Isle of Wight NHS Trust saves £250K from software optimization across their hybrid IT environment

The deciding factor was active usage data. Other platforms could tell the Trust what software was installed and where, but not whether it was actually being used. That distinction is what license optimization depends on.

“Before Xensam we knew what we had, and where it was, but not if it was being used. We searched the market, and there was no other platform that could provide us with information on actual application usage down to the minute like Xensam.”

— Marcus Garman, Digital Infrastructure Programme Manager, Isle of Wight NHS Trust

£250K saved with Active Usage data

Since adopting Xensam, the Trust has more than 200 software vendors recognized across 6,000 end users. Using Active Usage data, they identified underutilized licenses across their software estate and saved approximately £250,000. The data revealed that nursing staff were underutilizing their Microsoft 365 packages, enabling the Trust to downgrade to E1 licenses instead.

“With Active Usage, we discovered that some specifically requested applications had actually been used for a grand total of 2 minutes!”

“If Teams were running in the background all day, other platforms would’ve told us that it was being used all day. With Xensam we can drive significant cost savings by tracking how much applications are actually being used.”

— Marcus Garman, Digital Infrastructure Programme Manager, Isle of Wight NHS Trust

Custom recognition of unique healthcare software

The Trust uses several specialist healthcare applications not covered by standard software catalogues. By submitting simple email requests to Xensam’s support team, these applications were inventoried within hours. The same process applied to custom websites: by sending the URL, these sites are now inventoried, tracked, and managed accurately.

“The automatic inventory worked really well, but Xensam also gave us quick recognition of unique healthcare-related software.”

“A few emails with the technical team always solve any challenge we have. Queries are answered quickly and thoroughly by the Xensam Support Technicians.”

— Marcus Garman, Digital Infrastructure Programme Manager, Isle of Wight NHS Trust

Reporting time down from 3 weeks to 30 seconds

Previously, generating annual reports meant weeks of manual data collection, cross-checking for human error, and careful compilation before anything could go to management. With Xensam’s Custom Reports, the same process now takes 3 hours to organize the relevant data and 30 seconds to generate the report. The team is planning monthly Finance Department meetings to report on total software and hardware costs across the organization.

“We can speak with upper-level management with confidence now because we know we can trust that the data in our reports is accurate.”

— Mark Hamilton, Senior Technical Specialist, Isle of Wight NHS Trust

#1 security score in the region

The NHS maintains high security standards and scores its entities annually. Since adopting Xensam, the Isle of Wight NHS Trust has achieved the top security score in their southern region. Xensam’s deep scanning agent has surfaced old software versions, legacy applications, and vulnerable installations that had previously gone undetected.

“With Xensam we find vulnerable installations, and what device or folder they’ve been hiding in. We’re picking up things that haven’t been detected before.”

— Mark Hamilton, Senior Technical Specialist, Isle of Wight NHS Trust

Customizable cost data for a unique organizational structure

As a government-funded entity, much of the Trust’s software is sponsored rather than purchased at standard pricing. Xensam allows them to reflect actual spend in the platform, with the flexibility to revert to out-of-the-box pricing if their situation changes, keeping cost tracking accurate and meaningful.

Fast time to value

Initial configuration, including agent deployment, API setup, and Cost Center configuration, was complete within one week, giving the team access to a comprehensive and accurate picture of their software estate almost immediately.

“Setting up the platform was so easy. The initial configuration took us 1 week.”

— Mark Hamilton, Senior Technical Specialist, Isle of Wight NHS Trust