How Moonpig uses SaaS management to keep IT Ops efficient and compliant
Moonpig is the leading online card & gift company specializing in personalized greeting cards, gifts, and flowers, and uses a wide range of productivity applications to support its business. Until recently, these apps were difficult to track and manage effectively - offboarding leavers from their productivity apps was a complex and time-consuming process. In order to get full visibility of all SaaS applications and licenses and to improve compliance for employee offboarding, Moonpig deployed Trelicaâs SaaS management platform.
Information technology supports all aspects of Moonpigâs business. In addition to the customer-facing apps and services for creating and buying personalized cards and other gifts, the company relies on a large number of enterprise systems and productivity tools, from finance and marketing systems, to Google Workspace, which employees use to send and receive emails and store files.
Before Moonpig went public in 2021, a number of measures were put in place to audit SaaS app usage and to ensure access compliance. To build on this work, the IT team was keen to operationalize these initiatives and ensure SaaS usage remained secure, compliant, and efficient on a continuous basis - all with as much automation as possible.Â
Bill Penberthy, Head of IT at Moonpig, says, âWe needed to achieve greater visibility across our IT estate as a way to manage apps, licenses and related costs more effectively. Not only that, but we wanted to improve our operational and security compliance by ensuring that all leavers are âoffboardedâ quickly and efficiently from our enterprise systems, with no exceptions.â
Increasing SaaS visibility and control with Trelica
When looking for solutions to these pressing IT management challenges, Moonpig decided to leverage its existing investment in Trelica, which was already being used to discover Shadow IT and to track SaaS spending.
The team realized there was immediate value to be gained by using Trelicaâs extensive set of app connectors to integrate far more of Moonpigâs primary IT tools. âWith Trelicaâs integrations, we were able to bring in up to 90% of our core apps immediately, which meant there were only a couple that had to be managed manually,â says Bill. âWe now have a definitive directory, with full visibility of the SaaS apps and licenses weâre using.â
With Trelicaâs integrations, we were able to bring in up to 90% of our core apps immediately, which meant there were only a couple that had to be managed manually
Bill Penberthy, Head of IT at Moonpig
Fast, automated offboarding for company leavers
With the SaaS inventory in place, the Moonpig IT team began to explore opportunities for automating employee offboarding in Trelica. âOkta was covering some of our employee offboarding needs for a subset of apps, but often by removing access only and not actual accounts & licenses - this left significant cost and compliance gaps,â says Bill. âTrelica workflows operate seamlessly with Okta and our ITSM (Zendesk) to reclaim leaversâ software licenses, allocate them to other employees as needed, or drop them to reduce our overall licensing costs.â
Trelica workflows also make it possible to redirect emails and transfer leaversâ files stored in Google Workspace to their line managers or other designated colleagues. âEmployees build up a wealth of useful information during their time at Moonpig, and this can now be transferred to the right people to ensure that no vital data or opportunities are lost when they leave the business.â
Automating employee offboarding in these ways using Trelica has helped the IT team to improve its performance and efficiency. âAutomated offboarding increases our operational efficiency and compliance, which is a huge benefit for us,â says Bill.
Trelica replaced up to three hours of manual work per leaver with just 25 minutes of auditable, repeatable processes, allowing us to focus on value-added projects and supporting our end users in the best way possible.
Bill Penberthy, Head of IT at Moonpig
Licensing cost reductions
As well as improving compliance around employee offboarding, Trelica is helping Moonpig optimize SaaS licensing costs. âTrelica gives us great insight into the license entitlements we have with software providers, as well as measuring their utilization,â says Bill. âThat means we can identify unused licenses and retire them from our estate for significant licensing savings.â
By leveraging Slack, Trelica enables collaboration between IT and other teams. âWe can send messages to employees regularly to check if they still need and use their software licenses,â says Bill.
This new way of collaborating with teams ensures that we all have the tools we need to work productively without paying for excess licenses we donât need.
Bill Penberthy, Head of IT at Moonpig
By optimizing licensing for Microsoft 365, Miro, Adobe, and other key business applications, Moonpig is using Trelica to deliver direct cost savings for the business. âTrelica has more than paid for itself by helping us optimize licenses for just three apps - thatâs in addition to the efficiency gains and security benefits,â says Bill.
...more than paid for itself by helping us optimize licenses for just three apps - thatâs in addition to the efficiency gains and security benefits
Bill Penberthy, Head of IT at Moonpig
Winning the day with pragmatism
Through the process of working with Trelica, the Moonpig IT team has learned that perseverance and pragmatism are essential when it comes to streamlining and optimizing SaaS management.Â
âWe took a pragmatic approach to tackling SaaS management challenges,â says Bill. âIn our case, this has meant getting as many core apps as possible into Trelica as quickly as we could and working hard to prioritize and implement the workflows that deliver the greatest benefits in the shortest time.Â
âMy advice to other IT leaders is to start by focusing on quick wins rather than trying to automate everything - in other words, donât let perfectionism limit your progress. Itâs also important to choose a vendor (like Trelica) that will truly partner with you to understand your priorities and offer input that goes beyond basic technical support,â adds Bill.
Itâs also important to choose a vendor (like Trelica) that will truly partner with you to understand your priorities and offer input that goes beyond basic technical support
Bill Penberthy, Head of IT at Moonpig
Profile
- 700 employees
- Online retailer
- Identity Provider
âOkta, Google Workspaceâ - Key Apps
âMiro, Figma, Adobe Creative Cloud, Slack
Themes
- Employee on/offboarding
- Security compliance
- Spend optimization
Outcomes
- 90% of core apps connected to Trelica
- Employee offboarding effort from 3 hours down to 25 mins
- 100% ROI from optimizing just 3 apps
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