Optimizing Vanves' IT with Kabeen: centralized, secure, and efficient

Context

The City of Vanves, with 28,000 inhabitants, located in the very near suburbs of Paris (92), and within a GPSO Territorial Public Establishment actively grouping 8 cities with nearly 320,000 inhabitants in total, strives to provide quality public services to its citizens. To support this goal, the Information Systems Department (DSI) of Vanves, although modest in size, plays a crucial role in managing and optimizing the city's IT and application infrastructures.

The City of Vanves IT department is responsible for ensuring the proper functioning and adequate documentation of the city's information systems. Given the small size of its team, subjects are numerous and information sharing is essential to ensure effective management.

"Within a small, quality team like ours, it is imperative that we formalize and share our repository to maintain continuity and efficiency in our professions," stated Thierry.

Problem

One of the major challenges the IT department faced was contract management. Contract details were too often stored in emails or Excel files, or in the Finance IS, making it difficult to share information and increasing the risk of missing important contractual deadlines and managing the application fleet consisting mainly of 50 business software packages.

Furthermore, although Shadow IT is generally less present in local authorities, the IT department realized that certain business applications escaped the knowledge of the IT department, which posed security and compliance problems, including for GDPR within business services.

"We needed a 'simple & living' solution, 'auto-discover' style, that would allow us not only to centralize our documentation, including contract details, costs, deadlines, commitments, but also to provide better visibility of the TCO of applications and the number of associated users. Especially with SaaS applications, also to discover and manage business applications that could operate outside of IT department oversight."

Solution

Upon discovering Kabeen, the IT department found a simple and effective solution that perfectly met the specific needs of the City of Vanves. Kabeen's ability to centralize documentation, including contracts, and its flexibility to adapt to applications specific to local authorities were major assets. Better visibility of the TCO of applications and the number of associated users is very useful to the IT department and Management to define and appreciate the future.

"Kabeen allowed us to centralize all our contracts and other critical documents in one place, making them easily accessible to the entire team. No more searching through old emails."

Moreover, Kabeen's automatic application discovery feature allowed the IT department to identify business applications that were not managed by the IT department, allowing for better security and compliance.

"Thanks to Kabeen, we were able to map our entire application landscape, including applications specific to local authorities and those previously unknown to the IT department. This significantly improved our security and compliance posture," and allowed us to raise "potential anomalies".