Microsoft Software Asset ManagementCustomer Solution Case Study

Leading Transportation Company Saves on Licensing, Streamlines IT Infrastructure with SAM Consultation

“As a result of the SAM consultation, we were able to save U.S.$60,000 in licensing costs. The return on investment will help our IT department justify future investments.”

G. Raman Kishore, Deputy General Manager – Information Technology, DRS Group

DRS Group provides logistics solutions to handle any type of surface cargo both commercial and household. After an internal de-merger, the group saw that software assets were becoming increasingly difficult to manage. It purchased its software through multiple vendors and needed a centralized system to streamline its licensing process. DRS worked with Ernst & Young to conduct a Software Asset Management (SAM) consultation. As a result, it identified an accurate and up-to-date inventory and has achieved a clear view of its licensing portfolio and implemented centralized management. In addition, it eliminated compliance concerns, saved U.S.$60,000 in licensing costs, and implemented SAM best practices for the future management of software assets.

Business NeedsDRS Group is a U.S.$ 23 Million or 100 Crore diversified company that has transportation at its heart. Established in 1986 and with over two decades in the business, constantly pushing the barriers and setting benchmarks, the group is recipient of numerous awards and accolades for its path-breaking innovations and practices. As one of India's largest transportation companies, it employs 410 employees and its network covers 42 offices and service centers across the country.

Core competence of the group lies in providing containerized vehicles and customer designed vehicles in providing complete supply chain management solutions and shared & customized/dedicated warehouses.

Currently, at DRS, the majority of software is deployed on Windows platforms, with 48 desktops, 4 laptops and 2 servers at Hyderabad and 14 desktops at 6 branch offices.

Customer: DRS Logistics Ltd.Web Site: www.drslogisticsltd.com Customer Size: 410 employeesCountry or Region: IndiaIndustry: Transportation and LogisticsPartner: Ernst & Young

Customer ProfileDRS Group is one of the leading players in India in transportation. Based in Secunderabad, India, with 410 employees and 42 offices, the Group had a U.S.$ 23 million (INR 100 crore) annual revenue in 2009-10.

Software and Services Software Asset Management

For more information about other Microsoft customer successes, please visit: www.microsoft.com/casestudies

The DRS Group recently went through an internal de-merger in which it needed to look at its IT assets, track down desktops, laptops and licenses. However, the group discovered that it was unable to identify all software installed on employees’ computers. In addition, it could not generate a complete list of the software licenses it owned.

G. Raman Kishore, Deputy General Manager - IT, DRS Group says, “Over the years, the group’s rapid growth made for an increasingly complex IT infrastructure. We wanted an accurate, baseline inventory of our software investments and an appropriate software licensing program.” SolutionTowards this goal, the DRS Group contacted Microsoft for assistance. Microsoft put the group in contact with Ernst & Young, a global leader in advisory services, to conduct a Software Asset Management (SAM) consultation. The engagement would assist the DRS Group in determining an accurate inventory and also address its licensing concerns.

Based on industry-standard best practices, SAM is not a product but rather a process that helps enterprises to value and manage their software as an important corporate asset. SAM guides IT departments through four tasks: conducting an inventory, matching existing software to licenses, reviewing corporate policies and procedures, and developing a workable plan for managing licenses.

Ernst & Young conducted a comprehensive inventory of DRS’s hardware and software and identified and eliminated weak points in its IT infrastructure. For example, it identified that the company was under licensed for the

59 Windows XP Professional and 63 Office Professional licenses it owned.

As a result of the consultation, the DRS Group was able to see the number of machines, software, licenses, and versions of all software on its network. After accurately determining the group’s licensing position, Ernst & Young provided DRS with a comprehensive education on the licensing programs and opportunities that were most suitable for the company. Additionally, it also offered guidance on how to optimize its software investments and ensure that future software purchases were cost- effective.

Ernst & Young also reviewed the company’s policies and procedures pertaining to ongoing software asset management and provided recommendations for updating and improving the overall effectiveness of the SAM policies and program. For example, to ensure appropriate usage of procured software, Ernst & Young recommended that the SAM process should include periodic gap analysis reviews to enable tracking of number of installations versus the licenses procured. The process evaluation also led to the need of implementing an Enterprise Resource Planning (ERP) system.

Mr. Kishore concludes, “The SAM consultation provided us a clear picture of our licensing entitlements and needs. It provided beneficial suggestions for changes that would help minimize company liability, improve security, and plan for ongoing growth.” BenefitsThrough the SAM consultation, the group gained valuable insight into its IT environment. Having an accurate inventory has allowed DRS to achieve compliance,

simplify license management, and save time and money.

Saves Money The baseline inventory resulting from the SAM consultation enabled DRS to select the most optimal licensing program for the company. “As a result of the SAM consultation, we were able to save U.S.$60,000 in licensing costs,” says Mr. Kishore, DRS Group. “The return on investment will help our IT department justify future investments.”

Additionally, with an accurate inventory, the group is now able to budget more efficiently and can accurately anticipate costs for the coming years.

Streamlines IT ManagementThrough the engagement, DRS’s licensing has been consolidated under one entity. The group now has a much better understanding of its IT environment and has greater awareness on the latest technologies from Microsoft and how these can help improve productivity and efficiency across the organization. “With the visibility the company gained with the SAM assessment, managing software assets and licensing compliance is much easier,” says Mr. Kishore, DRS Group. “As a result, the company’s whole process of IT administration has also been streamlined.”

Gains Control of Software AssetsSAM is an outstanding way of gaining insight into and control over IT inventory and purchasing. Increased knowledge of its current software assets gives DRS a clearer idea of its future software needs. With SAM the group has consolidated its server environment and is better able to plan and

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published June 2010

organize its infrastructure to make it more efficient.

Provides Certainty of ComplianceWith SAM in place, DRS Group is now confident that its software licenses are in good legal standing. Mr. Kishore says, “We were concerned about our legal compliance because as we purchase software from such a variety of vendors. With SAM, we were able to fully comply with all legal requirements.”

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published June 2010