Case Studies That Prove the Importance of IT Asset Management

The importance of IT asset management is growing fast as businesses rely more on technology to operate. From laptops and servers to cloud apps and software licenses, IT assets are everywhere. Without proper tracking and control, things can quickly become costly, risky, and chaotic.

IT Asset Management (ITAM) helps companies stay organized, save money, and stay compliant. But its impact often isn’t clear until a real challenge shows up.

When it comes to understanding the value of IT Asset Management, theory only goes so far. It's easy to talk about how ITAM should work in a perfect world, but the real impact comes when you see it in action.

By looking at actual results, we can see exactly why ITAM is no longer a luxury but a necessity for businesses of all sizes.

Below is a detailed breakdown of each of the five case studies proving the importance of IT Asset Management (ITAM). Each case study includes comprehensive details about the organization, challenges, ITAM solutions implemented, outcomes. The information is based on the available data as of 2025, and expands on the initial summary to provide a thorough understanding.

Case Study 1: Martin/Williams Advertising

Industry: Advertising

Organization Overview: Martin/Williams Advertising is a firm based in Minneapolis, known for creating campaigns for clients across various sectors. As a creative agency, it relies heavily on software tools for design, project management, and client deliverables.

Challenges:

• The company struggled with managing its Microsoft Enterprise Agreement, a licensing program for large organizations.
• Annual "true-up" processes (reconciling actual software usage with licensed entitlements) were based on guesses rather than accurate data, leading to potential overpayments or compliance risks.
• Abandoned software licenses were not being tracked or reclaimed, resulting in wasted resources.

ITAM Solution:

• Martin/Williams implemented the Sassafras KeyServer Platform, a software asset management tool designed for ITAM.
• The platform provided software discovery capabilities to identify all installed applications across the organization’s network.
• It enabled real-time tracking and management of software licenses, ensuring compliance with licensing agreements.

Outcomes:

• The firm reclaimed abandoned licenses, allowing them to repurpose software without additional purchases.
• Achieved significant annual savings by optimizing license usage, though exact figures were not disclosed in the source.
• Improved compliance with Microsoft’s licensing terms, reducing the risk of audit penalties.
• Streamlined the true-up process with accurate data, saving time and reducing administrative overhead.

Impact of ITAM: This case demonstrates ITAM’s role in cost optimization and compliance for smaller organizations with complex software needs. By addressing inefficiencies in license management, Martin/Williams avoided unnecessary expenses and improved operational efficiency.

AssetLoom is an innovative ITAM platform designed to simplify and enhance the management of IT assets for businesses of all sizes, offering a modern alternative to traditional tools

Case Study 2: British Broadcasting Corp. (BBC)

Industry: Media

Organization Overview: The BBC, headquartered in London, is one of the world’s largest public broadcasters, delivering news, entertainment, and educational content globally. It operates under a public funding model, making cost efficiency critical.

Challenges:

• High operating costs threatened financial sustainability, particularly in IT infrastructure and software management.
• Compliance with software licensing agreements was complex due to the BBC’s large and diverse IT environment.
• There was a risk of increasing subscriber fees (via the UK TV license) to cover inefficiencies, which could harm public perception.

ITAM Solution:

• The BBC adopted the Sassafras KeyServer Platform for real-time ITAM and compliance management.
• The solution provided visibility into software usage across departments, enabling precise tracking of licenses.
• It supported proactive compliance monitoring to ensure adherence to vendor agreements, reducing audit risks.

Outcomes:

• Significant reduction in operating costs by optimizing software and hardware usage, though specific savings were not quantified in the source.
• Avoided the need to raise subscriber fees, maintaining public trust and financial stability.
• Enhanced compliance with licensing agreements, minimizing the risk of penalties during audits.
• Improved resource allocation by identifying underutilized assets, allowing for better budgeting decisions.

Impact of ITAM: The BBC’s case highlights ITAM’s importance in large, publicly funded organizations where cost control and public accountability are paramount. Real-time compliance management proved essential for operational and financial efficiency.

Case Study 3: Carlsberg Group

Industry: Brewing

Organization Overview: Carlsberg Group, based in Copenhagen, Denmark, is a global brewing company with operations in over 150 markets, producing beers like Carlsberg and Tuborg. Its extensive IT infrastructure supports supply chain, production, and corporate functions.

Challenges:

• Lack of global visibility into IT assets, with only one-third of the organization covered by existing ITAM processes.
• Manual ITAM processes were time-consuming and prone to errors, hindering efficiency.
• Incomplete inventory data increased the risk of audit penalties and overpayments for software licenses.
• Managing IT across multiple regions required a scalable solution to align with business growth.

