Volume Licensing Sevice Center (The what happened to eOpen? Thread)

1) I am asked to provide a valid business email. Why?

An important new change, Microsoft noew require a Windows Live ID and a valid business email address. The valid business email adress may be different from your Live ID and must match the email address on the Volume Agreement or Open License order.

The Registration process, the customer’s Windows Live ID and Business email are linked together. Accessing the “My Permissions” page will display a User’s valid business email address.

If you are the System Administrator and recieve the error, you will need to verify that the business email entered on the signed Volume Agreement matches the email being used to Register on the site. If this is all correct and still no luck, go on “Contact Us” to go to the local Regional Support Center for your Region.

2) What are the issues and how should I approach it?

Some customers will not be able to register because their email has not been associated with the Volume License Agreement number (7 numbers). There is an exception process in place that can be initiated through the Microsoft Call Center. I understand this will take some time to manually check.

Secondly, as part of the increased security, some Microsoft Partners will have some limited access to work on behalf of their customers without permissions.

3) Check your Firewall and SPAM filter

It might be worth checking SPAM filters for the Microsoft Validation email. In addition, If Open Program customers haven’t accessed eOpen for over 24 months, again worth looking at Call Center support.

Microsoft have a team in place responding to issues so get in contact with them to get the ball rolling.

4) Support Documentation

Microsoft Volume License Center User Guide

Also check other FAQs on this Website.

Microsoft update on VLSC

Microsoft have responded to the recent upgrade and transition to Volume License Service Center (VLSC). This a customer email that has been made available to all affected Microsoft Volume License customers.

“The Microsoft Volume Licensing Service Center is currently undergoing maintenance as part of a series of enhancements to improve the licensing management experience for partners and customers. Our goal is for the site to be available on Wednesday, December 16, 2009. Microsoft is upgrading the online experience based on partner and customer feedback, which will create a single portal to manage all Volume Licensing agreements and IDs, download product keys, and access Software Assurance benefits. This experience will also improve administrative management and offer greater flexibility with streamlined registration and permission management. Currently, additional tool functionality including eAgreements and Explore.MS are also impacted by this maintenance.”

Media Fulfillment

While VLSC is undergoing scheduled maintenance, please visit the Product Activation Call Centers for assistance activating your product. You can find a phone number for your region by visiting http://www.microsoft.com/licensing/existing-customers/activation-centers.aspx

Media fulfillment isn’t available while the site is undergoing maintenance, however, we are offering to ship media at no cost to our customers as necessary. If you prefer not to wait for VLSC availability, please contact your local Volume Licensing Call Center by telephone or email to receive information about receiving physical media. 

• North America: VLserva@microsoft.com
• Europe, Middle East and Africa: VLservem@microsoft.com
• Asia Pacific (FAREAST): VLservp@microsoft.com
• Japan: 0120 73 7565
• Latin America (LATAM): VLServl@microsoft.com

Customers may encounter longer than normal response times due to high volume based on the site maintenance. We appreciate your patience as we service partner or customer inquiries.

Please check back on the website sign-in page for regular updates and we apologize for any inconvenience. We look forward to providing you with an improved experience in the future.

Executive Summary

The Microsoft Volume Licensing Service Center is currently undergoing maintenance as part of a series of enhancements to improve the licensing management experience for partners and customers. Additional tool functionality including eAgreements and Explore.MS are also impacted by this maintenance. The goal is for the site to be online on Wednesday, December 16, 2009.  Partners and customers should check back online at the website sign-in page for regular updates.

