CASE STUDY 5
Improve Hardware, Software, & Telecom Maintenance Renewal Processes

The Situation
Due diligence procedures for processing maintenance renewals was not documented in any of this firm's four company sites and varied based upon who was completing the renewal. Managing the hardware and telecom support agreements and software maintenance agreements was not centralized within the firm.

The Challenge
Management's key question was "What must be done to improve the effectiveness and efficiency of the hardware, software and telecommunications maintenance renewal process to reduce cost, improve service, and ensure compliance?"

The Objective
Business Intelligence Solutions (BIS) was engaged to document the as-is process, determine the current required staff, develop recommendations to streamline and standardize the process (while reducing cost and ensuring quality), and develop a staffing model to determine future staffing needs.

Resolution
BIS managed a project team of 5 (three from supply management and two from systems technology) during this 13-week engagement. The team determined that 3.9 FTEs (across 6 staff in four sites) processed 365 renewals per year, or 63% of the firm’s renewals, and recommended (1) centralizing the renewal process and centralizing the software licensing process to reduce expense by 10% to 40% while also facilitating compliance reporting; and (2) renegotiating multiple renewals with the same supplier so they became co-terminous in order to gain discounts when enterprise-wide needs were identified and rolled up.

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What's the Right Solution for You?
Contact Business Intelligence Solutions president and founder, Sharon Botwinik to explore a regulatory, technology-related, or competitive issue that your company is facing. We welcome the opportunity to recommend an approach that's right for you.