The Wellcome Trust is a global charitable foundation dedicated to achieving extraordinary improvements in human and animal health by supporting the brightest minds in biomedical research and the medical humanities.
With an increasingly stretched internal IT team and poor licence compliance, the Trust chose Phoenix Software as its Software Asset Management Partner in an on-going engagement to manage the Trust’s software and compliance position. The two organisations began working together in 2009 and have delivered cost savings and improved processes so significantly, that the partnership was extended for another three years in January 2014.
Back in 2009, Wellcome Trust’s IT team realised it had little visibility of its software landscape: knowing what was installed on which machine along with their overall licence compliance position at any given time. Software was also being purchased and installed without the involvement or knowledge of the IT team. As a result, licence compliance was poor at just 63%. There were multiple versions and variations of the same software installed across the organisation’s 750+ IT users, in addition to the Trust’s wider IT resources which were accessed by over half a million visitors to its public exhibition centre every year. As a result the Trust was spending tens of thousands of extra pounds on new and renewed software that it didn’t need. Software was also being installed locally without application packaging, resulting in multiple desktop variations which caused compatibility, upgrade and testing issues across the organisation.
Choosing to source an external partner, the Trust needed support to identify, audit and report on its software position as well managing its Software Asset Management (SAM) and licence compliance long term. They needed a partner that would meet all of their business requirements, could be relied upon for their expertise and had knowledge of the latest technology and licensing advances. Until this point the Trust’s IT services were predominantly delivered in-house by an increasingly overstretched IT team.
Mark Bramwell, Head of IT, Wellcome Trust, said “Despite having never faced an audit before, we knew it was only a matter of time. We could see that licence compliance was becoming an increasingly ‘hot topic’ and that the number of vendor audits was on the rise. Knowing how disruptive and expensive audits can be, we planned to get ahead of the game so we were ready when the audit came. We therefore sought out a partner to help us.
“Fundamentally we were looking for a partner, not a supplier. We wanted an organisation that would work alongside us and share their knowledge, expertise and ways of working with us. We saw Phoenix Software as that partner.”