FAQ

1.	I tried to log-in to VLSC and it failed. Why can’t I get in? Why is VLSC down?
A:	The Microsoft Volume Licensing Service Center is undergoing maintenance as part of a series of enhancements to improve the licensing management experience for partners and customers. We apologize for any inconvenience and our goal is for the site to be available on Wednesday, December 16, 2009.  Please check back on the website sign-in page for regular updates.
2.	Why is Microsoft upgrading the Volume Licensing Service Center?
A:	Based on partner and customer feedback, Microsoft is upgrading the online experience to allow for a single portal to manage all Volume Licensing agreements and IDs, download product keys, and access Software Assurance benefits. This experience will improve administrative management and offer greater flexibility with streamlined registration and permission management.
3.	When will the site be available?
A:	Our goal is for the site to be available on Wednesday, December 16, 2009.  We request that users regularly check back for updates on the Volume Licensing Service Center website.
4.	Who should I contact if I need to download product keys or receive media?
A:	While VLSC is undergoing scheduled maintenance, please visit the Product Activation Call Centers for assistance activating your product. You can find a phone number for your region by visiting http://www.microsoft.com/licensing/existing-customers/activation-centers.aspxMedia fulfillment isn’t available while the site is undergoing maintenance, however, we are offering to ship media at no cost to our customers as necessary. If you prefer not to wait for VLSC availability, please contact your local Volume Licensing Call Center by telephone or email to receive information about receiving physical media.  North America: VLserva@microsoft.com Europe, Middle East and Africa: VLservem@microsoft.com Asia Pacific (FAREAST): VLservp@microsoft.com Japan: 0120 73 7565 Latin America (LATAM): VLServl@microsoft.com Customers may encounter longer than normal response times due to high volume based on the site maintenance. We appreciate your patience as we service partner or customer inquiries.
5:	I experienced difficulties last week as well. Is this the same issue?
A:	The Microsoft Volume Licensing Service Center is undergoing maintenance as part of a series of enhancements to improve the licensing management experience for partners and customers. As a result, some customers may have experienced delays in accessing their license information and we apologize for any inconvenience.
6:	Can I still receive a Microsoft Licensing report?
A:	These reports are temporarily unavailable during maintenance, but will be available when site maintenance is complete.

Importing Software Licenses Into Asset Intelligence System Center Configuration Manager 2007

The following sections describe the procedures necessary to import both Microsoft (and non-Microsoft software) licensing information into Config Manager 2007 using the Asset Intelligence License Import Wizard

Importing Microsoft Volume Licensing (MVLS) Software License Information

Microsoft software license information can be imported into the Asset Intelligence catalogue directly from a Microsoft licensing spreadsheet (Excel). Before importing software license information, the MVLS spreadsheet must be converted to an .xml file. The following procedure describes how to convert an MVLS licensing spreadsheet file to .xml format using Microsoft Office Excel.

HINT  Either Microsoft Office Excel 2003 or Microsoft Office Excel 2007 can be used to complete this procedure. However, if you attempt to convert an MVLS spreadsheet created in Microsoft Office Excel 2003 (.xls) with Microsoft Office Excel 2007 (.xlsx), this procedure will fail. Before beginning this procedure, ensure that the MVLS statement file type is the same as the version of Microsoft Office Excel that will be used. 

HINT  Make sure the import file is comprehensive as existing license data will be wiped and overwritten.

HINT  If you wish to software licenses from license information files into the site database, please be aware that you will need the full NTFS Permisions to the file share that will be used to import software license information.

Step by Step guide

To Convert a Microsoft Volume Licensing Statement to .xml Format

1. Open the spreadsheet and ensure that the License Summary tab is selected.
2. From the Microsoft Office Excel file menu, save the file in .xml format. When using Microsoft Office Excel 2003, the file created should be saved as an XML Spreadsheet formatted file. When using Microsoft Excel 2007, the file created should be saved as an XML Spreadsheet 2003 formatted file.
3. Copy the .xml file to the file share that will be used to import software license information into the Asset Intelligence catalogue using the “Asset Intelligence License Import Wizard”.
4. From within the Configuration Manager console, use the Asset Intelligence License Import Wizard to import the newly created .xml license information file.
5. Run the Asset Intelligence License 14A – Microsoft Volume Licensing Reconciliation Report to verify that the licensing information has been successfully imported into the Asset Intelligence catalogue.

Importing non-Microsoft Volume Licensing (MVLS) Software License Information

Non-Microsoft software license information can also be imported into the Asset Intelligence catalogue using a manually created license import file in .csv file format. When creating a non-Microsoft license import file, you will need to include descriptive information including the usual information Product Name, Publisher, Version, Language, Support Purchased, Support Expiration, PO Number, Effective Quantity, Date of Purchase and Reseller.

Step by Step guide

The following procedure describes the process that can be used to create a non-Microsoft software license import file using Microsoft Office Excel.

