30% Cost Savings With GenAI-Led Oracle License Optimization For Councils

Public sector organisations operate in a complex and often shifting environment. A council might implement Oracle ERP with a full suite of modules and hundreds of user licenses to meet the needs of a large workforce. But over time:

• Departments merge or close.
• Services are outsourced or digitised.
• User roles change.
• Modules once critical become obsolete.

Unfortunately, license counts and active modules often remain untouched — meaning organisations are paying for access they no longer require.

This “license creep” leads to unnecessary costs, and because Oracle ERP licensing is intricate, spotting the inefficiencies manually can take months.

Generative AI brings a transformative edge to license optimisation because it can analyse telemetry data at a depth and scale humans can’t match. Telemetry in this context includes system logs, module usage patterns, login histories, and feature access records.

By training AI models on these datasets, Firstcron can identify:

• Underutilised modules that can be decommissioned.
• Inactive or low-activity users who no longer need premium license tiers.
• Overlapping functionalities across departments that can be consolidated.

Even better, GenAI doesn’t just flag problems — it recommends solutions, such as moving certain users to lower-cost license types, or phasing out modules entirely, all while maintaining compliance with Oracle’s licensing terms.

1. Collect Telemetry Data from all Oracle ERP modules and user sessions.

2. Identify Low-Usage Modules by analysing historical access patterns.

3. Map User Activity to License Tiers to detect over-provisioning.

4. Recommend Decommissioning Plans for unused or redundant modules.

5. Rightsize License Allocations based on actual business needs.

Step 1: Data Gathering

The process begins with a secure, non-disruptive extraction of telemetry data from the Oracle ERP environment. This ensures every module, feature, and user action is recorded for analysis.

Step 2: GenAI Analysis

AI algorithms sift through millions of log entries to detect patterns. For example, if 150 council employees hold licenses that include advanced payroll analytics but only 20 have accessed those features in the past year, that’s a red flag for rightsizing.

Step 3: Cost Impact Modelling

Before making changes, the AI generates a cost impact model showing the potential savings of license adjustments and module removals. This is critical for decision-making in public sector organisations, where budget proposals often need detailed justifications.

Step 4: Action Plan

A phased plan is developed, detailing when and how modules will be decommissioned and licenses reallocated. This avoids disruption and ensures compliance.

For UK and US councils, reducing ERP licensing costs frees funds for community initiatives. Imagine reallocating £100,000 saved annually into housing programmes, public works, or digital citizen services.

GenAI ensures these savings aren’t a one-time event. With ongoing telemetry monitoring, councils can detect new inefficiencies as staffing, services, and priorities evolve.

Universities often have diverse ERP usage patterns, with some faculties heavily using finance and HR modules, while others rarely touch them. AI analysis can help reallocate licenses from low-usage departments to high-usage ones, avoiding unnecessary purchases while ensuring academic and administrative functions remain fully supported.

Healthcare providers and other public agencies deal with high compliance requirements. Any licensing changes must meet regulatory standards, especially for data access. Firstcron’s AI approach respects these boundaries, ensuring rightsizing doesn’t compromise compliance or operational readiness.

For hospitals, cost savings can directly support patient care, from equipment upgrades to additional staffing.

Firstcron’s GenAI-powered license optimisation service stands out because it:

• Integrates deeply with Oracle ERP’s telemetry data streams.
• Aligns recommendations with public sector compliance rules in both the UK and US.
• Delivers measurable savings within weeks, not months.
• Provides a repeatable process for continuous optimisation, not just a one-off audit.

The initial savings from decommissioning and rightsizing can be substantial — often 20–30% of the annual licensing bill. But the long-term benefit is even more valuable: sustained cost control.

With AI continuously monitoring license usage, councils and institutions can adapt their ERP licensing in real time as services evolve, ensuring they never again fall into the trap of “license creep.”

The next stage in AI-led license management is predictive forecasting. By analysing organisational trends, AI can anticipate licensing needs for future projects or staffing changes.

For example:

• A council expanding its social care services could predict the exact number and type of additional ERP licenses needed six months ahead.
• A university could model the impact of a new research grant on ERP usage, avoiding last-minute procurement costs.
  

For public sector organisations, every efficiency counts. By combining Oracle ERP expertise with the analytical power of GenAI, Firstcron.com enables local councils, higher education institutions, public agencies, and healthcare providers to reduce licensing costs by up to 30% without sacrificing capability or compliance.

It’s not just about saving money — it’s about empowering public institutions to do more with the resources they already have. To explore how your organisation can achieve similar savings and operational improvements, contact us or visit firstcron.com.