Cost optimisation in IT procurement
Companies are reducing their IT spending through a strategic repositioning in IT Procurement an average of 15 to 25 %. The focus is on eliminating redundancies in the software portfolio, optimising cloud infrastructures (FinOps), and rigorously renegotiating framework agreements to immediately free up liquidity for innovations.
Sustainable levers for cost optimisation in IT procurement
The complexity of modern IT landscapes often leads to opaque cost structures and „shadow IT.“ Professional optimisation starts at the interface between technical requirements and commercial efficiency. By standardising hardware components and conducting precise needs analysis, it's possible not only to achieve short-term savings but also to significantly reduce long-term total cost of ownership (TCO).
Key facts for optimising IT procurement:
- Licence Management & Compliance: Identification of over-licensing and avoidance of penalty payments through audits.
- Cloud Governance: Scaling cloud instances according to actual demand to avoid "cloud waste".
- Maintenance and Support Contracts: Benchmarking and Customisation of Service Level Agreements (SLAs) to Real-World Requirements.
- Bundling Volumes: Consolidating the supplier base to increase negotiating power.
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The advantages of KLOEPFEL ProcureIT
35 Years of Experience - Team ProcureIT
Our experienced ProcureIT team combines decades of consulting expertise with extensive experience from the IT industry. With know-how from system houses, data centres, network operators, software vendors, and IT service providers, we use our knowledge strategically to sustainably optimise your IT costs.
360° support in IT procurement
We will support you from the requirement through procurement and contract conclusion to
towards implementation and usage. Our aim is to provide you with a long-term and sustainable service – even beyond the completion of the IT procurement. This way, we ensure that the solutions we recommend maintain their value in the long term and meet your expectations.
IT procurement advice with market expertise
Successful IT procurement requires a deep understanding of your IT infrastructure. That's why we start every project with an open, equal-level conversation with your IT management. Through regular tenders, we are always informed about market trends, conditions, and vendor offers, giving you the best solution at the best price.
Temporary colleagues
We see ourselves as your temporary colleagues and offer purchasing advice with a high level of IT understanding. We'll accompany you not only throughout the entire
not only during the procurement process, but also continue to support you with advice and practical assistance after the IT purchase has been completed. As part of your team, we contribute our expertise precisely when it is most needed.
Holistic Strategies for Vendor Management and Digital Transformation
Our team of commercial specialists with IT expertise will optimise your IT costs.
IT Procurement Project Work
We begin with a comprehensive Potential analysis, to identify savings and optimisation potential in your IT procurement. With in-depth market knowledge and targeted tenders, we negotiate the best conditions for you. But we go a step further: we will accompany you throughout the entire implementation, ensure a seamless integration and maximise your economic success – from the initial analysis through to successful implementation.
- Optimisation of procurement costs: We optimise your procurement costs through the analysis of Total Cost of Ownership (TCO), a targeted cost-benefit analysis, and efficiency improvements. By optimising contract terms and identifying savings potentials, we maximise your savings. Through economies of scale, benchmarking, and effective supplier management, we ensure long-term cost advantages and stable business relationships.
- Licence cost optimisation We optimise your licensing costs through license consolidation and contract design, in order to minimise unnecessary expenditure and utilise your licenses efficiently. By selecting suitable cloud and on-premises models and performing a usage analysis, we avoid over-licensing and optimise your subscription models for long-term savings.
- Sustainable optimisation of processes & performance We optimise your processes through best practices and standardisation to ensure consistent quality and continuous improvement. On this basis, we ensure that your technologies and procurement strategies remain future-proof and cost-effective. Through targeted resource management, we increase efficiency and promote sustainable use of personnel, technology, and materials.
IT Procurement Line Support
Would you like to set up IT procurement or IT category management?
Our experts will be happy to support you with this challenge. We will take on both the Strategic IT procurement as well as the IT Category Management or the IT procurement management, either partially or on an interim basis. Furthermore, we offer you the Operational Service for IT Procurement We quickly integrate into your business processes, bringing not only sound methodological expertise for projects and procurement but also in-depth knowledge of the IT market.
- IT Purchasing Management We take charge of your IT procurement and manage all relevant purchasing processes efficiently and with clear objectives. We ensure a strategic alignment and optimisation of your IT purchasing processes to achieve maximum cost benefits and efficiency.
- IT-Category Management: We develop and implement tailor-made IT Category Management aligned with the specific requirements of your IT categories. Through targeted market analyses and strategic partnerships, we optimise your procurement strategies and ensure long-term, sustainable cost reductions.
- Strategic IT Procurement We shape your strategic IT procurement through precise needs analysis and selection of the best suppliers. Our goal is to optimise the procurement of your IT products and IT services in the long term and to help you secure competitive advantages through sustainable and cost-effective solutions.
- Taking over operational purchasing activities: We support you with the operational processing of your IT procurements by taking over all administrative tasks. We integrate ourselves quickly into your existing business processes and guarantee efficient and error-free processing of daily purchasing activities.
Purchasing Digitalisation
Many companies face the challenge that structures and processes have evolved over many years. Opaque contractual situations, complex invoicing and ordering processes, or new legal requirements are just a few examples of where Kloepfel Consulting offers support. tailored process descriptions and comprehensive Knowledge about market-leading tool providers helps us to Business processes efficientlyoptimise.
- Setting up contract management: We are implementing transparent and structured contract management with audit-proof archiving, automatic reminders, and ERP integration. This enables quick budget planning and prevents maverick buying through standardised workflows.
- Introduction of an e-procurement solution We are implementing an efficient e-procurement solution that helps to reduce the number of C-suppliers and consolidate purchasing volumes. You benefit from pre-negotiated conditions and a reduction in administrative effort – control remains with procurement.
