Our client

Our client is a municipal transport company in the Netherlands, tasked with providing efficient and sustainable transportation services to its community. They have a large IT infrastructure that supports a wide range of operations, from route planning to customer service management, and rely heavily on Microsoft software solutions for their day-to-day operations.

Client challenges

Our client faced several key challenges when it came to managing their Microsoft licensing:

1. Lack of license insight: The client had limited visibility into their Microsoft licenses, which left them uncertain about their current license position. This gap in understanding made it difficult for them to evaluate whether they were optimizing their Microsoft licensing spend or under-utilizing purchased licenses.
2. Ineffective negotiation with Microsoft: Without a clear understanding of their license usage, the client was unable to negotiate effectively with Microsoft. This lack of clarity hindered their ability to achieve better pricing or select the most appropriate licensing options for their needs.
3. Complex IT environment: The client’s IT environment was dynamic, with different departments and user groups requiring different types of licenses. This complexity further complicated the licensing process, as the client needed a way to balance costs with the diverse needs of each department.

LicenseQ’s solutions

To address these challenges, LicenseQ consultants employed a comprehensive approach using our proven framework:

1. License insight with our proven approach: We leveraged our standard framework to provide the client with detailed insights into their current licensing situation. This helped identify exactly which licenses they were using, how they were being deployed, and any potential gaps or inefficiencies.
2. Thorough license analysis with LicenseQ Hub: We conducted an in-depth license analysis using LicenseQ Hub, our advanced tool to track Microsoft licenses and provide key insights into optimization opportunities for Azure, Microsoft 365 and Dynamics 365. Our tool allowed us to accurately evaluate our client’s current usage, identify any inefficiencies or redundant licenses, and uncover optimization opportunities. Our data-driven approach enabled us to make informed recommendations that ensured the client was fully aligned with their actual needs, avoiding unnecessary costs while maximizing their investment in Microsoft technologies.
3. Workshops for license model understanding: As part of our Microsoft License Desk offer, we conducted a series of workshops with the client’s key stakeholders, focusing on discussing different Microsoft licensing models. During these sessions, we also worked closely with their IT team to better understand their IT environment and the specific needs of various departments.
4. Creation of user profiles: Using the insights gathered from the workshops and our framework, we created detailed user profiles for the client’s various user groups. This allowed us to match each user type with the most appropriate license, ensuring the client only paid for what they truly needed.
5. Branch-related discount program: We identified that the client was eligible for a Dutch municipality-specific discount program for Microsoft licenses. By selecting and negotiating an extended Microsoft 365 suite as part of this program, we were able to leverage the municipal discount to secure more favorable terms.

Results

The solutions we implemented led to significant improvements in the client’s licensing position:

1. Improved license insight: The workshops, insights from LicenseQ Hub and user profiling gave the client a clear, actionable understanding of their license usage, enabling them to optimize their Microsoft purchases moving forward.
2. Cost savings: Through effective negotiation and the application of the municipal discount program, we achieved an impressive 18% cost savings on the client’s new Enterprise Agreement contract.
3. Optimized licensing: By aligning the right licenses with the right user groups, the client now benefits from more tailored and cost-effective licensing options that meet the needs of their diverse user base.

Conclusion

By using our structured framework, LicenseQ enabled this Dutch municipal transport company to gain crucial insights into their Microsoft licensing, optimize their license usage, and negotiate better terms with Microsoft. The outcome was a cost-efficient licensing strategy that not only resulted in an 18% cost saving but also set the company up for improved operations in the future.

Our client is now better equipped to manage their Microsoft licenses with confidence, and they are well-positioned to handle future licensing needs efficiently. With our support, they achieved clarity, savings, and operational improvements that will benefit their business long term.