Get Instant Access
to This Blueprint

Vendor Management icon

Modernize Your Microsoft Licensing for the Cloud Era

Take control of your Microsoft licensing and optimize spend.

  • Microsoft licensing is complicated. Often, the same software can be licensed a number of ways. It’s difficult to know which edition and licensing model is best.
  • Licensing and features often change with the release of new software versions, compounding the problem by making it difficult to stay current.
  • In tough economic times, IT is asked to reduce capital and operating expenses wherever possible. As one of the top five expense items in most enterprise software budgets, Microsoft licensing is a primary target for cost reduction.

Our Advice

Critical Insight

  • Focus on needs first. Conduct a thorough needs assessment and document the results. Well-documented needs will be your best asset in navigating Microsoft licensing and negotiating your agreement.
  • Beware the bundle. Be aware when purchasing the M365 suite that there is no way out. Negotiating a low price is critical, as all leverage swings to Microsoft once it is on your agreement.
  • If the cloud doesn’t fit, be ready to pay up or start making room. Microsoft has drastically reduced discounting for on-premises products, support has been reduced, and product rights have been limited. If you are planning to remain on premises, be prepared to pay up.

Impact and Result

  • Understand what your organization needs and what your business requirements are. It’s always easier to purchase more later than try to reduce your spend.
  • Complete cost calculations carefully, as the cloud might end up costing significantly more for the desired feature set. However, in some scenarios, it may be more cost efficient for organizations to license in the cloud.
  • If there are significant barriers to cloud adoption, discuss and document them. You’ll need this documentation in three years when it’s time to renew your agreement.

Modernize Your Microsoft Licensing for the Cloud Era Research & Tools

1. Modernize Your Microsoft Licensing Deck – A deck to help you build a strategy for your Microsoft licensing renewal.

This storyboard will help you build a strategy for your Microsoft licensing renewal from conducting a thorough needs assessment to examining your licensing position, evaluating Microsoft's licensing options, and negotiations.

2. Microsoft Cloud Products Cost Modeler – A tool to model estimated costs for Microsoft's cloud products.

The Microsoft Cloud Products Cost Modeler will provide a rough estimate of what you can expect to pay for Office 365 or Dynamics CRM licensing, before you enter into negotiations. This is not your final cost, but it will give you an idea.

3. Microsoft Licensing Purchase Reference Guide - A template to capture licensing stakeholder information, proposed changes to licensing, and negotiation items.

The Microsoft Licensing Purchase Reference Guide can be used throughout the process of licensing review: from initial meetings to discuss compliance state and planned purchases, to negotiation meetings with resellers. Use it in conjunction with Info-Tech's Microsoft Licensing Effective License Position Template.

4. Negotiation Timeline for Microsoft – A template to navigate your negotiations with Microsoft.

This tool will help you plot out your negotiation timeline, depending on where you are in your contract negotiation process.

There are two distinct paths for licensing negotiations. Decide which one to take based on when your agreement is up for renewal, either within:

  • 6-12 months
  • Less than 3 months

5. Effective Licensing Position Tool – A template to help you create an effective licensing position and determine your compliance position.

This template helps organizations to determine the difference between the number of software licenses they own and the number of software copies deployed. This is known as the organization’s effective license position (ELP).


Member Testimonials

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this blueprint and what our clients have to say.

9.7/10


Overall Impact

$6,509


Average $ Saved

6


Average Days Saved

Client

Experience

Impact

$ Saved

Days Saved

Ministry of Innovation, Science and Smart Technology

Guided Implementation

9/10

N/A

10

Kappa Delta Sorority

Guided Implementation

10/10

N/A

5

City of Colorado Springs

Guided Implementation

10/10

$12,399

2

Ball Horticultural Company

Guided Implementation

9/10

N/A

N/A

Ministry of Innovation, Science and Smart Technology

Guided Implementation

8/10

$495K

44

GfK SE

Guided Implementation

9/10

N/A

N/A

Martignetti Companies

Guided Implementation

10/10

N/A

5

TGM Associates LP

Guided Implementation

10/10

$10,000

10

Hastings Mutual Insurance Co

Guided Implementation

8/10

N/A

2

Martignetti Companies

Guided Implementation

10/10

$12,399

2

Platinum Asset Management

Guided Implementation

6/10

N/A

N/A

RPC Inc.

Guided Implementation

10/10

N/A

N/A

Virginia Information Technologies Agency

Guided Implementation

10/10

$1.12M

10

RPC Inc.

Guided Implementation

10/10

$61,462

5

Gainesville Regional Utilities

Guided Implementation

8/10

N/A

N/A

America-Mideast Educational and Training Services, Inc.

Guided Implementation

5/10

N/A

N/A

AgVantis Inc

Guided Implementation

8/10

N/A

N/A

Marshall University

Guided Implementation

10/10

$35,041

5

Anglo Beef Processors

Guided Implementation

9/10

$17,510

5

Jet Support Services, Inc.

Guided Implementation

10/10

N/A

N/A

Dentons Canada LLP

Guided Implementation

10/10

N/A

N/A

MicroPort Orthopedics Inc.

Guided Implementation

10/10

$127K

10

Washington Department of Fish and Wildlife

Guided Implementation

10/10

$12,733

10

MCAP Service Corporation

Guided Implementation

10/10

N/A

N/A

Armed Forces Benefit Association

Guided Implementation

10/10

$2,546

2

LPL Financial

Guided Implementation

10/10

$101K

N/A

Government of New Brunswick

Guided Implementation

7/10

N/A

N/A

University of Ottawa Heart Institute - Institut de Cardiologie

Guided Implementation

8/10

N/A

2

CRH: Americas Materials

Guided Implementation

9/10

$11,460

2

LPL Financial

Guided Implementation

10/10

N/A

N/A

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

Member Rating

9.7/10
Overall Impact

$6,509
Average $ Saved

6
Average Days Saved

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve.

Read what our members are saying

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Talk to an Analyst

Our analyst calls are focused on helping our members use the research we produce, and our experts will guide you to successful project completion.

Book an Analyst Call on This Topic

You can start as early as tomorrow morning. Our analysts will explain the process during your first call.

Get Advice From a Subject Matter Expert

Each call will focus on explaining the material and helping you to plan your project, interpret and analyze the results of each project step, and set the direction for your next project step.

Unlock Sample Research

Author

Aadil Nanji

Contributors

  • Filip Lauwereys, SAM Consultant at ASIST
  • Josef Hans Lara, Licensing Guru at Big Bang Innovation Services Inc.
  • Paul DeGroot, Principal Consultant at Pica Communications
  • Karl O’Doherty, CEO at SAM360
  • 2 anonymous contributors
Visit our COVID-19 Resource Center and our Cost Management Center
Over 100 analysts waiting to take your call right now: 1-519-432-3550 x2019