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Databricks Case Study

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Databricks manages SaaS portfolio during hypergrowth using Productiv Challenges Limited Visibility The IT department needed to know what applications were being paid for and used across the company. As the company was growing rapidly, they needed to manage the SaaS applications across the organization. "How do we know what we have? How do we use this more effectively? How do we get more seats? Who owns the relationship?" Managing Costs and ROI for SaaS IT needed to be able to manage and predict SaaS costs and manage the overall portfolio. Mike views SaaS as a user or employee tax. It is import- ant to know how much IT should be charging back to departments, and understand how much each SaaS program was being used. "We bought this product, but what percentage of people are really using it?" This wasn't simply about cost, but also around feature usage and ROI for each SaaS application. Shadow IT and Cross-Department Collaboration A decade ago, IT would have been involved in every software purchase. In the SaaS world however, each department can purchase whatever they need on their own. Mike saw shadow IT as an opportunity, "it's often de- partments trying to innovate and get software that can help them be more productive." His goal was to find a way to help guide and counsel his line of business counterparts. IT could provide guidance around governance and scaling software solutions. The key was awareness of the applications and then promoting open collaboration between IT and lines of business. CASE STUDY Databricks is a software platform that helps its customers unify their analytics across business, data science, and engineering teams. Founded in 2013, the company has experienced rapid growth in the last two years. Databricks more than tripled in size from 400 to 1,300 in 2019. With 50-80 new people joining the company each month, IT was busy managing the new scale and technology to support this growth. All with a workforce that was 30% remote before COVID. Mike Hamilton, the Head of IT, joined during what he referred to as the "wild west phase" of start-ups. A phase with high-growth, no formal PO process, and departments frequently buying new apps and add- on licenses. As the company matured, IT needed more visibility into the SaaS portfolio and to create structure while remaining nimble. Mike saw the opportunity to think more strategically about the SaaS portfolio and partner with business groups. Company: Databricks Employees: >1,300 Location: San Francisco, CA SaaS Applications: 300+ Key SaaS Applications: G Suite, Okta, Slack, Zoom, Salesforce Webinar: Watch Now > We didn't want to find ourselves constantly redoing the spreadsheet and trying to prove why the numbers are accurate. We wanted more of a data-driven, technology-based approach that would illustrate the ROI and strategic value of our SaaS data. This approach would also help us scale better than a spreadsheet could. " Mike Hamilton, Head of IT

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