Education

Case Study

A UK university with over 12,000 students and 1,100 academic and administrative staff across multiple campuses faced growing pressure to modernize digital operations and enhance data security. The institution sought to improve staff and student productivity through smarter use of Microsoft 365 tools, reinforce compliance with data protection standards, and identify cost savings through license rationalisation. 

To achieve this, the university engaged in a full ecosystem audit through the Smarter SaaS M365 Healthcheck, powered by TBSC in partnership with Microsoft. 

Challenges 

  • Low Productivity Tool Adoption: Many departments still relied on outdated practices (e.g., paper-based scheduling, external apps), with limited use of integrated M365 tools like Teams, OneDrive, and SharePoint. 
  • Security Gaps: A weak Microsoft Secure Score due to poor enforcement of MFA, unchecked guest access, and unmonitored account activity. 
  • License Waste: A lack of visibility over license allocation meant dozens of inactive users retained premium licenses, resulting in unnecessary yearly costs. 

Assessment Approach 

1. Secure Score & Cost Optimisation Review 

  • Assessed risk exposure based on identity, device, and app controls. 
  • Reviewed license assignment and eligibility for Copilot upgrades. 
  • Estimated potential savings from surplus and redundant licenses. 

Key Results

Metric Before Assessment After Implementation 
Efficiency Rating 59% 90% 
Microsoft Secure Score 46% 79% 
Cost Saving Potential £58,500 £7,800 
Surplus Licenses 38 6 

Impact 

Stronger Security Posture 

  • Enabled MFA for 100% of staff and students. 
  • Real-time monitoring enabled via Smarter Secure and ORCA cybersecurity scans. 

Significant Financial Optimisation 

  • By deactivating unusued licenses the institution achieved £50,700 in savings. 
  • Monitoring & Feedback Loops: Track Copilot usage through analytics to understand adoption barriers and fine-tune integrations. 

Conclusion

This education institution has made measurable progress by embracing data-driven Microsoft 365 optimisation. From elevating productivity and tightening security controls to unlocking £50,000+ in recurring license waste.