New Zealand cooperative identifies $391k a year in Dynamics 365 savings

Paying about four times as much for the access they needed

The cooperative runs Microsoft 365 and Dynamics 365, including Finance and Operations and Sales. In Finance and Operations, each person's security roles control what they can do. Those roles also determine which licence they need, but the admin centre doesn't tell you when a cheaper licence would cover the same access. Most of the 131 people Subble identified for downgrades can move from Finance to Operations Activity, which costs about a quarter as much. The customer knew some licences weren't right, but didn't have a way to check every person's licence against their security roles.

Where Subble found the savings

Subble found unused licences and people paying for more access than they needed. Together, they account for $391k a year in Dynamics 365, or 81% of the $480k identified across Microsoft 365, Dynamics 365 and Adobe.

131 people need only a cheaper licence

Subble found 131 people whose security roles show they need only a much cheaper Operations Activity licence or Team Members licence. Of those, 110 also used a Sales attach licence (an add on licence) tied to their Finance and Operations licence. Moving those 110 people to Operations Activity or Team Members and replacing their Sales attach licences with standalone Sales Enterprise licences would save $34k a year. All up, Subble identified $79k a year in savings across the 131 people.

118 licences bought but not assigned

Subble found $101k a year in licences that weren't assigned to anyone.

The result

Subble keeps checking as licence needs change

Subble keeps checking as people's roles change, people leave or licences stop being used. A licence that's no longer needed shows up straight away rather than at the next renewal.