Project Background

Our customer a fortune 500 company, operating globally with numerous subsidiaries, faced challenges in efficiently managing a large user base and distributing software licenses across its diverse business units. The manual process of allotting licenses to subsidiaries hindered cost segregation and created operational inefficiencies. The client sought to automate this intricate process to enhance scalability and streamline license management.

Process & Challenges

1. Large User Base: Managing a half-million user base demanded a scalable and automated approach.

2. License Allotment Complexity: The allotment of licenses to different subsidiaries needed precise and automated tracking.

3. Integration Challenges: Seamless integration of Azure AD and SharePoint was essential, while maintaining security and regulatory compliance.

Solution Design

• Azure Automation Deployment:
  Setting Up Automation Accounts: Created Azure automation accounts with necessary modules and roles, enabling the smooth running of automation scripts.
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• Implementation of 'Run as Accounts':
  Overcame service account limitations, especially the inability to perform Multi-Factor Authentication (MFA), by using 'Run as accounts'. These accounts, equipped with roles and API access, managed both Azure and non-Azure resources like Exchange, automating tasks effectively.
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• Automating License Allotment:
  We employed a PowerShell method for assigning licenses to Microsoft users. This included logging into the admin account, identifying available licenses, and assigning them to unlicensed users, thereby streamlining the license allotment process to subsidiaries.

• SharePoint Integration for License Allotment Tracking:
  Storing Data in JSON Format: We stored license usage data in SharePoint in a JSON format, providing a structured and accessible method to track and analyze license allotment to subsidiaries

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Result

• Operational Efficiency: Automated management of 0.5 million users, reducing manual tasks and error rates.

• Clear License Allotment Tracking: Achieved transparent tracking and analysis of license allotments to subsidiaries, aiding in resource allocation and budgeting.

• Scalability and Adaptability: The solution proved scalable, meeting the evolving needs of the large enterprise.

• Security Enhancement: Automation reduced the likelihood of security breaches associated with manual processes.

Conclusion

The deployment of Azure Automation and SharePoint integration led to substantial improvements in managing a vast user base and the complex process of license allotment to subsidiaries. This case study highlights the effectiveness of cloud automation in handling large-scale operational challenges and intricate license management tasks.