To Create a non-Microsoft License Import File Using Microsoft Office Excel

1. Open Microsoft Office Excel
2. On the first row of the new spreadsheet, enter all software license data field names.
3. On the second and subsequent rows of the new spreadsheet, enter software license information as required. Ensure that at least all of the required software license data fields are entered on subsequent rows for each software license to be imported. The software title name entered in the spreadsheet must be the same as the software title that is displayed in Resource Explorer for a client computer after hardware inventory has run.
4. From the Microsoft Office Excel file menu, save the file in .csv format.
5. Copy the .csv file to the file share that will be used to import software license information into the Asset Intelligence catalogue using the Asset Intelligence License Import Wizard.
6. From within the Configuration Manager console, use the Asset Intelligence License Import Wizard to import the newly created .csv license information file.
7. Run the Asset Intelligence License 15A – Third Party Software Reconciliation Report to verify that the licensing information has been successfully imported into the Asset Intelligence catalogue.

How to Import Software License Information

In the SSCM Console > Site Database > Computer Management > Asset Intelligence.

HINT  If you have the action pane up, Click “License Import Wizard” .

Then run the Import and browse to the location of your XML Formatted licensing information file on the standard network share folder.

 http://www.microsoft.com/systemcenter/configurationmanager/en/us/default.aspx

10 Reasons to Implement SAM

Why should you implement a Software Asset Management (SAM) Plan in your business?

Financial Security

The complexities of managing software across an organization make controlling costs a big challenge and can leave you feeling financially vulnerable. Implementing a good SAM plan controls your costs with standardization throughout the software life cycle. You can thereby secure the information needed to choose the most cost-effective licensing programs, provide better IT forecasting for budgeting, and receive tax benefits associated with software depreciation.

Volume discounts for better price points

SAM can help you save when purchasing your licenses, improve relations with your software resellers, and give you an advantage in future negotiations. These benefits and others are possible because a fully implemented SAM plan gives you a better understanding of what types of licenses—and how many—your organization has purchased and deployed, and what you are actually using and therefore need. Should you buy on a per-PC basis, or could you save money through volume licensing? Your SAM plan will provide you with the insights to help you make efficient and effective decisions for the unique needs of your organization.

More liability control

A good SAM plan helps you avoid financial penalties and legal costs by ensuring that your licenses are compliant, and helps prevent any potential damage to your reputation that could arise from a lawsuit. SAM can also help you achieve compliance with government regulations that require strict standards of IT governance and controls.

Good corporate governance

Effective corporate governance begins with two basic steps: identifying the risks facing your business, and controlling and mitigating those risks before they can have an impact. SAM can help you identify your business and compliance risks associated with software management (or lack thereof) and establish a set of well-defined best practices that help ensure consistent management of these assets throughout your organization.

Increased employee satisfaction

A good SAM plan will give your employees the right tools they need to do their jobs. Trouble-free software and IT systems that function as they should will result not only in increased efficiency, but also in better overall employee morale.

Smoother operations

Your entire organization runs better with SAM. Initially, by providing better automation and standardizing processes to help reduce complexity, SAM optimizes your software and IT resources and lets you focus on running your business. Infrastructure Optimization can take your business from a non-managed reactive state to a proactive, optimized, and dynamic state. You also have an added peace of mind by ensuring your software is genuine and not pirated. This provides an extra layer of security and efficiency that pirated software cannot, and which might in fact interrupt your IT systems and overall business.

Reduce/eliminate waste and redundancy

Overlapping, non-integrated, and outdated applications are just harder to manage. SAM gives you the information you need to make the best use of your software assets and to pay only for what you use. Thorough and ongoing reconciliation can reveal software overlap, as well as software that you no longer use and can consequently retire but are still maintaining. SAM therefore enables you to reduce/eliminate maintenance plans and additional fees on software you no longer use.  *Always check your license agreements before transferring software. Certain agreements may limit the transfer or redeployment of software.

Better market position

SAM can help your business gain the competitive advantage it needs in the marketplace. Up-to-date licensing and an extensive, comprehensive documented media library can result in faster, easier processes and streamlined software functionality throughout the organization; both with day to day activities and in times of mergers and acquisitions.

