Take Control of Microsoft Licensing and Optimize Spend

Review and assess your Microsoft contract to build a strategy that leads to dollars saved.

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Microsoft licensing is an unpleasant necessity, but as an IT leader you must tackle it or risk:

  • Overspending
  • Compliance risks
  • Exposing yourself to an audit
  • An undefined strategy for the future

By adopting a cyclical approach to reviewing Microsoft licensing, you will:

  • Actively manage licensing to ease the process of defining your requirements
  • Optimize your spend
  • Have a strategic licensing plan in place for the future
  • Be able to negotiate with Microsoft from a position of strength

Module 1: Establish Licensing Requirements

The Purpose

  • Assess current state and align goals.
  • Review business feedback.
  • Interview key stakeholders to define business objectives and drivers.

Key Benefits Achieved

  • Have a baseline on requirements.
  • Assess the current state.
  • Determine licensing position.
  • Examine cloud options.

Activities: Outputs:
1.1 Understand what documentation to gather and where to find it.
  • Copy of your Microsoft License Statement
1.2 Navigate Microsoft’s Volume Licensing Service Center to obtain licensing entitlements and SA benefits.
1.3 Leverage a Software Asset Management (SAM) tool to determine software deployment and usage.
  • Software inventory report from SAM tool
1.4 Build an Effective Licensing Position to uncover license surpluses and deficits.
  • Microsoft Licensing Effective License Position Template
1.5 Meet with stakeholders to discuss the licensing position, cloud offerings, and budget allocation.
  • Microsoft Licensing Purchase Reference Guide

Module 2: Evaluate Licensing Options

The Purpose

  • Review licensing options.
  • Review licensing rules.

Key Benefits Achieved

  • Understand how licensing works.
  • Determine if you need Software Assurance.
  • Discuss licensing rules and their application to your current environment.
  • Examine cloud licensing.
  • Understand the importance of documenting changes.
  • Meet with desktop product owners to determine product strategies.

Activities: Outputs:
2.1 Maximize the benefits Software Assurance (SA) can bring.
2.2 Microsoft wanted the organization on Office 365 yesterday, so start planning.
2.3 Choose OEM or Volume licensing as a critical component of a Windows 10 strategy.
2.4 Untangle the many methods of server licensing.
2.5 Document planned licensing changes for discussion with your reseller.
  • List of changes to be made, by product, on the Microsoft Licensing Purchase Reference Guide

Module 3: Evaluate Agreement Options

The Purpose

  • Review contract option types.
  • Review vendors.

Key Benefits Achieved

  • Understand why a type of contract is best for you, whether it's an Enterprise Agreement, Select, or Open.
  • The benefits of other types and when you should change.

Activities: Outputs:
3.1 Decide on the agreement that nets you the maximum benefit.
  • Type of contract to be used

Module 4: Purchase and Manage Licenses

The Purpose

  • Finalize the contract.
  • Discuss negotiation points.
  • Discuss license management.
  • Evaluate and develop a roadmap for future licensing.

Key Benefits Achieved

  • Discuss negotiation strategies.
  • Licensing management best practices.
  • Introduction of Software Asset Management (SAM).
  • Leveraging the work done on Microsoft licensing to get started on SAM.

Activities: Outputs:
4.1 Ensure the reseller makes licensing easier for you.
  • Optimized purchasing
4.2 Negotiate with resellers to get the best deal.
  • Management plan
4.3 Maximize contract value by assigning the right people to manage the agreement.
  • Future roadmap
4.4 If audited, don’t panic – create a response plan and follow it through.
  • Audit strategy

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