Case Study: Data Accessibility Improvement

Company: General Insurance, Personal and Commercial
Tool: RegoEngage
Apptio Use: Cost Management, Resource Allocation, Optimization, Planning and Forecasting, Usage Monitoring

The Challenge

The company’s stakeholders were missing important information including cost savings opportunities, because they were not regularly reviewing reports in IBM Apptio Costing & Planning.

In an attempt to remedy this, the company’s IT Finance and Cloud FinOps teams exported IBM Apptio report data to Excel and PowerPoint, manipulated and formatted, and then emailed out static reports.

All this extra effort was time-consuming, and ultimately created inconsistent and unsustainable practices.

The Solution

Rego partnered with the company to implement RegoEngage, an auto-emailing tool which delivers tailored IBM Apptio reports straight to stakeholder’s inboxes. RegoEngage enabled the company to:

  • Push current information to users instead of relying on users to log into IBM Apptio Costing & Planning, filter on the correct content, and pull what they need.
  • Automatically distribute custom reports monthly from IBM Apptio Costing & Planning.
  • Drive more IBM Apptio Costing & Planning use.
  • Minimize the need to manually produce reports.

The Results

  • Exceeded Goals

    Rego delivered exceptional results, meeting every goal of the company. In addition, Rego demonstrated the value of IBM Apptio Costing & Planning and helped the company with adoption of this powerful tool.

  • Improved Reporting

    Utilizing Rego Engage, monthly reports called “Emailers” are automatically configured and sent to stakeholders. The reports are customized to display relevant data to the recipients, and can even be tailored to an individual stakeholder’s needs and permissions.

    A sampling of these reports include:

    • A Budget Variance report sent to all IT cost center owners.
    • A Train TCO report sent to all train leads, providing train-level application and infrastructure consumption data.
    • A cloud consumption report sent to cloud consumers, showing their monthly and daily Azure consumption and opportunities for cost savings.

    When the recipient receives the email, they see a summary of the report, and can click on a link to directly navigate to the live platform, to the exact report they had in their email. From there, they can utilize the versatile benefits of the IBM Apptio Costing & Planning reporting platform.

    Benefits:

    • Significant time is saved with automated, personalized reports tailored to users or user groups.
    • Emailers initiate stakeholder engagement without requiring users to login to IBM Apptio Costing & Planning solutions.
    • Users can make better decisions faster with personalized emails containing relevant information.

  • Improved Adoption

    After sending the Emailers, IBM Apptio Costing & Planning logins increased by a whopping 206%!
    The ease of clicking into IBM Apptio Costing & Planning directly from the emailed report absolutely contributed to this success.

The Road Ahead

The road ahead for the company and RegoEngage includes continued implementation of templatized reports to key stakeholders.

Rego is currently working with the company on a new technology consumption showback report that will provide business groups visibility into technology spending. This report will include details on consumption by different teams and recipients for a specific showback. RegoEngage allows the company to easily tweak and refine these reports to meet the evolving needs of stakeholders.

Ongoing additions of new email reports every few months ensures the company continues to derive value from their relationship with Rego and the RegoEngage functionality.