Increased long-term business value

Implementing SAM can increase your organization’s agility and enhance its future value by ensuring that you make strategic use of resources in times of changing business conditions. With consistent and effective SAM practices in place, your business is more efficient and can respond quickly to market conditions and opportunities. Following the best practices in your SAM plan results in better information for decision making and a higher degree of operational excellence; ultimately driving long-term business value.

Flexibility for the future

SAM gives you better insight into your future software needs and provides a scalable foundation for growth. Instead of buying all the newest software and updates available, you’ll be able to decide exactly what software is needed and when you’ll need it. With SAM, you can plan for your future needs now.

[Ref: http://www.microsoft.com/sam/en/us/reasons.aspx]

Transfer of SQL Licenses to Datacenters

I have included below from a licensing perspective around transitioning to a datacenter.

Moving an instance of software from one server to another is not the same as reassigning a software license from one server to another. Moving an instance of software means to move the software bits from one server to another. Reassigning a software license means to assign that license to another server so that it becomes the server licensed to run that software.

Microsoft license by running license only and not create and store. Where you execute the software into memory and it is enabled to run you need a license. Once the license is assigned, you are enabled to run that instance.

Microsoft have had some changes to the reassignment of licenses. Prior to this, It had to be kept on the hardware it was reassigned to for 90 days. Please be aware Windows Server licenses have not changed with regard to server mobility.

September 1st 2008 customers onwards Customers are able to move their licenses acquired under Volume Licensing programs for any of the 41 different Microsoft Server applications within a ‘server farm’ as often as necessary so that customers can create more dynamic computing environments.

A ‘server farm’ consists of up to Two datacenters each physically located within the European Union (EU) and each datacenter must be part of one server farm. You may reassign a datacenter from one server farm to another but not on a short-term basis, so not within 90 days of the last reassignment.

For your current and planned move to a datacenter.

• You must assign a license to your intended device
• After the license is assigned, the device is now considered the licensed device.
• You may reassign a server operating system, but not under 90 days
• You can now reassign server applications freely within a server farm. This does apply to SQL Server Enterprise Edition.
• External Connector licenses are also waived under this criteria.

When it comes to your intended plans for movement to a new datacenter, and you have a license assigned, and the server has capacity. You can move Instances from one server to another server. This is nothing to do with re-assigning licenses. If the destination server has sufficient licenses to have capacity for the Instances you wish to move and copy on it than this can go ahead.

RE-ASSIGNING LICENSES

You may re-assign licenses from one server to another but not on a short-term basis and not within 90 days of the last assignment. Virtual Hard Disk files can be moved between licensed servers at any time. Transferring to third parties is not permitted.

However,
• If your current SQL Server and Windows Server have been deployed without a license assigned to them a license must be acquired and assigned.
• If you are looking at consolidation, from a compliance perspective, please be aware this does not address the current deployment of Microsoft software on servers that do not have a license assigned. You must ensure all your servers are licensed correctly before any re-assignment can be made.

Licensing Microsoft Server Products in Virtual Environments

Microsoft places emphasis on assigning a license to one device. The reason for this designation is to remove sharing a license across more than one device concurrently.

The benefit of reviewing the way licenses are managed and attributed to both physical and virtual instances on a network ensure you leverage the   Total Cost of Ownership (TCO) on Virtualization and avoid any surprises when budgeting for your Virtualization route. Is your DBA following Microsoft’s PUR (Product User Rights)?

Microsoft define an Instance, as the collective set of files of the software, stored in an executable form and ready to run on a Physical or Virtual system. An Instance can be created by executing the Software Install and Setup procedure or by copying an existing Instance.

This could be a copy of Windows Server 2008 on a physical hard disk or a copy of Microsoft Exchange Server on a virtual hard drive (VHD).

A more complex scenario would have a Virtual Hard Drive (VHD) with a Exchange Server 2007 stacked on top of Windows Server 2008. If that Vitual Hard Drive (VHD) was copied, It would create another Instance of Exchange Server 2007 and Windows Server 2008. 

