Case Study
In the healthcare sector, every resource counts, especially when it comes to budget and compliance. TBSC helps healthcare providers maximise value from their Microsoft 365 and cloud environments by optimising their licence allocations and improving software adoption.
Driving Efficiency, Security, and Cost Optimisation Through Microsoft 365 Assessment for a UK Health Trust
Background
A leading NHS Trust in the South of England, providing essential community and mental health services sought to gain greater visibility into its Microsoft 365 environment. With a workforce of over 5,700 users, the Trust aimed to improve digital efficiency, strengthen its security posture, and uncover opportunities to reduce costs, all while maintaining high standards of patient care and operational effectiveness.
The assessment was delivered through our Smarter SaaS M365 Healthcheck, a Microsoft-backed program designed to help healthcare organisations optimise Microsoft 365 usage, licensing, and security, in collaboration with a trusted Microsoft partner.
Challenges
The Trust encountered several common issues found across large NHS organisations:
- Limited visibility into how Microsoft 365 tools (such as Teams, Exchange, SharePoint, and OneDrive) were being adopted across departments.
- A need to benchmark and improve its Microsoft Secure Score to mitigate risks related to data, identity, and access security.
- Budget pressures requiring urgent identification of underutilised licenses and redundant applications that could be rationalised for cost savings.
Approach
A two-phase assessment was conducted using the Smarter SaaS M365 Healthcheck methodology, focusing on:
- Efficiency Rating Analysis: Measuring user adoption and utilisation of M365 productivity tools to identify adoption gaps and potential for workflow improvements.
- Microsoft Secure Score Review: Evaluating the Trust’s security posture across multiple vectors including user accounts, endpoints, applications, and data access.
- Cost Savings Opportunity Assessment: Analysing license allocation, service overlap, and inactive users to determine potential for financial optimisation.
Key Findings
| Metric | First Assessment | Second Assessment |
| Efficiency Rating | 67% | 88% |
| Microsoft Secure Score | 52% | 81% |
| Cost Saving Potential | £1,127,364 | £250,125 |
Impact
- Improved Efficiency: An increase from 67% to 88% in the efficiency rating highlighted significant growth in the adoption of Microsoft 365 tools.
- Enhanced Security Posture: The Microsoft Secure Score jumped from 52% to 81% — a 29-point improvement. This was achieved through implementing key security measures including Multi-Factor Authentication (MFA), Conditional Access, and improved identity governance.
- Substantial Cost Reduction: Initial assessments revealed over £1.1 million in potential annual savings. By acting on these insights, the Trust significantly reduced overspending, cutting down the cost saving potential to £250,125 in the second phase — reflecting effective license optimisation and service rationalisation.
Next Steps
The Trust is now focused on:
- Continual license management to ensure ongoing cost-efficiency.
- User enablement programs to sustain and further improve tool usage.
- Security operations enhancements aligned with NHS Digital guidelines and Microsoft best practices.
Conclusion
Through the Smarter SaaS M365 Healthcheck, the Trust gained a clear, data-driven understanding of its Microsoft 365 estate. By acting on the insights from the assessment, it has enhanced user productivity, strengthened its cyber resilience, and unlocked substantial financial savings — all while ensuring compliance and continuity in delivering critical healthcare services.