Modernize Your Microsoft Licensing for the Cloud Era | Info-Tech Research Group

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.

9.6/10

Overall Impact

$4,582

Average $ Saved

27

Average Days Saved

Client

Experience

Impact

$ Saved

Days Saved

Testimonial

County of Placer

Guided Implementation

10/10

N/A

110

Scott Houle is the ultimate porfessional in not only the knoweldge but the way he approaches the subject. Scott showed tremenous abilty to flex to ... Read More

Moore Norman Technology Center

Guided Implementation

9/10

N/A

10

Ministry of Industry, Innovation, Science and 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

$12,599

2

Aadil is very knowledgeable about licensing and cost structure. he reviewed material upfront and came prepared with recommendations.

Ball Horticultural Company

Guided Implementation

9/10

N/A

N/A

Willingness of Aadil to meet with us several times as we worked on the renewal options.

Ministry of Innovation, Science and Smart Technology

Guided Implementation

8/10

$495K

44

We are now working to build this expertise in-house. The knowledge available and the time and money savings though not currently quantifiable but w... Read More

GfK SE

Guided Implementation

9/10

N/A

N/A

This was an initial call and was very useful in confirming our understanding of the way Microsoft works and gave some valuable tips about which lev... Read More

Martignetti Companies

Guided Implementation

10/10

N/A

5

Excellent knowledge and great advice. Amil knew what Microsoft would tell me before they even spoke to me

TGM Associates LP

Guided Implementation

10/10

$10,000

10

Hastings Mutual Insurance Co

Guided Implementation

8/10

N/A

2

This was just a learning session for me to see how microsoft licensing works.

Martignetti Companies

Guided Implementation

10/10

$12,399

2

nothing bad; great advice and knowledge

Platinum Asset Management

Guided Implementation

6/10

N/A

N/A

RPC Inc.

Guided Implementation

10/10

N/A

N/A

This was a good introduction and provided background and additional insight. This initial meeting met my expectations and Aadil was very knowledgea... Read More

Virginia Information Technologies Agency

Guided Implementation

10/10

$1.12M

10

All good - Aadil presented the key information that was most helpful to me in a clear and concise manner. He understood the purpose of my inquiry ... Read More

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

We're just getting started or I'd have more feedback. Right now it seems good, but we'll have to see about the efficiencies gained.

Marshall University

Guided Implementation

10/10

$35,041

5

Extremely valuable references and knowledge on Microsoft Licensing and negotiations. Great insights that will help with our contract renewals.

Anglo Beef Processors

Guided Implementation

9/10

$17,510

5

Learnt some new ideas Financial impact above is a very rough estimate and would need to revisit this at a later stage for a better assessment ... Read More

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

Aadil is very knowledgeable. I'm looking forward to the next version of his MS licensing slide deck!

MCAP Service Corporation

Guided Implementation

10/10

N/A

N/A

Armed Forces Benefit Association

Guided Implementation

10/10

$2,546

2

Aadil was wonderful and professional. Takes the guess work out of Microsoft licensing

LPL Financial

Guided Implementation

10/10

$101K

N/A

best part of the experience was prompt response, I had this project hit my desk at the 11:55th of 12th hour and Janice was able to get this set up ... Read More

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

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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.

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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

Search Code: 59487
Last Revised: April 6, 2022

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