ITAM Solution:

• Carlsberg switched to Flexera’s ITAM solution, integrated with ServiceNow for seamless workflows.
• Partnered with SoftwareONE to implement and optimize the ITAM program, leveraging expertise in software asset management.
• The solution provided centralized visibility into hardware and software assets across global operations.
• Automated processes replaced manual tracking, improving accuracy and reducing administrative burden.

Outcomes:

• Saved over $400,000 in the first year by optimizing software licenses and eliminating redundant purchases.
• Achieved global IT visibility, enabling better decision-making and resource allocation.
• Streamlined contract negotiations with vendors, leveraging accurate asset data to secure favorable terms.
• Reduced audit risks by ensuring compliance with licensing agreements across all markets.

Impact of ITAM: Carlsberg’s case illustrates ITAM’s scalability for multinational corporations. The combination of advanced tools and expert partnerships transformed IT management, delivering substantial cost savings and operational improvements.

Case Study 4: Fortune 50 Conglomerate

Industry: Multi-sector (Aviation, Power, Renewable Energy, Healthcare)

Organization Overview: This unnamed Fortune 50 conglomerate operates globally with over 200,000 employees and 2,000 sites across aviation, power, renewable energy, and healthcare sectors. Its vast IT estate includes millions of assets, making ITAM a critical function.

Challenges:

• Over 10,000 assets were potentially missing, representing significant financial losses.
• 1,000 assets were tagged to inactive users, indicating poor tracking and utilization.
• Manual invoice processing led to errors and delays in procurement and budgeting.
• Lack of centralized visibility hindered effective asset management across global operations.

ITAM Solution:

• Microland, an IT service provider, implemented a comprehensive ITAM transformation program.
• Automated data updates to ensure real-time accuracy of asset records.
• Developed a dashboard for procurement teams to monitor asset lifecycles and usage.
• Standardized invoice validation processes to eliminate errors and improve financial oversight.

Outcomes:

• Significant cost savings by recovering lost, stolen, or expired assets, though exact figures were not specified.
• Improved asset tracking, resolving the issue of 10,000 missing assets and 1,000 misallocated assets.
• Enhanced procurement efficiency through automated dashboards, reducing manual effort.
• Centralized visibility enabled better strategic planning and compliance across global sites.

Impact of ITAM: This case underscores ITAM’s critical role in managing complex, large-scale IT environments. Automation and centralized tracking delivered measurable financial and operational benefits for a global leader.

Case Study 5: Oracle Negotiation Success (ISAM Group)

Industry: Public Sector (Transportation)

Organization Overview: This case involves a state government transportation department in the United States, responsible for managing public infrastructure like roads and transit systems. The department relies on Oracle software for critical operations.

Challenges:

• Inefficient Oracle licensing led to overpayments and potential compliance violations.
• Complex vendor negotiations required detailed asset data to avoid unfavorable terms.
• Limited visibility into software usage hindered effective cost management and audit preparation.

ITAM Solution:

• ISAM Group, a software asset management consultancy, provided expert ITAM services.
• Conducted a thorough analysis of Oracle license usage to identify optimization opportunities.
• Supported the department in vendor negotiations, using accurate asset data to secure better terms.
• Implemented processes to maintain ongoing compliance and visibility.

Outcomes:

• Achieved cost savings by optimizing Oracle licenses, though specific amounts were not disclosed.
• Improved compliance with Oracle’s licensing terms, reducing the risk of audit penalties.
• Enhanced negotiation outcomes, ensuring the department secured cost-effective agreements.
• Established a framework for ongoing ITAM to prevent future inefficiencies.
• Impact of ITAM: This case highlights ITAM’s importance in public sector organizations, particularly for managing high-cost software vendors like Oracle. Expert support and data-driven negotiations delivered both financial and compliance benefits.

Summary of ITAM Importance

These five case studies collectively demonstrate ITAM’s transformative impact across diverse industries—advertising, media, brewing, multi-sector conglomerates, and public sector transportation. Key benefits include:

• Cost Savings: From $400,000 in Carlsberg’s first year to unquantified but significant savings in other cases.
• Compliance: Improved adherence to licensing agreements, reducing audit risks (BBC, Martin/Williams, ISAM).
• Visibility: Centralized tracking enabled better decision-making (Carlsberg, Microland).
• Efficiency: Automation and streamlined processes saved time and resources (Microland, Carlsberg).

Each case study provides a unique perspective on ITAM’s role, from small-scale software optimization to global IT transformations, proving its universal value.