Case Study

Helping Vincit Achieve Cost Savings and Gain Control Over Software Spending

Company

Vincit is a custom software development and design agency that creates digital services and software applications from idea to market, with offices in Finland, Poland, Sweden and the U.S. With support on Composable Commerce, Data and AI, SAP Solutions and Core Processes, and Digital Products and Services, Vincit services an array of industries and solutions.

Industry

Finance and IT

Over the years, Vincit has grown through mergers, acquiring a diverse portfolio of clients and expertise but inheriting a fragmented IT landscape with disparate systems and licensing practices.

These challenges proved significant for their small, four-person IT team, tasked with managing a complex environment and ensuring efficient spending.

The Challenge

Fragmented Systems, Limited Visibility, and Uncontrolled Spending

Following a major merger in July 2022, Vincit's CIO faced the daunting task of integrating multiple IT systems and streamlining software licensing practices across the newly expanded organization. Key challenges included:

Fragmented IT systems: Legacy systems from merged companies created data silos, hindering a unified view of the business and complicating license management.
Limited visibility into software usage: Employees often purchased software independently using personal credit cards, making it difficult for the IT team to track licenses, optimize costs, and identify potential security risks.
Lack of a centralized procurement process: The absence of a clear policy and dedicated resources for software procurement led to inefficiencies and potential overspending.

The Solution

Partnering with Viio for Software Asset Management and Procurement Optimization

Recognizing the need for specialized expertise and a scalable solution, Vincit partnered with Viio to address their software asset management and procurement challenges. Viio provided:

A comprehensive software asset management platform: This platform enabled Vincit to gain visibility into all software licenses used across the organization, regardless of the purchase method or email domain.
A fractional sourcing solution: This allowed Vincit to access expert procurement services without the overhead of hiring a full-time team.
A collaborative approach: Viio worked closely with Vincit’s IT and finance teams to understand their specific needs and goals, ensuring a tailored solution.

“Viio's platform has allowed us to better see the usage of different solutions and supporting in our negotiations and terms of contracts that we have with out vendors”

Jakub Rudzki

CIO

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The Result

Significant Cost Savings, Improved Visibility, and Enhanced Security

The partnership between Vincit and Viio delivered impressive results, positively impacting both financial performance and operational efficiency:

Cost savings: Vincit achieved substantial cost savings through optimized licensing agreements and the identification of unused licenses, even incorporating predicted savings into their budget.
Improved visibility and control: Vincit gained a comprehensive understanding of their software assets, enabling better decision-making regarding license allocation, renewals, and potential security risks.
Enhanced data security: By identifying all software used within the organization, Vincit could better assess potential vulnerabilities and mitigate security risks.
Increased IT team efficiency: Automating license management and leveraging expert procurement services freed up Vincit’s IT team to focus on strategic initiatives.
Empowered employees: Vincit implemented a transparent system allowing employees to view their software usage and make informed decisions about license needs, fostering a culture of responsibility.

The Future

Let’s uncover your hidden savings potential together— we only need 10 minutes of your time

Oliver Quittek, CRO & Founding Member

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A Continued Partnership for Ongoing Optimization

Vincit and Viio are committed to a long-term partnership focused on continuous improvement and optimization. This includes:

Expanding the scope of the partnership: Vincit plans to leverage Viio's expertise to optimize procurement processes across other departments
Deepening insights and collaboration: Both companies aim to leverage data analytics and platform insights to drive further cost savings and efficiency gains.
Building a culture of transparency and responsibility: Vincit will continue to empower employees with the tools and information they need to make responsible decisions about software usage.

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