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Case Study

Client: A Large New Zealand Public Sector Organisation

Situation: The challenge of right-sizing Salesforce Licensing at the start of a project

Our client, a prominent public sector organisation in New Zealand, found itself at a critical juncture. They were on the cusp of embarking on a large multi-year CRM project after an extensive 14-month Request for Proposal (RFP) process to select the right software platform but the project had stalled for a number of reasons. Salesforce had presented a 4 year multi-million-dollar proposal as part of the RFP process and different variations (at the request of the client) over future months, however these were all submitted before the engagement of the implementation partner. This situation created a cloud of uncertainty around project ownership, the scope of the work and the organisation's relationship with Salesforce.

Our initial assessment revealed a daunting challenge. The proposed upfront costs for licensing 1000 + staff were difficult to justify. Furthermore, the comprehensive vendor proposal included several add-ons but these add-ons lacked clear justification in the short term (2 -3 years)  and the proposed use cases for the industry-specific solution were ambiguous. The client realised that there was a pressing need to reassess their licensing strategy to optimise the initial costs, align with their actual requirements, and ensure the successful implementation of Stage 1 of the project.

Findings: Uncovering Opportunities for Optimisation

In collaboration with the client, Aequus conducted a thorough examination of their proposed licensing landscape. We dove deep into user roles, high level use cases, licences, editions, data utilisation, security requirements and integrations, while at the same time also considering the client's existing technical and commercial environment alongside an examination of very high level future use cases. 

The outcome of this assessment highlighted key areas for improvement and cost savings.

First and foremost, we recommended a substantial reduction in scope, focusing on 140 users with a staged rollout over twelve months. This strategic shift allowed for the initial delivery of essential functionality to a core group of 15-20 users within just 2.5 months, jumpstarting the project's success. We also advised the client to opt for a more basic cloud instead of the proposed industry solution. This aligned the solution with their specific needs in the next 2-3 years but still allowed a sensible path for possible expansion and upgrades in the future.

To further optimise costs, we identified three add-ons from the vendor's proposal that could be safely removed without compromising the project's objectives. Additionally, we proposed the purchase of a read-only restricted user license (RUL) for reporting and dashboarding purposes. This catered directly to the needs of managers and the T2 line managers.


These changes resulted in very significant savings to the original proposal as well as simplifying the initial implementation.

Outcome: Aequus Delivers Tangible Value


Our engagement with this public sector organisation demonstrated Aequus Consulting's commitment to precision and value delivery. By reevaluating their Salesforce licensing strategy, we helped the client achieve substantial cost savings while ensuring that their CRM project aligned with their actual requirements now and into the future.

The client not only benefited from significant cost reductions but also experienced a streamlined and more efficient project rollout. By focusing on essential users and functionality, the project's initial stage progressed swiftly, allowing the organisation to realise quick wins, lay the groundwork and build momentum within the business.

In summary, our engagement showcased the power of informed decision-making in Salesforce licensing. Through a rigorous assessment and targeted recommendations, Aequus Consulting helped transform a complex challenge into a compelling success story, enabling our client to move forward with confidence, clarity, and substantial cost savings.

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