Industry
Insurance / Internal IT Shared Services
Project
RFP & Transformation – Global Data Center Consolidation
Duration
18 months
Managing the RFP and Transformation Phase for the Consolidation of 140 Global Data Centers for a Leading Insurance Group
Challenge
A leading German insurance group aimed to consolidate 140 global data centers into a more streamlined, cost-efficient infrastructure. The internal shared service provider was tasked with managing both the RFP process and the transformation phase. This involved coordinating a multi-vendor environment, aligning across international teams, and ensuring consistency in governance, due diligence, and technical execution—all while navigating high complexity and tight timelines.
Our Approach
We supported the program in a dual role across the RFP and transformation phases. During the RFP phase, we acted as PMO and contributed to key governance and transition workstreams. Responsibilities included project and resource planning, budgeting, status reporting, and international coordination of due diligence teams. We managed service provider interactions and facilitated client workshops, performed structured document evaluations, and prepared presentation materials for critical decision meetings.
In the transition & transformation workstream, we led the analysis of provider approaches, supported contractual completion, reviewed all contractual documentation across workstreams, and identified issues during negotiations.
Following the RFP phase, we co-led the Technical Migration Office during the transformation phase. Here, we initiated and institutionalized central reporting on server decommissioning, defined and implemented standard processes, and monitored compliance and quality. Additionally, we ensured the centralization and consistency of all migration-relevant artifacts.
Results & Impact
The client successfully completed a globally aligned RFP and contract negotiation process, laying the foundation for the technical consolidation. Through structured governance, clear accountability, and central tracking, the transformation program gained full transparency over technical readiness and server decommissioning progress across all locations. Our work enabled informed decision-making, reduced operational risk, and contributed to significant long-term cost reductions.
Key Success Factors
Success was driven by robust project management and cross-functional coordination, a deep understanding of IT infrastructure and sourcing, and consistent preparation and facilitation of client interactions. The ability to manage complexity and maintain clarity across technical, legal, and operational dimensions was essential—especially in the context of a global, multi-vendor program.
Relevant Services
- Sustainable IT Strategies
- Efficient Shared Services
- Transition & Transformation Management
- Governance & Sourcing Advisory
