Software License Audit and Cost Savings

Software License Audit and Cost Savings

• Client: "National Education Group," a large organization comprising multiple universities and colleges.

• Challenge: National Education Group struggled with managing its complex software licensing agreements across its distributed network of institutions. This resulted in:

  • Overspending on software licenses due to a lack of centralized management and visibility.

  • Compliance risks associated with unauthorized software installations and usage.

  • Difficulty in tracking software usage and optimizing license allocation.

  • Inconsistent software deployment and management practices across different institutions.

  • Lack of accurate data for software budgeting and procurement.

• Solution:

  • We performed a comprehensive software license audit across all institutions within National Education Group. This involved:

    • Using automated discovery tools to inventory all software installations.

    • Reconciling software installations with license entitlements for each vendor (Microsoft, Adobe, etc.).

    • Identifying areas of over-licensing, under-licensing, and unused software.

    • Analyzing software usage patterns to identify opportunities for license optimization.

  • Based on the audit findings, we provided recommendations for:

    • License reclamation (removing unused software and reallocating licenses).

    • License optimization (switching to more cost-effective licensing models).

    • Centralized license management (implementing tools and processes for tracking and managing licenses).

    • Software standardization (reducing the number of software versions and applications).

• Results:

  • Significant Cost Savings: National Education Group achieved $800,000 in cost savings within the first year through license reclamation and optimization.

  • Improved License Compliance: The audit ensured that the organization is fully compliant with software licensing agreements, mitigating the risk of costly audits and penalties.

  • Centralized License Management: Implementing a centralized license management system improved visibility and control over software assets, enabling better budgeting and procurement.

  • Standardized Software Environment: Software standardization reduced IT complexity and support costs, and improved software compatibility.

  • Data-Driven Decision Making: Accurate software inventory and usage data now enable National Education Group to make informed decisions about software investments and renewals.