Challenges Before Implementation
- Complicated Account Access Management
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- Issue: NEXINO relied on spreadsheets for managing account access, which led to time-consuming updates and a higher risk of omissions. The need to register information across various locations further complicated the process, leading to potential errors and inefficiencies.
- Impact: The manual approach increased the workload and made it difficult to maintain accuracy, particularly as the number of applications and users grew.
- Dependency on Analog Methods for Terminal Management
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- Issue: Device management was heavily dependent on individual users, with tasks such as setting up new devices being delayed if the responsible person was absent.
- Impact: The reliance on manual, analog methods created a bottleneck, risking delays in onboarding new employees and managing IT assets effectively.
- Unclear Relationships Between Multiple Spreadsheets
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- Issue: NEXINO used multiple spreadsheets for managing IT assets, which made it difficult to understand the relationships between them. Only the creators of these spreadsheets had a clear understanding of the data, leading to inefficiencies and a lack of transparency.
- Impact: This complexity hindered the ability to manage IT assets efficiently, especially as the company continued to grow.
Solutions Implemented with Josys
To address these challenges, NEXINO implemented Josys, a comprehensive IT device and SaaS management platform. The key features that facilitated the transformation included:
- Centralized IT Asset Management: Josys allowed NEXINO to move away from spreadsheet management ledgers and manage IT assets centrally, eliminating the confusion and inefficiency associated with multiple spreadsheets.
- Automated Account Management: The platform enabled automatic account creation, suspension, and deletion, reducing the dependency on individual users and ensuring consistency across the organization.
- Delegated Authority: By delegating app management authority, Josys helped eliminate the bottlenecks caused by individual task dependency, allowing for a more flexible and resilient management system.
- Enhanced Security and Shadow IT Detection: Josys provided tools to detect missing IDs and shadow IT, enhancing the overall security environment within NEXINO.
Effects After Implementation
- Streamlined IT Asset Management
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- Outcome: NEXINO successfully transitioned from spreadsheet management to a centralized system, significantly reducing administrative workload and complexity. The implementation of Josys allowed the company to gain better visibility and control over its IT assets.
- Reduced Administrative Workload
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- Outcome: By automating processes and delegating authority, NEXINO reduced its administrative workload by more than 60 hours per year. This freed up valuable time for employees to focus on core tasks and reduced the mental stress associated with manual IT management.
- Eliminated Dependency on Individual Users
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- Outcome: With Josys, NEXINO eliminated the dependency on individual users for managing IT assets and SaaS accounts. This ensured that operations could continue smoothly even if key personnel were unavailable, providing greater stability and resilience in IT management.
Conclusion
The implementation of Josys at NEXINO Inc. transformed the company’s approach to IT management, addressing the challenges of complicated account access, reliance on analog methods, and unclear relationships between spreadsheets. The results were impressive, with a 60-hour reduction in administrative workload and the elimination of individual task dependency. Josys proved to be a valuable tool in optimizing IT management, allowing NEXINO to focus on its core mission of enhancing medical spaces and experiences worldwide.
