Trial lock

This Research is for Members Only

Not a member? Unlock a free sample of our research now!

Already a member?

Sign in now

Vendor Management icon

Modernize Your Microsoft Licensing for the Cloud Era

Take control of your Microsoft licensing and optimize spend.

Unlock a Free Sample

View Storyboard

Solution Set Storyboard Thumbnail


  • Filip Lauwereys, 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

Your Challenge

  • 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.
  • There’s no turning back. Once you’ve committed to the cloud, it’s difficult to go back to on-premises licensing. Be certain the cloud is a good fit before executing.
  • If the cloud doesn’t fit, it’s time to start making room. Most organizations are still at a stage where they can keep their on-premises licensing. But this will likely change over the next couple of years – the cloud is imminent, if not inevitable. If the cloud doesn’t make sense now, start thinking about how you might make it work in the future.

Impact and Result

  • Understand what your organization needs and the business requirements. It’s always easier to purchase more later than try to reduce your spend.
  • Complete cost calculations carefully as the cloud may end up costing significantly more for the desired feature set. 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.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should modernize your Microsoft licensing for the cloud era, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

1. Evaluate licensing options

Review current licensing models and determine which licensing models will most appropriately fit the organization's environment.

2. Evaluate agreement options

Review Microsoft’s contract types and assess which best fits the organization’s licensing needs.

4. Manage, review, and assess compliance

Begin a proactive Microsoft licensing journey by understanding how to manage licenses and which information to gather when assessing the current state and gaps.

Guided Implementations

This guided implementation is a ten call advisory process.

Guided Implementation #1 - Evaluate licensing options

Call #1 - Review product options.
Call #2 - Review licensing rules.

Guided Implementation #2 - Evaluate agreement options

Call #1 - Review contract option types.
Call #2 - Review vendors.

Guided Implementation #3 - Negotiate and purchase licenses

Call #1 - Determine negotiation points.
Call #2 - Discuss license management.
Call #3 - Evaluate and develop a roadmap for future licensing.
Call #4 - Finalize the contract.

Guided Implementation #4 - Negotiate and purchase licenses

Call #1 - Assess the current state.
Call #2 - Determine licensing compliance position.

Member Testimonials

Schedule Analyst Call

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.


$ Saved

Days Saved


Renown Health



Great experience, as always, with Scott. He has a wealth of software licensing knowledge!

Table Mountain Casino



Too soon to tell, but the experience was informative.

University of Calgary



Very experienced analyst.

Epson Europe B.V.



Osage Casino - Tulsa



Canadian Payments Association



Insight into Microsoft licenses was very helpful.

Seneca Gaming Corporation



COLINA Insurance Ltd



Valuable information.

Orchid Orthopedic Solutions LLC



Mostly confirmed what I had already known, but gave me some reasons to spend more money in some areas and cut back a little in others.

Plymouth Tube Company



We had two calls. The first was too high level. The second got to the root of a confusion we've had, and was an eye opener. The time and financial impact, however, were minimal.

Kennerley Spratling



Macerich Company



Very knowledgeable analysts with good insight into opportunities for reducing Microsoft costs.

Sunnybrook Health Sciences Centre



Best: expert knowledge. Worst: none.

Macerich Company



Aadil brought amazing insight to our Microsoft Renewal. We touched every topic and then some that was pertinent to our organization. Answers were clear, concise, and knowledge transfer was on point. The Info-Tech team, as a whole, is extraordinarily helpful and we look forward to future conversations around the ever-changing emergence of new technologies.

Johnson County Kansas ITS



A positive, helpful call with the Info-Tech analyst.

City of Woodbury



Both conversations with Aadil have been eye opening. I really feel like that I have an advocate for me who can help me to navigate the complex world of Microsoft licensing.

Veterans United Home Loans






I was very happy with Aadil's ability to utilize his expertise and knowledge to make recommendations that were in alignment with our licensing strategy.

Heartland Co-op



Helped confirm what we were hearing form other vendors. Helped us understand our licensing options.

Farm Credit Services Central IL



Triton Management Services LLC



The experience was very professional and to the point. My questions were answered and I actually gained some info that I did not have before.

City of Lethbridge



This project was my first time through the MS renewal process. Having a resource to help understand things really helped me proceed with confidence.