IllustrativeFictional company, fabricated figures. A real assessment uses only your own data and names the source of every line.
01
The register
Every AI tool, licence and model endpoint we could find in the estate, with the owner, the department and what it costs on an annualised basis. Anything we could not place has no owner listed rather than a guess.
| Tool | Owner | Where | Annual | Seats | Note |
|---|---|---|---|---|---|
| Microsoft 365 Copilot | IT | Group-wide | €412k | 1,200 / 1,200 | Active use 38% of seats |
| OpenAI API (production) | Engineering | Product | €268k | usage-based | Up 41% over two quarters |
| Anthropic API | Engineering | Product | €96k | usage-based | Owner confirmed |
| Support copilot (vendor) | Service | Customer Service | €141k | 260 / 300 | Overlaps with Copilot |
| Meeting notetaker | — | Sales | €38k | 180 / 180 | No owner, no DPA on file |
| Content generation suite | Marketing | Marketing | €54k | 45 / 60 | Overlaps with Copilot |
| Code assistant | Engineering | Engineering | €187k | 310 / 340 | Active use 81% of seats |
| Translation service | — | Expense claims | €22k | unknown | Found on card statements |
| Total annualised AI spend | €1218k | ||||
02
The real number
€1218k
Annualised AI spend found
Against €640k booked to AI cost centres before the assessment
€195k
In overlapping capability
Three tools covering the same assistant use case
€60k
With no named owner
Found on card statements and expense claims
03
The overlap and the risk
- Three tools cover the same assistant capability across Service, Marketing and IT. Consolidating to one removes duplicate licence cost without removing capability from any team.
- 1,200 Copilot seats are provisioned group-wide; 456 show active use in the last 30 days. The renewal is the natural point to right-size.
- Two tools have no named owner and no data processing agreement on file. Both were reached through expense claims rather than procurement.
- Model API spend has grown 41% over two quarters with no recorded approval for the increase and no per-team attribution.
04
One page for the board
Board summary · figures as at quarter end
AI spend is €1218k a year, roughly 90% above what was previously visible.
Eight tools are in active use across six departments. €195k sits in overlapping capability and €60k has no named owner. Two vendors are processing company data without an agreement in place, which is the only item here that needs a decision this quarter. The rest is consolidation work that can be handled at the next renewal dates without removing capability from any team.
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