Innovative Solutions
To further streamline operations and improve efficiency, Mybest has implemented Josys, a cutting-edge platform for managing SaaS accounts and IT devices. This adoption has led to a substantial reduction in work time and operational costs.
Interview Highlight
We spoke with Mr. Suseki, the head of business management in the Administration Department, to learn more about the decision to integrate Josys and the benefits realized since its adoption.
Key Insights from Mr. Suseki:
- Motivation for Josys: The need for a more efficient system to manage the increasing complexity of SaaS accounts and IT devices prompted the introduction of Josys.
- Benefits Observed: Josys has significantly reduced management time and costs, streamlined operations, and enhanced overall efficiency in managing both SaaS accounts and IT devices.
Challenges Before Implementation
- SaaS Account Management Issues:
- Increasing Complexity: Managing an ever-growing number of SaaS accounts became increasingly difficult.
- Spreadsheet Limitations: Accounts were tracked using spreadsheets, which led to frequent omissions and missed updates.
- Manual Operations: Responding to account management queries while handling inventory was time-consuming and error-prone.
- IT Device Management Difficulties:
- Inventory Challenges: IT devices were managed using spreadsheets that were not linked to employee records, causing frequent issues such as misplaced or unreturned devices.
- Time-Consuming: Inventorying IT devices every six months took approximately 13 hours.
Solution Implementation
Tool: Josys
Features Utilized:
- SaaS Management: Account creation, suspension, deletion, permission settings.
- IT Device Management: Device lifecycle management, including purchase, refurbishment, storage, disposal, and re-kitting.
- Alerts and Notifications: For account status changes and inventory checks.
- Shadow IT Detection: Identifies and manages unauthorized SaaS usage.
Results After Implementation
- SaaS Management Efficiency:
- Time Reduction: Account management time decreased by approximately 70%, from 20-23 hours per month to just 6 hours.
- Enhanced Tracking: Josys’s alert system helped eliminate unnecessary accounts and improved oversight.
- IT Device Management Efficiency:
- Time Savings: Inventory time reduced by approximately 60%, from 13 hours to 2.5 hours.
- Improved Accuracy: Better tracking of device usage and return status, leading to fewer unreturned devices.
- Overall Benefits:
- Streamlined Operations: Consolidating SaaS and IT device management into Josys made operations more efficient and manageable.
- Security Improvement: Enhanced security through elimination of unnecessary accounts and better oversight.
Client Feedback
Mr. Suseki, Business Management, Administration Department
- Pre-Josys Challenges: Difficulty managing an increasing number of SaaS accounts and IT devices with spreadsheets. Manual operations led to missed responses and inefficient inventory processes.
- Josys Decision: Choose Josys for its ability to simultaneously manage SaaS and IT devices with a user-friendly interface. The decision was also influenced by the supportive customer service team.
- Post-Implementation Impact: Significant reduction in management costs and work time, improved accuracy in device tracking, and enhanced security measures. Josys’s shadow IT detection feature was particularly valuable.
Tips for Effective Use
- Systemization: Transition from manual processes to Josys to streamline management and reduce the burden on staff.
- Utilize Alerts: Take advantage of Josys’ alert functions to stay on top of account statuses and inventory needs.
Conclusion
By integrating Josys, Mybest achieved a substantial improvement in managing SaaS accounts and IT devices. The reduction in time and cost, along with enhanced operational efficiency, underscores the effectiveness of adopting a comprehensive management tool like Josys.
