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Removing The Guesswork for Data-Driven IT and Licensing Decisions

In the Architecture/Engineering/Construction (AEC) industry, firms rely on a wide range of specialized software to drive complex projects, making effective license management essential for controlling costs and maintaining compliance. Provost & Pritchard Consulting Group, a leading engineering and planning consulting firm specializing in sustainable infrastructure and design, recognized the need for greater visibility into software usage to optimize spending and improve efficiency. Like many AEC firms, they faced challenges in tracking license utilization and compliance with vendor agreements. To address these issues, they turned to CQFlexMon, a powerful solution from Symetri that delivers data-driven insights, helping them make informed decisions, streamline compliance, and maximize the value of their software investments.

License & Software Management Challenges

Before implementing CQFlexMon, Provost & Pritchard faced several challenges common among IT teams managing enterprise software licenses:

• Lack of visibility into software usage: Their IT team lacked the necessary insights to monitor software license activity, including who was using the licenses and to what extent. Without clear data, it was difficult to determine whether the company was over or under-utilizing its licenses. “Our teams didn’t have the accessibility and information needed to fully understand and optimize software usage, making it harder to track whether we were allocating resources efficiently,” shared Laurent Morel, Director of IT at Provost & Pritchard.
• Compliance risks: Outdated software versions can create compliance risks, especially with vendors like Autodesk, which require companies to adhere to strict End User License Agreements (EULAs). The IT team lacked a streamlined way to identify non-compliant software installations.
• Inefficient software spending: Without precise usage data, Provost & Pritchard risked overspending on software licenses. Some users may have been assigned expensive pay-per-use, token-based licenses when a named user license would have been more cost-effective.

Finding Solutions: Optimizing Software License Management and IT Efficiency

Managing software licenses efficiently is a complex challenge for IT teams, especially in organizations with diverse applications and a large user base. A proactive approach to software license management can help companies like Provost and Pritchard optimize spending, improve efficiency, and reduce compliance risks.

1. Eliminating Guesswork

Relying on estimates for software usage can lead to costly inefficiencies—whether it’s overpaying for unused licenses or lacking access to critical tools. IT teams need real-time visibility across all platforms throughout the organization. With CQFlexMon’s comprehensive coverage, Provost & Pritchard could monitor a wide range of applications, including Autodesk, Bentley, SolidWorks, Rhino, and even custom applications.

“Unlike other tools that only show vendor-approved views, CQFlexMon allows companies to customize views and reports to fit their needs. This flexibility gives clients tailored insight and full visibility into software usage,” said Bradley Horst, VP of CIO Advisory Services at Symetri. This level of transparency empowers IT teams to optimize procurement, improve resource allocation, and invest in software that aligns with actual usage.

2. Optimizing License Management

Unused or inefficiently allocated software licenses can drain IT budgets, leading to unnecessary costs and limited access to critical tools for those who need them most. CQFlexMon enabled Provost & Pritchard to identify inefficient licensing allocations and make strategic adjustments.

• The tool helped differentiate between token-based licenses and named user licenses, leading to cost-effective usage.
• IT teams could track which employees used software regularly and which ones did not, helping managers determine whether a more cost-effective license type would be a better fit.

By analyzing usage patterns, CQFlexMon also helped Provost & Pritchard reduce unnecessary spending on software licenses that weren’t being fully utilized.

"If a user is only opening Revit once a month, but they've been assigned a full AEC collection, they're definitely overpaying. By looking at usage, we can provide the foundational data needed to demonstrate the need for adjustments in assigning or reassigning the right licenses to the right people, optimizing costs without sacrificing access to the tools they need," explained Horst.

3. Maintaining Compliance to Avoiding Fines

Maintaining compliance with software licensing agreements is crucial to avoid costly penalties and safeguard an organization’s reputation. CQFlexMon identifies outdated or non-compliant software versions, helping organizations stay within licensing agreements.

The tool also provides insights into usage anomalies, such as:

• Users leaving software running indefinitely
• Unauthorized or excessive software use
• Potential security risks due to outdated versions

“In the compliance world, CQFlexMon helps identify when outdated Autodesk licenses are still in use. It also flags issues like unused software running endlessly or unauthorized use, which could lead to security risks or fines,” added Horst.

For organizations with large, geographically distributed teams, manually tracking compliance can be difficult. CQFlexMon automates this process, reducing the administrative burden on IT teams.

4. Empowering IT Teams with Actionable Insights

Beyond cost savings and compliance, CQFlexMon equips IT teams with detailed, actionable insights that can significantly improve operations. This helps IT leaders make informed decisions and drive better results for the entire organization.

• Assessing training needs: Provost & Pritchard used CQFlexMon to identify employees who had access to specific software but weren’t using it. This insight allowed them to evaluate whether employees needed additional training.
  
  “If an employee has access to a software license but isn't using it, it signals a potential gap in training or time management. With CQFlexMon, we can identify these trends and proactively address them, properly equipping our teams, and maximizing the value of the tools at their disposal,” explained Morel.
  
  By analyzing usage trends, CQFlexMon helps organizations make data-driven training investments, meaning employees get the most out of their software.
  
  
• Predicting future software needs: CQFlexMon also supports long-term IT planning by identifying trends in software usage. “If you notice trends like, for example, a 10% increase in Adobe licenses, that sparks important conversation about future needs. Does the trend continue? If so, a company can proactively adjust a budget to accommodate that growth so they’re always prepared for the rise in cost and need for training," said Albert Wu, Senior IT Consultant, at Symetri. By leveraging historical data, Provost & Pritchard is able to make accurate forecasts for future software licensing needs, leading to smarter budget allocations.
  
  
• Justifying IT budget requests: When IT teams need to request additional software investments, concrete data is essential for justifying the cost. CQFlexMon removes uncertainty by providing precise data on actual software usage, making it easier for IT teams to secure executive approval for budget requests. “It takes the guesswork out of budget decisions. There’s no ambiguity—the data is the data,” added Horst.

Ongoing Partnership and Support

Symetri doesn’t just provide software—it acts as a strategic partner for its clients. With its advisory approach, Symetri works closely with Provost & Pritchard, helping their team get the most value from the tool.

Regular check-ins & customization: Symetri provides quarterly check-ins with Provost & Pritchard, which include software updates, report walkthroughs, customization of reporting formats, and the expansion of monitoring to additional applications. These regular sessions help Provost & Pritchard stay up to date with the latest features and optimizations, while also providing tailored insights to meet their evolving needs.

“We work closely with our clients, checking in as often as needed to help them understand the benefits and get the maximum value  from CQFlexMon. It’s not just a tool—it’s a long-term solution designed to continuously drive value and adapt to evolving needs,” said Horst.

Looking Ahead

Moving forward, Symetri will continue to work with organizations like Provost & Pritchard to optimize software management by providing real-time data and actionable insights. With improved visibility, IT teams can make data-driven decisions to control costs, maintain compliance, and refine long-term strategies. As technology and business needs evolve, CQFlexMon will remain a valuable tool for driving efficiency and smarter software investments.

For more information, visit Provost & Pritchard Consulting Group and Symetri.

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