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Case study: Government Agency Streamlines Purchasing Processes

6 Feb 2019 by Steve Solomon

Facts at a glance

Client industry:

Federal government

Size of company:

300,000+ employees

Challenge:

The client needed a customized, secure solution to support its procurement process for Microsoft solutions and improve slow downloads.

Solution:

  • Insight e-procurement platform
  • Decentralized requisition approvals
  • Insight Enterprise License Manager

Results:

  • An annual average of 800 requisitions
  • Simplified approval process
  • Controlled and tracked media access

Solution area:

Insight’s Supply Chain Optimization solutions simplify the process of procuring, maintaining and replacing the technology clients invest in to run their business.

A large federal government agency wanted to simplify management of its Microsoft® requisition process and empower agency personnel across the globe with Microsoft software access.

The agency needed to enable personnel to easily submit purchase requisitions through a controlled, multilevel approval process. The solution also had to provide the ability for agency personnel to obtain approved Microsoft software. It knew that the right e-procurement platform could help solve these challenges.

Custom implementation

Insight’s Supply Chain Optimization team worked with the agency’s program team to help define the agency’s requirements. We then leveraged our e-procurement platform and expertise in Microsoft solutions to tailor a solution that would support the agency’s Microsoft software requisition and delivery requirements.

The agency needed to enable personnel to easily submit purchase requisitions through a controlled, multilevel approval process.

Using our existing tools, we were able to create a decentralized, secure, multilevel Microsoft purchase requisition process. This enables agency personnel to obtain speedy approvals in order to purchase necessary Microsoft solutions via a user-friendly, custom online catalog.

We also leveraged our Enterprise License Manager tool. This supply chain solution uses unique caching technology that allows the agency to control and track media access to personnel around the world, including those in remote locations with limited internet bandwidth.

This e-procurement solution manages all approved Microsoft product solutions, can be accessed only by approved personnel and ties back to the original product purchase.

Meaningful outcomes

Constant communication between Insight and the agency’s program team played a key role in the success of the six-month project.

Insight’s tailored solution has enabled the agency to successfully meet its two main requirements.

First, the agency is able to manage the difficult task of supporting personnel’s Microsoft software requisitions, providing access to the agency’s hundreds of thousands of personnel. The solution processes an average of 800 Microsoft software requisitions per year, totaling tens of millions of dollars.

The solution processes an average of 800 Microsoft software requisitions per year, totaling tens of millions of dollars.

The customized approach empowers the agency to control, manage and optimize its Microsoft investments, automatically alleviating the need for an estimated 15 agency personnel to manage the process manually.

Second, Insight’s Enterprise License Manager provides global personnel with controlled access to Microsoft media. The software asset management framework limits who can access it and what can be downloaded based on agency requirements. The custom enhancement enables this access regardless of location or internet bandwidth.

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