The path to IT excellence: from fragmentation to efficiency

Industry:

Human Capital

Service:

Advisory & Consulting

The opportunity

The firm faced significant challenges in managing and scaling its Atlassian ecosystem to support global operations. With over sixty local Atlassian Cloud products and fragmented processes, the organization struggled with inefficiencies, high costs, and misaligned tool usage.

 

Key issues included:

  • Fragmented tools: Disconnected Atlassian instances resulted in a lack of standardization, visibility, and collaboration.

  • Excessive licensing costs: Underutilized enterprise licenses, combined with redundant local licenses, led to an estimated €350,000 in annual overspending.

  • Lack of integration: The absence of integration between ServiceNow Portfolio Management (SPM) and Jira hindered visibility into strategic progress.

  • Cloud adoption barriers: Previous data residency requirements prevented migration to Atlassian Cloud, despite advancements addressing these concerns.

 

The company needed a strategic partner to unify its Atlassian products, optimize licensing, and enable seamless global operations. 

Our Approach

At Brainboss, we delivered a tailored strategy to address challenges and establish a scalable, cost-effective Atlassian ecosystem.

 

  • Global standardization:
    • Implemented a Jira Blueprint configuration to streamline how business and development teams use Jira across the organization.
    • Standardized workflows to create consistency and reduce inefficiencies.
  • Optimized licensing:
    • Assessed current license usage and recommended consolidating licenses under a global Atlassian Enterprise Cloud structure.
    • Reduced over-provisioning by aligning license tiers with actual usage (from 7,000 users to 4,500).
  • Enhanced integration:
    • Conducted a business case assessment for integrating ServiceNow and Jira, improving day-to-day visibility into progress.
    • Developed coexistence scenarios to optimize tool alignment and usage.
  • Cloud readiness:
    • Reevaluated the feasibility of Atlassian Cloud migration by addressing data residency requirements.
    • Designed a migration roadmap for moving local instances to a unified Atlassian Enterprise Cloud.
  • Strategic guidance:
    • Shifted the consultancy role to focus on strategic and managerial objectives rather than operational tasks.
    • Proposed splitting the project into multiple tracks to streamline execution and ensure high-level advisory support. 

Our Impact

Brainboss’s structured approach delivered measurable results:

  • Cost savings: Reduced unnecessary licenses and optimized global licensing strategy

  • Improved efficiency: Implemented standardized Jira configurations, leading to a significant improvement in operational efficiency across teams.

  • Cloud migration readiness: Enabled a smooth transition to Atlassian Cloud by addressing previous data residency barriers and creating a migration roadmap.

  • Better strategic alignment: Enhanced integration between ServiceNow and Jira to improve visibility into progress and alignment with strategic goals.

  • Scalable processes: Established a foundation for future migrations and expansions, ensuring IT systems remain robust and agile.

Driving Innovation in IT Services

This project underscores our ability to help global organizations unlock the full potential of their tools and systems. Through tailored strategies, expert guidance, and measurable impact, Brainboss empowers IT departments to achieve operational excellence and cost efficiency.

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Giving back to our planet

We are mindful about our impact. As partner of the StukjeNatuur Foundation, we plant new trees in our own Brainforest every year. Read below how Brainboss supports the growth of Dutch forests and contributes to reduction of the effects of CO2.

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