+
Strategic IT Master Plan & Finance Systems Review
Comprehensive Digital Transformation & Cost Analysis
31
Total Vendors/Services
1.18M
Total Annualized Cost (AED)
823K
Recurring Annual Cost (AED)
300K+
Potential Annual Savings
Executive Status: Red Alert
Critical Insight: The recent transition in IT leadership has provided an opportunity to reassess the current operating environment. This review indicates a need for stronger centralization of documentation, improved infrastructure resilience, and further automation of financial processes. Addressing these areas will enhance visibility, strengthen controls, and reduce the risk of revenue leakage.
As a large enterprise with 450+ employees across multiple business units, we are currently paying a "Fragmentation Tax" of nearly 1 Million AED per year for systems that do not communicate with each other. Our strategy is simple: Fix Core Zoo Operations first, then expand to Butterfly Park on a solid foundation.
Current Systems Analysis
Our comprehensive audit has identified 15+ disparate systems creating operational inefficiencies and financial waste. Each system below represents an opportunity for consolidation and cost reduction.
Zoho Suite
~56,000 AED
CRM, Analytics, Forms
Underutilized, manual data entry, poor adoption
Switch to Enterprise
Eliminate Cost
Touché POS
~73,118 AED
F&B Point of Sale
Not fully integrated with finance, theft risk
Odoo POS
Included in ERP
Galaxy Ticketing
~39,314 AED
Zoo Ticketing System
No real-time visibility, not integrated with finance
ERP Events/Ticketing
Included in ERP
Printers (MPS)
~66,000 AED
Printer Maintenance
Paper waste, inefficient processes
ERP Sign (Digitization)
Save ~40%
In Second Page
~329,000 AED
Various Subscriptions
Uncontrolled, duplicate services
Centralized Procurement
Save ~50%
SiteMinder
~24,000 AED
Channel Manager
Rate synchronization issues
ERP Channel Manager
Included in ERP
Annual IT Cost Projection
*Estimates based on current ledger audit
Vendor Sprawl & Risk Mitigation
The Chaos (Current)
We manage 18 different vendors including Galaxy, Prologic, Flame, EzeLink, Samsotech, Amadeo, Onity, Viggo, Sawa, and Xeratek. This creates constant finger-pointing and operational delays.
Critical Risk: The Server Room is unlocked and fiber cables are exposed to rodents, creating potential for extended downtime.
The Order (Future)
We consolidate to 5 Strategic Partners:
- ✅ BetaEdge: vCIO, Infrastructure & Security.
- ✅ Odoo: Unified Software (ERP).
- ✅ Bank: Integrated Payments.
- ✅ Xeratek: Managed Print.
- ✅ Specialist: (e.g., ZIMS for Animals).
180-Day Rescue Roadmap
Phase 1: Stabilization
Days 1-45Lockdown server room, label cables, secure admin passwords, and fix payment links.
Phase 2: Control
Days 45-90Launch IT Helpdesk, audit HR shifts/overtime, and tag missing 3,500 assets.
Phase 3: Transformation
Days 90-180Deploy ERP ERP (Finance/POS), real-time CEO Dashboards, and purge shadow IT.
Phase 1: Stabilization (Days 1-45)
- Server room security and organization
- Network infrastructure assessment and IP addressing redesign
- Vendor access consolidation and credential management
- Payment gateway implementation
- Critical system documentation
Phase 2: Operational Control (Days 45-90)
- IT helpdesk implementation
- HR/attendance/payroll system audit and configuration
- Asset management system completion
- CCTV and Wi-Fi stability improvements
- ERP core modules deployment
Phase 3: Transformation (Days 90-180)
- ERP ERP full implementation
- System integrations (Finance, POS, Ticketing, HR)
- Dashboard and analytics deployment
- Vendor consolidation
- Staff training and adoption
Stakeholder Benefits
Management
- Real-time visibility into operations
- Unified reporting and analytics
- Improved decision-making
- Cost reduction and ROI
Operations
- Streamlined workflows
- Reduced manual processes
- Improved asset tracking
- Better resource allocation
Finance
- Automated reconciliation
- Reduced revenue leakage
- Better cost control
- Improved audit compliance
Guests
- Seamless booking experience
- Improved payment options
- Better service quality
- Enhanced satisfaction
Meeting Evidence
Executive Summary
31
Total Vendors/Services
1.18M
Total Annualized Cost (AED)
823K
Recurring Annual Cost (AED)
354K
One-time Project Cost (AED)
Key Finding: The second finance department meeting has revealed significant cost variations and potential duplications across our vendor portfolio. With an annualized spend of 1.18M AED across 31 vendors/services, there are clear opportunities for consolidation and cost optimization.