A Windows Server® Standard licence allows the use of one physical plus one virtual OSE (Operating System Environment) providing the physical OSE is only managing the virtual OSE. Please be advised that additional OSEs will require an additional license. This is often referred to in shorthand as 1+1.

One Windows Server® Enterprise edition licence allows one physical plus four virtual OSEs. If the physical OSE was also running applications, then only three virtual OSEs would be permitted. Each software license allows you to run, at any one time, four instances of the server software in four OSEs on one server. If all four instances you run are in virtual OSEs, you may also run an instance in the physical OSE solely to run hardware virtualization software, provide hardware virtualization services, or run software to manage and service OSEs on the licensed server. This is often referred to in shorthand as 1+4.

 Windows Server® Datacenter edition allows one physical and unlimited virtual OSEs. After the number of licenses equal to the number of physical processors on a server are acquired and assigned, you may run on that particular server: One instance of the server software in the physical OSE, and any number of instances of the server software in virtual OSEs.

SQL Server 2008 Standard and Workgroup Edition (Server and CAL Model) Each Software license allows run any number of instances of the server software in One Physical or Virtual OSE on a particular server at a time.

SQL Server 2008 Enterprise (Server and CAL Model) Each Software license allows run any number of instances of the server software in One Physical and ANY number of Virtual OSEs on a particulat server at a time

 Processors and Virtual Processors

• A physical processor is a processor in a physical hardware system. Physical OSEs use physical processors.
• A virtual processor is a processor in a virtual (or emulated) hardware system. Virtual OSEs use virtual processors. For licensing purposes, a virtual processor is considered to have the same number of threads and cores as each physical processor on the underlying physical hardware system.

Software run in a virtual OSE is licensed based on the number of virtual processors used by that virtual OSE, rather than all the physical processors in the server. For licensing purposes, a virtual processor is considered to have the same number of threads and cores as each physical processor on the underlying physical hardware system.

So, If you run the software in virtual OSEs, you need a license for each virtual processor used by those virtual OSEs on a particular server, whether the total number of virtual processors is less than or more than the number of physical processors in that server. If you run the software in a physical OSE, you need a license for each physical processor used by the physical OSE.

SQL Server 2008 Enterprise Edition (Per Proc) After the number of licenses equal to the number of physical processors on a server are acquired and assigned, you may run any number of instances of the server software in the physical OSE (POSE), and any number of instances of the server software in virtual OSEs (VOSE).

SQL 2008 Enterprise Edition gives you the opportunity to license all the physical processors in the server and this in turn permits unlimited SQL virtualisation rights. Please be aware you do not need to count the virtual processors when you purchase SQL 2008 Enterprise edition

A licence is required for each virtual processor being used in each Virtual Server Environment. Example: If you were planning to purchase SQL Server Standard Edition and wanted to licence it in Per Processor Mode and wanted to run one copy on a Physical operating system environment using 4 processors plus another copy on one Virtual Server OS Environment accessing 2 virtual processors you would need 6 Processor Licenses for SQL Server Standard Edition.

Virtual processors are considered to have the same number of threads and cores as each physical processor in the underlying physical hardware system. For reliability and performance, VM technology can allocate resources from separate physical processors in the server to create a virtual processor for use by a particular OS environment. If the physical processors in the server have two cores, then for licensing purposes, each virtual processor also has two cores, even if the cores are allocated from separate physical processors.

[Ref: Product Use Rights (PUR) and Licensing Microsoft Products in Virtual Environments, last checked: 18/11/2009]

Top 10 Things You Should Know About Genuine Windows Software

1) Full Windows License

Each PC must have a full underlying Windows Client OS license. This can be acquired with the PC from Dell or other Original Equipment Manufacturer (OEM) or purchased as a Retail copy (PC World)

2) Volume Licensing

Volume Licensing for Windows Client OS are Upgrades and require a qualify base license.

3) Whats a Qualifying Operating System for Windows

Commercial Volume Licensing customers (Excluding Academic) cannot have PCs with Windows Home or Starter Edition and use them as base to upgrade and re-image with Windows Business or Ultimate.

4) Volume Activation

Activation is a required aspect of deployment for deploying a Volume License image of Windows 7.

5) How do I activate Windows?

