Case Study: Microsoft EA Renewal for a Leading Engineering Firm in the Eastern USA
Challenge
A prominent engineering firm headquartered in the Eastern United States, with over 25,000 employees, engaged Redress Compliance to guide its Microsoft Enterprise Agreement (EA) renewal. The firm’s operations relied on Microsoft’s suite of tools to manage design workflows, client collaboration, and project management across its global projects. Facing a complex licensing environment, the company needed to:
- Evaluate its current usage of Microsoft products, including Azure, Office 365, and specialized engineering software.
- Optimize licensing allocations to align with actual usage and reduce excess costs.
- Develop a roadmap for integrating Microsoft tools into its future digital transformation strategy.
- Benchmark licensing costs against industry standards.
- Negotiate an agreement that provides scalability and cost predictability.
Given the mission-critical nature of its operations, the firm sought a strategic approach to ensure compliance and maximize value from its licensing investments.
The Process
- Usage Assessment and Deployment Analysis: • Reviewed the deployment of Microsoft tools across design, operations, and administrative teams. • Conducted a detailed usage analysis to identify underutilized licenses and redundant software. • Assessed hybrid environments, integrating on-premise and cloud solutions to ensure efficiency.
- Optimization of Licensing Portfolio: • Consolidated overlapping licenses and reallocated entitlements to reflect actual usage patterns. • Recommended shifting specific teams to project-based licensing models for better cost alignment. • Suggested retiring legacy software no longer met operational needs.
- Strategic Roadmap Development: • Partnered with IT leadership to create a multi-year roadmap prioritizing cloud-first initiatives and advanced analytics tools. • Integrated licensing strategies with planned IT upgrades, ensuring seamless transitions. • Focused on tools that enhance remote work capabilities and collaboration for engineering teams.
- Benchmarking and Negotiation Strategy: • Benchmarked licensing costs and terms against similar engineering and construction firms. • Identified cost-saving opportunities in Azure and other scalable services based on industry trends. • Developed a negotiation strategy to secure better pricing and flexible terms.
- Renewal Support: • Provided comprehensive data and insights to Microsoft during negotiations, justifying discounts and adjustments. • Secured flexible agreement terms to allow adjustments for seasonal workforce changes and project-based licensing.
Results
- Cost Savings: • Optimized licensing resulted in annual savings of $3.2 million. • Additional savings from negotiated discounts: $2.1 million. • Total savings achieved over the three-year term: $5.3 million.
- Operational Improvements: • Reduced licensing costs by 23% while maintaining compliance. • Enhanced collaboration and productivity through streamlined software deployment. • Improved visibility and governance over licensing usage across multiple departments.
- Strategic Outcomes: • Secured a flexible EA aligned with the company’s project-based workflows. • Positioned the firm for seamless integration of advanced Microsoft solutions in upcoming infrastructure upgrades. • Strengthened governance processes for ongoing license management and compliance.
Quote from the CIO:
“Redress Compliance’s expertise turned a daunting renewal process into a strategic advantage. Their data-driven insights and negotiation skills delivered significant savings and a flexible agreement that aligns with our business needs. They’ve been an invaluable partner.”
Key Results:
- Savings Achieved: $5.3 million over three years.
- Compliance Enhanced: Fully compliant with Microsoft licensing policies.
- Operational Efficiency: Optimized licensing portfolio with reduced redundancy.
- Strategic Alignment: Licensing strategy tailored to project-based workflows and digital transformation goals.
This case highlights Redress Compliance’s ability to deliver tailored solutions for engineering firms, ensuring cost efficiency, compliance, and scalability in Microsoft EA renewals.
