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Efficient license management and cost optimization for Sint Maartenskliniek Foundation

Background

Stichting Sint Maartenskliniek (SMK) aimed to achieve a more efficient IT operations by reducing costs while maintaining flexibility and efficiency. In collaboration with BeSharp Experts, SMK went through an optimization process aimed at renewing their Microsoft contracts and optimizing their license portfolio. This process focused on renegotiating the Microsoft Enterprise Subscription Agreement and an in-depth analysis of license usage.

Challenges

Cost control: SMK needed to better manage server and user license costs. There was pressure to optimize IT spending and stay within budget, without sacrificing the quality and flexibility of IT services.
License Profile Alignment: There were discrepancies between the purchased licenses and the actual needs of the organization. It was crucial to align the license profiles with the actual situation in order to make the most efficient use of the available resources and to avoid unnecessary costs.
Complexity in license management: The diversity of license profiles and the lack of accurate data on actual usage made effective license management difficult. This led to duplication and reduced transparency in the cost structure

Solution

Data analysis and optimization:
BeSharp Experts performed a thorough analysis of SMK's IT environment, using data from Active Directory, Microsoft 365 Subscriptions, and True Up reporting. This identified optimization opportunities and enabled SMK to restructure license profiles and reduce costs.

Restructuring of license profiles:

Server licenses: Switching from Microsoft Enterprise Subscription Agreement to Server and Cloud Enrollment resulted in significant cost savings.
User Licenses: The number of E3 licenses was optimized and the switch to the more cost-effective Defender O365 F1 replaced Defender O365 P1, delivering further savings.

Roadmap and scenario workshops:

BeSharp Experts organized workshops to inventory SMK's future needs for Microsoft products and develop contract renewal scenarios. This resulted in the selection of the NVZ umbrella agreement as the most cost-efficient option.

Contract renewal:

Significant cost savings were achieved by negotiating on the basis of the NVZ umbrella agreement instead of an agreement based on Level A.

The results

The choice of the proposed scenario has enabled the Sint Maartenskliniek to:

Improved license configuration: The optimized license profiles now better match SMK's current and future needs, resulting in more efficient use of IT resources and improved cost management.
Cost savings: Thanks to the restructuring of license profiles and a strategic choice for the right contract option, SMK has achieved significant cost savings. This allows the organization to reallocate resources to other priorities.
Transparency in license management: The improved data analysis and simplified license management process have led to greater transparency in the cost structure and more effective management of IT licenses.
Forward-looking planning: The roadmap and scenario workshops have enabled SMK to be better prepared for future licensing needs and to respond more flexibly to changes in IT usage and requirements.

Ready to see how Snowflake works?

The collaboration between Stichting Sint Maartenskliniek and BeSharp Experts has resulted in more efficient license usage and an improved cost structure. Thanks to detailed analysis and strategic planning, IT expenditures have been optimized and transparency in license management has increased. This project emphasizes the importance of regular license management and a proactive approach to control IT costs and maximize value.

BeSharp Experts has proven itself as a reliable partner in optimizing IT licenses, which has not only resulted in immediate improvements in license usage, but also provides a solid foundation for future IT needs.

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