Key Management Services (KMS) is used for customer-local activation and Multiple Activation Key  (MAK) for activation with Microsoft. [Ref: www.Technet.com/volumeactivation]

6) How do I get this sorted?

Get Genuine Windows Agreement (GGWA) is a way to acquire full Windows Licenses on Volume Licensing with your Large Account Reseller (LAR).

The Get Genuine Kit (GGK) is for all customers to correct non-genuine or mislicensed Windows. [Ref: www.micosoft.com/piracy/knowthefacts/legalization.spx]

7) How do I go about getting Genuine Windows?

There is a Pre-Signed Agreement for Large Organisations. The Reseller can find this at https://www.explore.ms Please be aware this includes an Audit clause.

The Large Account Reseller (LAR) will confirm the pricing with your Microsoft Business Manager and submit the agreement with pricing to the customer. The customer is responbile for signing the Agreement and agreeing the quantity and returning to the LAR.

The Large Account Reseller (LAR) will then submit the agreement to the Microsoft Regional Operations Center (ROC) who will set up the Agreement and then process the order under the Agreement.

The customer and the LAR will both recieve an emailed copy of the agreement from Microsoft.

There is also a straightforward non-signed commitment. However, it implies a non-signed commitment to buy legal going forward. There is no Audit clause. This is ordered like any other Volume License on Open. GGWA-SMO is on the Open Price List with a  5 License minimum. GGWA-A is on the Academic Open Price list.

The customer can continue to order through the term of the Agreement of two years. The Reseller will obtain a copy of the Get Genuine Addendum for the Customer from the Distributor. The licenses are ordered through the authorized Microsoft OEM distributor, who orders from Microsoft.

The Customer will be able to review licenses online on Volume License Service Center (VLSC). Any physical licenses are sent in a Welcome Pack.

This seems overly complex. So what Legalization route should I follow?

GGWA-LO Volume Licensing for Large Organisations.  The Customer has identified counterfeit or alternatively has Linux  or has re-imaged with no underlying  Operating System on the box (bare-metal). This is also applicable where the Customer has Windows Home or Starter as an underlying license on the machine.

GGWA-SMO (Small and Medium Organisations) covers Small to 250 seat organisations.

GGWA-A (Academic) is a Volume Licensing solution for Academic customers. Please ensure your organisation qualified under Academic criteria.

GGK (Get Genuine Kit) Licensing purchased from OEM Channel for all customers. If the customer is concerned about making their identity known to Microsoft, this is an anonymous route to legalization.

GGOK (Get Genuine Online Kit) This is for Windows 7. This is purchased online direct from Microsoft and is available option after failing Windows Activation Technology Validation.

WGA (Windows Genuine Advantage) for Windows XP and Vista. This is purchased online direct from Microsoft and is available option after failing Windows Activation Technology Validation.

Retail (Full Packaged Product) is a full perpetual license available from retail as a boxed copy. This is available for all customers, however this is not the most cost-effective option and in terms of a large number of mislicensed PCs isn’t best on Price and in terms of recording and managing those licenses going forward.

9) What is the Microsoft Partners’ commitment?

Per Section 4(e)(2) of the Microsoft Partner Program Agreement; Company will not engage or participate in the unauthorized manufacture, duplication, delivery, transfer or use of counterfeit, pirated, unlicensed or illegal software or other Microsoft Materials. Company will not otherwise infringe any of Microsoft’s intellectual property rights. Company must reasonably cooperate with Microsoft and its Affiliates in the investigation of counterfeit, pirated, unlicensed or illegal software and other Microsoft Materials. Company must promptly report to Microsoft any suspected counterfeiting, piracy or other copyright infringement in computer programs, manuals, course material, marketing materials or other copyrighted materials owned by Microsoft or its licensors.

10) Resources

Legalization www.microsoft.com/piracy/knowthefacts/Legalization.aspx

Microsoft Genuine Software www.microsoft.com/genuine/

Microsoft Volume Licensing www.microsoft.com/licensing

Piracy www.microsoft.com/piracy/default.aspx

Volume Activation www.technet.com/volumeactivation

Microsoft Financing www.microsoft.com/licensing/financing/default.mspx

 

eOpen replaced with Volume License Service Centre (VLSC)

 

eOpen and MVLS are sites that Microsoft customers use to manage Volume Licensing agreements, download software and access volume licence keys. This will be replaced on 6 December by the Volume Licensing Service Centre (VLSC).

