Should You Buy or Build Your Own Provisioning Engine?

Should You Buy or Build Your Own Provisioning Engine?
29 October 2021 · 4 min read
Collaboration systems like Microsoft Teams and Document Management Systems (DMS) have become the main driver of productivity across organizations. But as organizations rely on more than one system to collaborate, governance challenges have come to the forefront.
That’s because when users save documents all over the place, in unstructured ways, it makes it difficult to locate them. On the other hand, we also have risk management teams that are not able to understand business context to set the right security and minimization policies.
To mitigate these challenges, organizations need a strong provisioning engine. Stuck in the dilemma of whether you should build or buy such a solution?
Read on to discover which choice is the most convenient and reliable one for your organization.
Is Building Your Own Provisioning Engine Worth It?
Whether you get richer customization, scaling capabilities, avoiding workarounds & unnecessary integrations, or tailoring the product to fit your business needs, building your provisioning engine has its own set of benefits. But do these benefits outweigh the costs & other implications that the process of an in-house engine entails?
Let’s take a closer look.
Costs Involved in Building an In-House Provisioning Engine
Building an in-house provisioning engine has many upfront costs including hardware servers, SQL servers, SQL licenses, and designer staff. And that’s not the end of it.
You also need to consider ongoing costs, such as the IT staff, Database administrator staff, electricity, migration of data, software and security upgrades and enhancements.
And have you thought about maintenance costs? Bug resolutions, user training, and integration with all your collaboration systems are part of it.
Building an in-house provisioning engine has many upfront costs including hardware servers, SQL servers, SQL licenses, and designer staff. And that’s not the end of it.
Upgrades & Enhancements Cost
Upgrades and enhancements represent the never-ending process of every in-house engine. Your provisioning engine will require constant supervision and hands-on work to improve user adoption and tackle issues of data chaos and governance.
Whether it’s a software update, operating system update, or SQL update, all these will require investment in terms of time and effort. And beyond the obvious financial implications, there are business processes ramifications too.
Critical Opportunity Cost
The customization aspect of an in-house provisioning engine is definitely a plus. But it will also require your constant focus as it’s not only a ‘build it and leave it’ process. This results in your organization diverting its resources and time from core business needs to focus on this new project.
Can you afford to put key business else aside? Will your market share still be the same? Do you have the necessary resources for such a shift? Will your clients not mind being a second priority?
All these are all critical questions you should consider.
Are Your Needs Met at All Times?
Building an in-house provisioning engine usually addresses your current needs. But what would happen when these needs change?
You are left with a software that no longer does the job it was built to do. Many organizations do not have the time and resources to add additional investments just to keep up with their yearly needs and goals.
The next thing you know, you have spent thousands of dollars on a solution that no longer brings added value to your organization.
What About Compliance?
Building an in-house provisioning engine also requires you to have processes in place to comply with regulatory bodies. This entails successful completion of security tests and more. All of this just adds to the overall costs. That’s because you will be required to hire someone, full-time, to get your solution certified for security standards and meet increasing client requirements.
Besides human capital, you will also need to invest in security tests or ISO certificates which will cost you a few extra thousands of dollars.
Such compliance costs alone could amount to $5.47 million, while noncompliance would cost you $14.82 million. And if you want to dive deeper into the advantages and disadvantages of an in-house provisioning solution, check out our whitepaper “The Build vs. Buy Dilemma”.
We know – it’s a lot to take in. But it’s the reality of having an in-house engine.
Thankfully third-party solutions exist to address all these challenges. And on top of that, you don’t have to spend a few thousands or millions to get it started. Prosperoware CAM can be your provisioning solution for safe and efficient collaboration.
How Prosperoware Helps 
Prosperoware CAM is our Software-as-a-Service platform (SaaS) for adoption and governance of collaboration systems. It allows organizations to provision, classify, protect, move, and minimize data across systems, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, and more to come.
With CAM you avoid all the upfront and ongoing costs of building an in-house provisioning engine and pay only for licensing.
Prosperoware also takes care of all maintenance duties and updates CAM continuously so that your needs are constantly met. Whether it’s an API, software, or security update, all our customers are always on the same version, so you don’t have to worry about being left behind.
To address your compliance & governance challenges, CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
As an ISO 27000 and SOC II certified, CAM also takes care of all the compliance and security requirements. It has a team readily available that undertakes any security & compliance testing beforehand.This way, with CAM, you are compliant from the start without having to spend millions on it.  
Here is what CAM can do for you:
    • Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
    • Rich, custom metadata for project or document context.
    • Unified project directory for content location for end users and risk management teams.
    • Gain advanced templating ability to support complex business processes.
    • Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
    • Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
    • Data protection by creating a separate archive of documents to access in case of incidents.
    • Minimize data by setting automatic data disposition policies or apply litigation hold.

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