Enterprise Collaboration Tools Cost Optimization and Ecosystem Transition

The organization leverages widely-used collaboration platforms for distributed teams across numerous countries, facing significant cost increases due to licensing fees and scalability concerns. They require a strategic review of their collaboration tool ecosystem and potential alternatives to optimize Total Cost of Ownership (TCO), ensure compliance with operational requirements, and support scalable growth without sacrificing usability or security.

A large non-profit organization operating in multiple countries with extensive use of digital collaboration tools for project management and content sharing.

• Reduce annual licensing and subscription costs for collaboration tools by at least 50%.
• Identify and evaluate alternative issue tracking and content management solutions that meet core technical and functional requirements.
• Implement a migration plan to transition to selected tools with minimal disruption, adhering to best practices for data migration and user adoption.
• Leverage cost reduction options, including community licenses and strategic partnerships, to achieve significant fiscal savings.
• Enhance system scalability, security, and ease of use to support a user base of over 15,000 across multiple countries.

• Support for on-premises self-hosted deployment to ensure data control and compliance.
• Integration capability with Single Sign-On (SSO) and LDAP for centralized user management.
• Ability to scale to support more than 15,000 users across dispersed locations.
• Options for licensing models including community licenses, academic discounts, or other charitable offerings.
• Tools for issue tracking and project management with features comparable to or exceeding existing solutions.
• Content management solutions offering extensive knowledge base functions, document sharing, and collaboration features.
• Migration support including clear documentation, technical assistance, and minimal downtime procedures.
• User-friendly interfaces enabling quick onboarding and low training requirements.

• Integration with existing identity management systems (SSO, LDAP).
• Migration tools for transferring data from legacy platforms to new solutions.
• Support for licensing and subscription management systems.

• Support for deployment scalability to accommodate growing user base of over 15,000 users.
• High availability and disaster recovery capabilities.
• Security features including role-based access control and data encryption.
• Ease of user onboarding and training to facilitate adoption.
• Low latency and optimal performance at scale, ensuring efficient collaboration.

The project aims to achieve a minimum 50% reduction in collaboration platform TCO, saving over $1 million annually in licensing and subscription fees. Additionally, the optimized ecosystem will improve operational efficiency, support large-scale remote collaboration, and provide flexible options for future growth and compliance management.