Challenges Before Implementation
- Lack of a Centralized IT Management System: With a growing workforce of 121 employees, managing IT devices and SaaS accounts became increasingly difficult. The company relied on manual processes, using Google Forms and spreadsheets to track device usage and account information. This approach was time-consuming, prone to errors, and lacked transparency.
- Increased Workload for General Affairs: The responsibility for managing IT tasks fell on the General Affairs department, which was already stretched thin. The absence of a dedicated IT team meant that essential tasks like account creation, device management, and kitting were managed inefficiently. This led to significant delays and added pressure on the team.
- Inefficient Device Lifecycle Management: Without a proper system to track purchase dates and device lifecycle stages, the company struggled to manage its IT assets effectively. This often resulted in underutilized devices and inefficient allocation of resources.
Solution: Implementation of Josys
- Centralized Management of IT Devices and SaaS Accounts: Josys provided a comprehensive platform to manage both IT devices and SaaS accounts. By uploading existing data from spreadsheets into Josys, the company gained a centralized view of its IT assets and accounts. This allowed for easier tracking, management, and reporting.
- Automation of Account Creation and Deletion: One of the key benefits of Josys was the automation of account management tasks. The General Affairs team could now handle the creation and deletion of accounts directly within Josys, reducing the need for manual intervention and minimizing errors.
- Enhanced Device Lifecycle Management: With Josys, the company could now track the purchase dates of IT devices, enabling better lifecycle management. This visibility allowed the team to make informed decisions about device allocation, refurbishment, and disposal, optimizing the use of IT assets.
- Outsourcing of Kitting Work: To further reduce the workload on the General Affairs team, Tsukulink leveraged Josys’s outsourcing services for kitting and device management. This decision significantly reduced the time spent on kitting tasks, freeing up valuable resources for other critical functions.
Results After Implementation
- Improved Efficiency and Transparency: By centralizing IT and SaaS management on Josys, Tsukulink achieved greater transparency and efficiency in managing its IT assets. The General Affairs team could now handle all IT tasks from a single platform, reducing the risk of errors and improving response times.
- Significant Reduction in Workload: Outsourcing kitting work through Josys led to a substantial decrease in the time required for these tasks. The team reported a reduction of four to six hours of overtime per week, allowing them to focus on other important duties.
- Better IT Asset Utilization: With the ability to track device lifecycles, the company could now make informed decisions about device allocation and replacement. This led to more efficient use of IT assets and reduced waste.
- Streamlined Account Management: The automation of account creation and deletion within Josys not only reduced manual workload but also ensured that all accounts were managed securely and efficiently. This was particularly important for maintaining a secure IT environment as the company scaled.
Conclusion
The implementation of Josys has transformed the way Tsukulink manages its IT devices and SaaS accounts. By centralizing management, automating key tasks, and leveraging outsourcing services, the company has significantly reduced its workload, improved efficiency, and optimized the use of its IT assets. This case study highlights the importance of adopting a comprehensive IT management solution like Josys, particularly for growing companies facing similar challenges.
