Client challenges

License management

This Dutch housing association initially faced significant challenges in managing their Microsoft licenses. They struggled to keep track of their license shortages and surpluses, leading to an unclear understanding of their actual usage versus their license entitlements. This made it difficult to stay compliant with Microsoft’s licensing requirements, especially given the complexity of the Microsoft licensing model. Navigating the various terms and conditions, along with managing frequent changes in software usage, became overwhelming without a clear strategy or the right tools.

Cost and compliance concerns

The client was concerned about overspending on unnecessary licenses and potential non-compliance penalties. Without clear visibility into their license position, they risked unexpected costs during the True-Up process. Ensuring compliance while optimizing costs was critical to avoid audits and financial waste.

Our solutions

True-Up Support Service

First, we made sure we were able to capture the right data from their environment to gain insight into their usage. This included the entire Microsoft portfolio and in particular Dynamics 365 F&O, as they are heavy users of this product.

We analyzed their usage of Microsoft 365 with our new LicenseQ Hub tool and analyzed Dynamics 365 manually to assess their license position.

Based on our findings we created a Bill of Materials for this client.

LicenseQ’s recommendation

Their Dynamics 365 environment had significantly different usage compared to the licenses they had purchased. This discrepancy needed to be corrected during the True-Up process. For example, the organization had purchased 230 Dynamics 365 attach licenses, while in practice, they only needed 105. By reducing the number of licenses during the True-Up, the company saved €65,000 per year. And this is just one example!

Results

• Compliance: We achieved approx. 5% cost savings for this client, but the true value of our True-up support was in giving them the right level of insight into their license portfolio. The True-up is designed to give clients room to both increase and decrease licenses in order to stay compliant and meet changing needs of an organization. For this client, in this True-up, it meant lowering some license numbers but also buying others.
• Ongoing Benefits: Optimized license usage, continuous insight into their licensing environment enabling stronger strategic decision-making.
• Continuous engagement: Based on this initial support, this client decided they want continuous support from LicenseQ. We are currently working on their Enterprise Agreement renewal.