A leading full-service media company struggled to manage its rapidly growing SaaS portfolio using Flexera. The tool struggled to provide clear visibility into the total number of SaaS applications and their usage. This made optimizing software spend, negotiating with vendors, and ensuring compliance challenging.
How a Leading Media Company Leveraged CloudEagle.ai With Flexera to Augment Their ITAM Strategy?
Challenge
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Solution
The company integrated CloudEagle.ai with Flexera to enhance app discovery and license management, reclaiming underused licenses for increased ROI. Its AI-driven metadata extraction also streamlined contract management, setting up renewal reminders and improving vendor negotiations.
Result
The company gained clear visibility into its SaaS portfolio, saving time and reducing costs. AI-powered insights and automated contract management improved vendor negotiations. They reclaimed unused licenses and adjusted JIRA and Zoom licenses to match actual usage, cutting unnecessary purchases.
Key Highlights:
Challenge
A leading full service media company with over 10,000 employees, known for its extensive range of services, faced a significant challenge in managing its IT assets due to rapid growth in its SaaS portfolio. The organization has been using Flexera to keep track of its SaaS apps and licenses.
As the organization expanded into digital media, relying solely on Flexera for software asset management became inadequate, leading to several issues as their SaaS stack grew.
As a result, their IT & procurement teams had no clear visibility into the total number of software assets in their tech stack and their usage. This lack of visibility impacted their ability to optimize their software spend, negotiate effectively with vendors and manage compliance across the organization.
While the platform tracked software usage through browser plugins, the data was noisy and inaccurate; also, the customer didn’t have visibility into feature-level insights like the meeting durations in Zoom, envelopes sent via DocuSign etc. which Flexera was unable to provide.
This led to inefficiencies and excess spending due to difficulties in managing redundant or underutilized licenses. Additionally, while Flexera provided usage data, interpreting it was challenging. The customer had to spend hours correlating and making sense of the information.
Solution
Improved App Discovery and License Management
The organization used CloudEagle.ai to enhance SaaS discovery and manage licenses more effectively. The platform provided clear insights into all SaaS apps, including license usage, enabling them to avoid unnecessary purchases and optimize existing licenses.
License Harvesting and Rightsizing
With CloudEagle.ai, the customer shifted focus from purchasing new licenses to optimizing existing ones. The platform revealed underused licenses, enabling reallocation or cancellation. For example, they reduced 200 JIRA licenses to 80 and downgraded Zoom users to the free plan, leading to significant cost savings.
Streamlined Contract Management
CloudEagle.ai improved contract management with AI-driven extraction, automatically pulling key dates and details from contracts. This created renewal calendars and sent timely reminders, enabling the company to negotiate better terms and avoid missed deadlines.
Impact
Enhanced Visibility and Time Savings
CloudEagle.ai gave the customer full visibility into their SaaS stack, enabling better license tracking and app discovery. With clearer insights, they quickly identified underused licenses, reducing manual tracking time and streamlining operations, saving countless hours on software asset management.
Proactive Negotiations and Cost Savings
CloudEagle.ai’s AI-driven contract management kept the organization ahead of renewal dates, enabling timely, proactive negotiations. By automating reminders and extracting key contract details, they secured better terms and pricing, leading to significant cost savings and avoiding unnecessary spend.
Curbing Additional License Purchases and Rightsizing
CloudEagle.ai's insights helped the organization avoid overpurchasing by reallocating unused licenses and optimizing existing ones. This approach led to significant cost savings, including reducing JIRA licenses and downgrading 1,500 Zoom licenses to the basic plan, aligning expenses with actual usage.
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