Case Study: Microsoft EA Renewal for a Major UK Engineering Firm
Challenge
A renowned UK-based engineering company employing over 30,000 professionals and specializing in infrastructure projects, engaged Redress Compliance to assist in renewing its Microsoft Enterprise Agreement (EA). The company’s IT landscape supported large-scale design and construction operations, requiring seamless collaboration, high-end computing, and compliance with industry standards. With its existing EA nearing expiration, the company faced several challenges:
- Analyzing its deployment of Microsoft solutions across diverse engineering projects.
- Identifying unused or underutilized licenses to reduce costs.
- Aligning its licensing strategy with upcoming digital transformation initiatives.
- Negotiating terms that reflected both current needs and future scalability.
- Benchmarking costs against other global engineering firms to ensure competitiveness.
The engineering firm required a tailored strategy to optimize its agreement and maintain operational efficiency.
The Process
- Detailed Deployment Analysis: • Reviewed the usage of Microsoft products, including Office 365, Azure, and specialized tools for 3D modeling and project management. • Assessed software entitlements versus actual usage to uncover inefficiencies. • Evaluated the company’s hybrid IT setup, combining on-premise servers with growing Azure adoption.
- Optimization of Licenses: • Identified redundant licenses and proposed reallocations to better match departmental requirements. • Shifted project-based teams to flexible licensing models, optimizing costs for temporary workloads. • Retired legacy solutions no longer critical to ongoing or future projects.
- Strategic Roadmap Development: • Partnered with the IT leadership team to create a three-year roadmap aligning with the company’s digital transformation goals. • Integrated new tools and features to enhance collaboration across global project teams. • Included scalability provisions to accommodate potential expansions and increased project workloads.
- Benchmarking and Cost Analysis: • Compared licensing terms and costs with those of similar global engineering companies. • Provided insights into best practices and emerging trends in cloud adoption within the engineering sector. • Highlighted areas where competitive pricing could be achieved during negotiations.
- Negotiation and Renewal Support: • Used data-driven insights to negotiate more favorable terms with Microsoft. • Secured significant discounts on Azure services and advanced analytics tools. • Achieved agreement flexibility to allow adjustments for fluctuating workforce and project demands.
Results
- Cost Savings: • Annual savings from license optimization: £4.2 million. • Additional savings from negotiated discounts: £2.8 million. • Total savings over the three-year term: £7 million.
- Operational Enhancements: • Reduced licensing costs by 26% while ensuring full compliance. • Improved collaboration capabilities for geographically dispersed project teams. • Streamlined license management processes across business units.
- Strategic Outcomes: • Aligned licensing strategy with the company’s growth and digital transformation objectives. • Positioned the firm for seamless adoption of advanced Microsoft solutions. • Strengthened IT governance and visibility into software usage.
Quote from the CIO:
“Redress Compliance’s expertise was pivotal in transforming our Microsoft EA renewal into a strategic success. Their tailored approach delivered significant cost savings and set us up for future innovation. They are a trusted partner in our IT journey.”
Key Results:
- Savings Achieved: £7 million over three years.
- Compliance Enhanced: Fully compliant with Microsoft licensing policies.
- Operational Efficiency: Optimized software portfolio and reduced waste.
- Strategic Alignment: Licensing strategy tailored to project scalability and innovation goals.
This case underscores Redress Compliance’s ability to deliver bespoke solutions for engineering firms, ensuring cost efficiency, compliance, and support for long-term growth.
