Case Study: Microsoft EA Renewal for a Danish Professional Services Firm
Challenge
A leading professional services firm headquartered in Denmark, with over 20,000 employees and clients spanning multiple industries, engaged Redress Compliance to assist with its Microsoft Enterprise Agreement (EA) renewal. The firm’s IT systems supported critical operations such as client project management, collaboration, and data analytics. With the upcoming EA renewal, the company sought to:
- Conduct a comprehensive review of its current Microsoft deployments.
- Identify opportunities to optimize license usage and reduce costs.
- Align its licensing strategy with future growth and technological transformation goals.
- Benchmark licensing costs and terms against similar organizations.
- Negotiate a scalable and cost-effective agreement tailored to its business needs.
The firm’s complex client-facing operations required a licensing strategy that balanced flexibility, compliance, and cost-efficiency.
The Process
- Deployment and Usage Analysis: • Conducted a detailed review of the firm’s Microsoft tools, including Office 365, Azure, and Dynamics 365. • Mapped software entitlements against actual usage across all departments. • Identified underutilized licenses and redundant applications.
- Optimization of Licensing Portfolio: • Consolidated licenses across various teams to reduce duplication and costs. • Transitioned some departments to role-based licensing models for better alignment with usage needs. • Recommend retiring legacy systems that no longer support business objectives.
- Strategic Roadmap Development: • Partnered with IT leadership to design a three-year roadmap focused on cloud adoption and advanced collaboration tools. • Integrated plans for data-driven solutions to enhance service delivery and operational efficiency. • Ensured scalability to support client projects and future growth.
- Benchmarking and Negotiation Strategy: • Compared the firm’s licensing costs and agreement terms with those of similar-sized professional services organizations. • Identified areas for cost reductions and additional value in Microsoft’s product offerings. • Developed a negotiation strategy to secure favorable pricing and enhanced flexibility.
- Agreement Renewal Support: • Presented a data-backed proposal to Microsoft, leveraging usage insights and industry benchmarks. • Negotiated significant discounts on Azure and advanced business intelligence tools. • Secured a flexible agreement structure to accommodate seasonal demand variations and project-specific needs.
Results
- Cost Savings: • Annual savings from license optimization: DKK 25 million. • Additional savings through negotiated discounts: DKK 15 million. • Total savings over the three-year term: DKK 40 million.
- Operational Enhancements: • Reduced overall licensing costs by 30% while maintaining compliance. • Streamlined license management processes across multiple business units. • Enhanced collaboration and productivity through optimized deployment of Microsoft tools.
- Strategic Outcomes: • Secured a scalable EA aligned with the firm’s growth and digital transformation objectives. • Positioned the company for seamless adoption of cloud-based solutions and advanced analytics. • Strengthened IT governance and visibility into software usage and costs.
Quote from the CIO:
“Redress Compliance’s expertise was instrumental in our Microsoft EA renewal. Their strategic approach delivered significant cost savings while aligning our licensing with business needs. They have been a critical partner in our IT journey.”
Key Results:
- Savings Achieved: DKK 40 million over three years.
- Compliance Enhanced: Fully compliant with Microsoft licensing policies.
- Operational Efficiency: Optimized licensing portfolio with reduced redundancy.
- Strategic Alignment: Tailored licensing strategy supporting growth and innovation.
This case highlights Redress Compliance’s ability to deliver tailored and impactful solutions for professional services firms, ensuring cost optimization, compliance, and support for long-term business goals.