Updated Vendor Cost Analysis
| # | Vendor | Service / What It Covers | Frequency | Before (Old Report) | After (Finance Update) | Annualized (AED) | Cost Type | Status | Notes / Decision |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Prologic / Galaxy | PMS + Touché POS + F&B + Inventory + Reservations | Yearly | Not priced | 27,864 / year | 27,864 | Recurring | Active | Confirm full contract value vs partial |
| 2 | Prologic / Galaxy | Zoo Ticketing (Galaxy) | Contract | ~39,314 | Bundled + Cloud Migration 22,415 | 22,415 | One-time | Project | Must remain one-time |
| 3 | Prologic / Touché POS | POS Integration | Project | Not detailed | 28,668 | 28,668 | One-time | Active | Confirm if support included |
| 4 | Flame Computers | CCTV AMC + Wi-Fi + Server checks | AMC | Not clear | AMC pending | 34,000 | Recurring | Pending | SLA & scope confirmation required |
| 5 | EzeLink | Zoo Wi-Fi Infrastructure | Monthly | Not listed | 18,500 / month | 222,000 | Recurring | Active | Highest recurring IT cost |
| 6 | Xeratek | Printer Managed Services (MPS) | Yearly | ~66,000 | 52,800 / year | 52,800 | Recurring | Active | Legacy contract (2021) |
| 7 | SiteMinder | OTA / Channel Manager | Yearly | 24,000 | 24,000 / year | 24,000 | Recurring | Active | Confirm admin access |
| 8 | SiteMinder (Extra) | Unclear item | Yearly? | — | 1,270 | 1,270 | Unknown | HOLD | Invoice clarification needed |
| 9 | VOW Vendor | HR & Payroll System | Quarterly | Not priced | $1,404 / quarter | 22,464 | Recurring | Partial | Go-live pending |
| 10 | Asset Mgmt Vendor | Asset Tagging (13,500 assets) | One-time | Not separated | 108,850 | 108,850 | One-time | Incomplete | 3,500 tags pending |
| 11 | Sawa Media | Digital Screens & Content | Per request | Shadow IT | Per request | TBC | Variable | Variable | Extract last 12 months |
| 12 | Amadeo / Onity / Viggo | Keys + TV Applications | Invoice-based | Not defined | Invoice-based | TBC | Variable | Variable | Quantify yearly spend |
| 13 | Website / Digital | Hosting, access, updates | Hosting | Not listed | No SLA | TBC | Variable | Risk | Centralize billing |
| 14 | EMTECH | Barracuda Email Security | Yearly | Not clear | 22,218 / year | 22,218 | Recurring | HOLD | Review vs Microsoft |
| 15 | EMTECH | Unclear Service | Quarterly | — | 4,200 / quarter | 16,800 | Recurring | HOLD | Missing description |
| 16 | EMTECH | Firewall (Line 1) | Yearly | — | 27,699 | 27,699 | Recurring | Verify | Duplication risk |
| 17 | EMTECH | Firewall (Line 2) | Yearly | — | 18,000 | 18,000 | Recurring | Verify | Possible overlap |
| 18 | EMTECH | Antivirus / Security Bundle | Yearly | — | 27,699 | 27,699 | Recurring | Verify | Same value as firewall |
| 19 | EasyVet / Clinic | Vet Clinic System | Monthly | Not clear | 2,420 / month | 29,040 | Recurring | Active | Standalone system |
| 20 | Zoho Suite | CRM / Analytics | Yearly | — | 56,000 / year | 56,000 | Recurring | Active | Underutilized |
| 21 | Olive HR | Payroll System | Yearly | — | 67,880 / year | 67,880 | Recurring | Active | HR overlap risk |
| 22 | EasyVet System | Clinic Vendor | Yearly | 2,420 / month | 29,040 / year | 29,040 | Recurring | Active | Duplicate reference confirmed |
| 23 | Prologic Touché POS | POS System | Yearly | — | 73,118 / year | 73,118 | Recurring | Active | Needs contract alignment |
| 24 | Prologic / Galaxy Ticketing | Ticketing System | Yearly | — | 39,314 / year | 39,314 | Recurring | Active | Finance integration gap |
| 25 | Microsoft | Email (Standard + Basic licenses) | Yearly | — | 37,786.4 / year | 37,786 | Recurring | Active | License optimization pending |
| 26 | TV / Streaming Subs | Entertainment Content | Yearly | — | 50,000 / year | 50,000 | Recurring | Active | Unmanaged subscriptions |
| 27 | Butterfly Park (AUH) | Flame – CCTV | One-time | — | 140,275 | 140,275 | One-time | Active | New site |
| 28 | Butterfly Park (AUH) | Prologic – Software & Hardware | One-time | — | 65,719.95 | 65,720 | One-time | Active | Implementation |
| 29 | Butterfly Park (AUH) | Prologic – B2C Shopping Cart & Website | One-time | — | 22,580.25 | 22,580 | One-time | Active | E-commerce |
| 30 | Butterfly Park (AUH) | Prologic – BOCA Ticket Printer | One-time | — | 24,383.71 | 24,384 | One-time | Active | Hardware |
| 31 | Butterfly Park (AUH) | Prologic – Narrow Swing Gate | One-time | — | 31,680.60 | 31,681 | One-time | Active | Hardware |
Cost Analysis & Visualization
Key Findings & Recommendations
Critical Issues
- Vendor Duplication: Multiple vendors providing similar services (EMTECH firewall lines 1 & 2)
- Unmanaged Costs: Variable expenses not properly tracked (Sawa Media, Amadeo/Onity/Viggo)
- System Overlap: Multiple HR/Payroll systems (VOW Vendor, Olive HR)
- High Recurring Costs: EzeLink Wi-Fi at 222K AED/year is the highest recurring IT expense
Cost Optimization Opportunities
- Security Consolidation: Review EMTECH services for potential consolidation with Microsoft solutions
- Contract Renegotiation: Xeratek MPS reduced from 66K to 52.8K AED/year - further optimization possible
- License Management: Microsoft licenses require optimization to reduce costs
- Subscription Management: TV/Streaming subscriptions (50K AED/year) need centralized management
Strategic Recommendations
- ERP Implementation: Consolidate systems through a comprehensive ERP solution
- Vendor Management: Reduce from 31 vendors to 5-7 strategic partners
- Cost Tracking: Implement proper tracking for all variable expenses
- Contract Alignment: Ensure all services have proper SLAs and clear contracts
Meeting Evidence