Success story
State Education Department
Hand-assigning Microsoft licences buckled under a fast-growing, ever-changing workforce.
- Client
- State Education Department
- Industry
- Education
- Technologies
- Microsoft Identity Manager, Entra ID, PowerShell
This client is a state government department responsible for delivering public schooling and early childhood education.
The challenge
Assigning Microsoft licences at this state education department was a slow, manual job that struggled to keep up with growing staff numbers.
What we did
We automated licence assignment from HR data using Azure AD groups and PowerShell, starting with a proof of concept.
Hand-assigning Microsoft licences buckled under a fast-growing, ever-changing user base. We automated it off HR data.
Why it mattered
Licence allocation was a complex manual process in an organisation where users change constantly and licensing needs vary widely. Manual allocation at that scale means two costs: administrative time, and licences assigned to people who no longer need them. It is also an audit problem, because nobody can easily show why a given user has what they have.
What we did
- Gathered requirements with stakeholders. Workshops to understand the licensing rules that actually apply.
- Automated assignment from HR data. Licences allocated based on the source of truth for who works there and in what role.
- Offered two mechanisms. Azure AD Groups for simplicity, PowerShell scripts where more flexibility was needed.
- Implemented in phases. Starting with a proof of concept before wider rollout.
The difference it made
- Cost efficiency from licences that match actual need.
- Administrative overhead reduced, with allocation running automatically.
- Auditable, automated processes supporting compliance.
- A foundation that extends to additional services and user groups.
The results
What State Education Department got
Licences assigned automatically
Driven by HR data through Identity Manager
Lower admin overhead and cost
Only the licences people need get assigned
Auditable, compliant process
Human error taken out of licence allocation
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