Combating Global IT Challenges
IT operations in a rapidly growing startup like Quantum Brilliance can be challenging, especially with a globally dispersed team. Initially, the company allowed extensive procurement freedom for new SaaS applications with minimal approval processes. As Head of IT, Shaun knew the organization would be better protected if they were able to formalize their IT procedures, which would also help the business achieve required security certifications.
The team began by manually collating IT information, which proved time-consuming. Using pen and paper, then transferring data to spreadsheets, made maintaining accuracy and up- to-date record keeping difficult.
The lack of a centralized system resulted in inefficiencies and potential security risks, as manually tracking software licenses, device allocations, and user access was prone to errors.
The search for a portfolio management solution led to Josys, which addressed operational pain points at scale. Josys provided a centralized platform for managing IT assets, while improving visibility and control over the company’s IT infrastructure. This transformation was essential for supporting the company’s rapid growth while maintaining a secure and efficient IT environment.
“With Josys in the picture, we have a more efficient means to audit the licenses we have in use.It enables informed decisions about our platforms without extra time pulling data from various admin panels.”
Benefits of Adopting Josys
30-50% reduced expenditures through optimizing SaaS subscriptions and license. Enhanced IT visibility and license management. Streamlined IT operations and improved SaaS security.
Agility in Transforming IT Operations
Implementing Josys was quick, involving simple data transposition from spreadsheets for asset management. With turnkey app integrations, Shaun was able to immediately gain visibility of utilization across major platforms and begin mapping license expenses. The intuitive interface allowed the IT team to seamlessly integrate existing data, ensuring a smooth transition from manual to automated processes.
Josys enabled the team to track supported apps, observe SaaS application usage, and manage IT spending more effectively. With real-time data on software usage and expenses, the IT team could make informed decisions about which platforms to retain or discontinue, optimizing IT budgets and reducing unnecessary expenditures.
Cloud platform control and vendor management discussions became more data-driven, saving significant administrative time. This efficiency allowed the IT team to focus on other critical projects, such as enhancing cybersecurity measures and supporting business innovation. Josys also facilitated better stakeholder communication, providing clear and concise reports highlighting key IT metrics and performance indicators.
Optimizing Costs and Security Posture
SaaS subscriptions accounted for 60% of Quantum Brilliance’s IT spend, and Josys facilitated identifying and eliminating underutilized licenses. The platform’s comprehensive reporting tools made it easy to track subscription usage, identify redundant licenses, and streamline costs. This proactive approach ensured the company only paid for what was necessary, leading to 30-50% reduction in SaaS expenses.
Josys’ security features were crucial, ensuring secure user offboarding and alerting the team to potential security risks. Automated notifications for offboarding tasks ensured user access was promptly revoked when employees left the company, reducing the risk of security breaches from overlooked user accounts. This enhanced security posture was vital for maintaining the integrity of Quantum Brilliance’s IT environment.
Additionally, Josys detected shadow IT within the organization, allowing the IT team to address unauthorized applications and improve overall security. The browser extension enabled monitoring and managing shadow IT instances, ensuring compliance with company policies and regulatory requirements. In addition, Josys contributes to Quantum Brilliance’s journey of attaining ISO 27001 compliance by securing user access removal when employees leave the company and clearly tracking who has access to each application. Going forward, Quantum Brilliance is aiming to make Josys the default platform for all provisioning and consolidated admin app access. The centralization of SaaS apps and devices has helped manage high-cost and underutilized apps better, ensuring maximum value extraction of their investments.
