with the appropriate team (the client’s internal team or USU) to help the issue get resolved. USU LiMa is a crucial aspect of the client’s SAM success.
Over time, the client and Anglepoint formed a powerful team that delivered, and continues to deliver, crucial results for the company’s ITAM program, SAM tooling, and procurement process.
With so many groups within the company, it was easy for the client to feel overwhelmed trying to track and understand data in a reliable way.
Defining KPIs That Drive Outcomes
Anglepoint’s ITAM Program Transformation workshops include the support required to help define your organization’s North Star Metrics and the KPIs needed to achieve them.