Company Size: 1000+ Employees
Industry: Oil & Gas
About The Company: United States based subsidiary with products including oils, fuels, and card services, as well as exploration, production, and refining of petroleum products
The Challenge The customer was facing challenges with departments
unable to communicate properly with one another. As a result of this miscommunication, the customer had too many licenses without a system for consolidation or managing the licenses.
The customer needed a repeatable and audited process to drive overall IT efficiency which, at that time, was either incomplete or nonexistent. The challenge would be to design this process, integrate new habits and techniques with the staff and finally observe/correct any missteps. Because the departments within the company were so deeply disparate, the customer would need help creating pathways for communication and understanding of their individual needs.
Disparate IT organizations, physical data centers, and service providers
Unmanageable IT environment
License surplus due to poor communication throughout the organization The proper solution was clear to the Crayon team. But
to the customer, the implementation process would ignite the challenges for resolving the pain points to a degree that made the solution seem impossible to achieve.
Methodology: Due to the number of challenges facing the customer, Crayon’s goal was to install a software asset management (SAM) program that included help from a team of Crayon representatives throughout the installation and into the maintenance phase. Our SAM as a managed service program was able to not only provide recommendations for license management improvement, but also provide access to our many experts who leaned in to the project to get it done for the customer. The Crayon experts went into depth for the staff about how best to manage and maintain the new process with the Crayon team by their side.
Solution: To resolve the customer’s pain points, Crayon took action by creating a formal audit response process. This process would allow the customer a smoother road through their next audit unlike in the past when an audit would catch them off guard and ill prepared. Because the Crayon team has decades of experience in software audit response and management, we were able to provide the best solution for the customer possible.
Once the audit response process was established, the Crayon team moved to create a long-term plan to optimize the customer’s IT software spend. This plan consisted of a desperately-needed consolidation of the customer’s software licenses as well as training on how best to strategize software licenses in the future.
To help the customer strategize their software licenses in the future, the Crayon team found the best tool option for their needs. The SAM tool chosen for this customer is designed to manage software licenses and aid in the installation process of new software.
With this tool, the Crayon team was able to manage the customer’s current software licenses and integrate dozens of other software vendors. These new vendors were vetted by the Crayon team of experts and were found to be the best options to optimize the customer’s business process and provide the licensing options best suited for the customer’s needs.
The Result: License Optimization and Cost Avoidance Once the Crayon team completed the program development, the customer was left with a fully operational SAM management program that provides the foundation needed for license optimization and IT spend risk mitigation. The customer now has adequate defense against future audits which will ultimately lead to fewer audits in the future because the publisher will have reason to trust the customer’s license tracking methods.
Because audits are costly as well as inconvenient, the customer was able to avoid an excess of $100MM over the span of 3 years. The customer was pleased with the monumental outcome of its new program. The Crayon team continues to work with the customer to help manage its SAM program and ensure all of the customer’s employees are up to speed on the program’s details.