- Process digitisation We digitise your business processes holistically, from ordering processes and e-procurement through to invoice management, including OCR scanning. This is how we increase efficiency and foster innovative strength.
Typical priorities in IT procurement
How we optimise your IT procurement costs
We support you in strategically optimising IT procurement costs across various areas. Our expertise covers the optimisation of software, data centres & hosting, telecommunications, consulting & services, and workplace solutions. Through in-depth market analysis and tailor-made procurement strategies, we help you reduce costs, find the right technology partner, and make long-term, future-proof investments.
Software
- Microsoft, VDI, Backup, CAD, IBM, SAP Licences
- Benchmarking and conducting negotiations
- Cost optimisation of maintenance and subscriptions with quasi-monopolists
Data Centre & Hosting
- Benchmarking hosting costs
- Tender for Data Centre Hardware (Servers, Storage)
- Make or Buy Analysis
- Conducting the procurement process for data centre outsourcing/operation
Telecommunications
- Benchmarking Data Networks (MPLS/SDWAN)
- Mobile network optimisation
- Landline telephony
- Mobile devices
Consulting & Services
- IT service or works contracts
- Structuring optimized framework agreements
- IMAC Services
- SLAs
- Remarketing
Workplace
- Needs analysis, definition of useful life, financing and usage concepts
- Tender (Equipment, Prices, Roll-out/back, Service)
- Optimising the print landscape and negotiating full-service contracts
Customer successes that speak for themselves
Cloud Solution Provider – Setting up a new contract
Our client, a food company, was faced with an announced 11% price increase from its CSP partner, poor quality of consultancy, and the planned removal of Microsoft Teams from M365. The aim was to avoid the price increase where possible, reduce Microsoft costs, continue to licence Teams via M365 E3, and find a partner offering competitive terms and excellent service. Approach: comprehensive inventory of all required licences and service requirements, plan adjustment tailored to needs, tender process with selected providers, and direct involvement of Microsoft. Result: 12% cost savings in the first year, licensing compliance, Teams still licensed via M365 E3 (avoiding additional costs) and selection of a new CSP partner with a strong focus on consultancy. Management complexity was reduced through clear SLAs, standardised reporting and more stable account management.
Enterprise Agreement Negotiation
Our client, an aerospace company, was six months away from the expiry of its Microsoft Enterprise Agreement (EA) and an initial Microsoft offer with +33 % additional costs. Additionally, there were distributed CSP contracts for individual subsidiaries with no central transparency. Objectives: LSP change, price defence, consolidation of all subsidiaries into one contract, and upgrade from E3 to E5.
Approach: Workshops on future licensing strategy, full inventory, break-even calculation for E3 + add-ons versus E5, tenders for different contract constructs, and direct negotiations with Microsoft to create competition.
Result: 16 %price defence compared to the initial offer, inclusion of all companies in a joint EA, switch to E5 with -12 % costs compared to E3 + add-ons; after consolidation of all companies cumulatively -16 %. Additionally: simplified governance (one contract, one reporting) and improved security/compliance functions through E5.
Document Management System
Our client from the healthcare and care sector had to implement a new document management system (DMS) at short notice, as „Datev DMS“ was discontinued as of 31.12.2023. Within three months, workshops, tendering and awarding had to take place, and a seamless migration of old data had to be ensured.
The aim was to conclude a new contract with a high-performing partner and to introduce the new system by the end of the year. The project was successfully completed and the total costs were 9% below the market level.
Your experts for cost optimisation in IT procurement
Marc Röver
„Through our typical approach, which begins with an initial interview, we capture the complexity of the IT organisation and, based on this, develop the appropriate contracts, strategies, and priorities for optimisation.“
Marc Röver brings over 25 years of experience in the IT industry. Through his many years in consulting, he is able to understand IT and its operational responsibility and, together with his clients, develop optimisation approaches for external costs on an equal footing.
Henning Eßer
„Using the strategic procurement toolkit and in-depth knowledge of IT markets, we support our clients from defining their requirements, through procurement, to contract conclusion and subsequent implementation.“
Henning Eßer has been with Kloepfel Consulting GmbH for almost 10 years and advises companies across a wide range of industries. With a dual study program in IT Management, he combines practical knowledge with academic expertise. For 7 years, his focus has been on consulting in the IT & Telecommunications sector, specifically in process digitalisation.
Matthias Schirm
„Through tailored contract strategies and in-depth market analyses, we optimise your IT procurement costs, thereby creating opportunities for
sustainable success – efficiently, transparently and with a view to the future.“
Matthias Schirm brings over 15 years of experience in IT – from his training as an IT specialist and work in consulting and IT sales, to his Bachelor's degree in
Business Informatics. His focus is on developing efficient, cost-effective IT solutions with strategic foresight.
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FAQ: Key questions on cost optimisation in procurement
How quickly can initial savings in procurement be realised?
The first „quick wins“ are often achievable within 3 to 6 months by cancelling unused licences and renegotiating expiring contracts.
Why is license management such a big cost factor?
Many companies pay for software features or user numbers that they don't actually need. Systematic Software Asset Management (SAM) uncovers these discrepancies.
How do you deal with so-called shadow IT?
Through centralized recording of all IT procurements, decentralised purchases are made visible. This allows individual purchase costs to be converted into advantageous framework agreements.
Are cloud solutions automatically more cost-effective than on-premise systems?
Not necessarily. Without active monitoring, cloud costs can rise uncontrollably through automated scaling. Cost optimisation ensures that you only pay for resources that are actually being used.
What role does hardware lifecycle management play?
Through standardised exchange cycles and refurbishment strategies, both procurement costs and expenditure on maintenance and support can be drastically reduced.