Challenges Before Implementation
- Inefficient Management Systems: The company relied on spreadsheets for managing various ledgers, including account issuance and IT device management. This approach required checking multiple files and was prone to errors.
- Dependence on Google Apps Script (GAS): Efforts to improve efficiency through GAS became problematic due to its reliance on individual staff members and its limited scalability.
- High Switching Costs: The process of issuing and deleting SaaS accounts, along with managing IT devices, was cumbersome and costly, impacting overall business efficiency.
Decision to Implement JOSYS
Josys was chosen due to its comprehensive features that aligned with M&A Cloud Inc.’s needs for integrated SaaS and IT asset management. Key factors in the decision included:
- Integrated Management: Josys offered a unified platform for managing both SaaS and IT assets, addressing the company’s challenges with separate, inefficient systems.
- Ease of Use: The platform’s user-friendly interface and robust help resources made it accessible for a company without dedicated IT staff.
- Cost and Functionality: Compared to other solutions, Josys provided high functionality at a reasonable cost, with supportive sales and follow-up services.
Effects After Implementation
- Centralized Management System: Josys enabled the company to consolidate SaaS and IT asset management into a single service, creating a more efficient management system.
- Time and Cost Savings: The integration of Josys led to a reduction of approximately 200 hours of management work per year. This translated into cost savings of around 1.5 million yen annually, primarily from reduced administrative overhead and eliminated switching costs.
- Reduced Dependency on Individual Staff: Moving away from GAS reduced the reliance on specific staff members, making IT management more sustainable in the long term and alleviating stress associated with administrative tasks.
Features Leveraged
- SaaS and IT Asset Management: Streamlined processes for account creation, deletion, and management of IT assets.
- Safety Features: Enhanced security through shadow IT detection and management of missing IDs.
- Customizable Management: Flexibility to add and manage items such as device manufacturers and asset numbers, improving oversight and control.
Operational Benefits
- Improved Efficiency: The centralization of management functions into Josys allowed for faster processing of tasks related to new hires and employee departures. Bulk account deletions and notifications for missed actions streamlined operations.
- Enhanced Visibility: Real-time insights into SaaS and IT assets provided comprehensive oversight, reducing the need to navigate multiple spreadsheets and improving overall management efficiency.
Future Expectations
M&A Cloud is satisfied with Josys but anticipates further improvements, particularly in reporting functions. The company hopes for expanded capabilities in budget management, including automatic entry of license fees and more detailed financial reporting.
Conclusion
The implementation of Josys at M&A Cloud significantly enhanced IT and SaaS management, leading to substantial time and cost savings. By centralizing management processes and reducing reliance on individual staff members, Josys has enabled the company to operate more efficiently and with greater confidence in their IT management practices.
Recommendation
For companies facing similar challenges in IT and SaaS management, Josys offers a robust solution that integrates essential functions into a single platform. It is especially recommended for organizations experiencing growth and seeking to streamline operations while controlling costs and reducing administrative burdens.
