Brainboss supports client with global Atlassian transformation

Dutch consulting firm Brainboss has completed a project with a global client, supporting the company in unifying and scaling its Atlassian operations. The new way of working has successfully been rolled out to teams around the world.

The client faced significant challenges in managing and scaling its Atlassian ecosystem to support global operations. With more than sixty local Atlassian Cloud products and fragmented processes, the organization was dealing with inefficiencies, high costs, and inconsistent tool usage across teams.

Key issues faced by the organization included:

• Fragmented tools: Disconnected Atlassian instances resulted in a lack of standardization, visibility, and collaboration.
• Excessive licensing costs: Underutilized enterprise licenses, combined with redundant local licenses, led to an estimated €350,000 in annual overspending.
• Lack of integration: The absence of integration between ServiceNow Portfolio Management (SPM) and Jira hindered visibility into strategic progress.
• Cloud adoption barriers: Previous data residency requirements prevented migration to Atlassian Cloud, despite advancements addressing these concerns.

The project

The company launched a transformation project with the aim of unifying its Atlassian products, optimizing licensing, and enabling seamless global operations. Brainboss was brought on board as the program’s partner.

The joint project team worked across several workstreams to improve standardization, efficiency, and strategic alignment within the organization.

A key focus was global standardization, where a Jira Blueprint configuration was implemented to align how business and development teams use Jira across the organization. In parallel, workflows were standardized to improve consistency and reduce inefficiencies in day-to-day operations.

At the same time, licensing was optimized by reviewing current usage and recommending consolidation under a global Atlassian Enterprise Cloud structure. This also involved reducing over-provisioning by better aligning license tiers with actual usage, bringing the user base from around 7,000 to 4,500.

Integration between tools was also strengthened through a business case assessment for connecting ServiceNow and Jira, improving visibility into delivery progress. In addition, coexistence scenarios were developed to better align tool usage and improve interoperability across the landscape.

From a cloud readiness perspective, the team reassessed the feasibility of migrating to Atlassian Cloud in light of data residency requirements. Based on this, a migration roadmap was designed to support the transition from local instances to a unified Atlassian Enterprise Cloud environment.

The impact

The transformation delivered measurable results. The project reduced unnecessary licensing and optimized the global licensing strategy, resulting in tangible cost savings. At the same time, the implementation of standardized Jira configurations significantly improved operational efficiency across teams, enabling more consistent and streamlined ways of working.

In addition, scalable processes were established to support future migrations and expansions, ensuring that the IT landscape remains robust, adaptable, and ready for continued growth.

Reflecting on the project, Brainboss said in a statement: “This project exemplifies our ability to help global organizations unlock the full potential of their tools and systems. Through tailored strategies, expert guidance, and measurable impact, we empowered the Atlassian organization to achieve operational excellence and cost efficiency.”