Information for customers about VLSC

Link to VLSC

What a Microsoft License Review means for you and your organisation

What a Microsoft Licence Review means for you and your organisation

This guide has been put together to address any questions or concerns you may have about undergoing a licence review with Microsoft. We understand that you will want to know what’s involved, how the process works, what we expect from you, and what you will get in return. If you need extra information or clarification, please get in touch with your Microsoft contact at any time during the course of your review.

A SAM-led approach

Licence reviews are just one aspect of a wider initiative to encourage all of our customers to adopt Software Asset Management (SAM) policies and processes. SAM is widely recognised as industry best practice, supported by an ISO Standard and the IT Infrastructure Library. Why have I been chosen to be reviewed?

Your organisation, along with a number of others, has been identified as part of an ongoing data mining exercise that encompasses all UK customers. 

What’s involved?

Simply put, we’ll ask you to supply information about your software estate, and then check that the software you have installed matches up with the licences you hold (Microsoft licence reviews only encompass Microsoft software and software licences). We work in partnership with you in an open and transparent way, and do our utmost to keep any disruption to a minimum. However, you should be aware that you will need to dedicate some time to completing the review. Your input is vital to ensure accuracy and to enable us to complete the process together as swiftly as possible. 

How long will the review take?

It depends on the size, structure and complexity of your organisation, and how easy it is for you to access the information we’ll need to finalise the review. If you have strong asset management processes in place, and systems that can easily extract the relevant data, the overall timescale is likely to be shorter.

What happens if I’m under-licensed?

In our experience, customers are often over-licensed as well as under-licensed, which can identify opportunities for long-term savings. If your review does reveal a shortfall, you’ll be asked to buy licences to cover what you’re using, normally within 30 days. If you are faced with an unexpected bill, Microsoft Financing can help smooth out any cashflow or budgetary concerns that might arise.

What do I get out of the review process?

At the end of the review, you’ll have a clear and accurate picture of the licences in your estate and where they’re being used across your organisation. This gives you the peace of mind of knowing you’re properly licensed, and also a valuable insight that will allow you to avoid costly ‘shelfware’ and put you in a stronger negotiating position for future purchases. Our customers often see positive outcomes upon completion of their review which they admit they didn’t expect at the outset.

Your opportunity: take control and reap the benefits

Following a review you have complete visibility of your Microsoft software estate, so you are perfectly placed to strengthen your SAM processes. Taking firm control of your software assets makes sound business sense and brings many advantages, but getting started can be a daunting prospect.

That’s why Microsoft set up the Microsoft SAM Programme (UK) which supports you in integrating SAM best practice into your organisation. It’s designed to help you see the tangible benefits of implementing SAM policies:

• Long-term cost savings on software licences – up to 30 per cent in the first year alone – allow you to re-direct budget to where your organisation needs it most, or to more strategic IT project

• Avoiding the legal and financial risks of being under-licensed, not to mention potential damage to your reputation

• Stronger negotiating position through accurate tracking of software usage – so you only pay for what you need

• Reduced security risks from counterfeit software

• Less time-consuming administration devoted to tracking and managing licences – freeing up your staff for more productive tasks

As part of the programme, you are entitled to free training and a complimentary SAM consultancy session with an accredited SAM partner. On completion, you receive a certificate recognising your Microsoft software. It’s valid for 12 months, so you should not need a software review for at least that long

Microsoft Windows Licensing -5 Top Tips

5 Top Tips

1) Every PC needs Its own full license.

2)Volume Licensing agreements cover Windows desktop software upgrades only

Microsoft® Windows® desktop upgrades are designed to upgrade pre-existing qualifying licences you have bought. This means you must first have a full licence for the qualifying underlying OS for each PC before you install the upgrade. Windows software is licensed differently from other Microsoft software: normally Volume Licensing agreements do offer a full version of all Microsoft software however Windows OS on Volume License programmes are upgrade only. 
 

3. There are two ways to legally buy the initial full version of Windows for a new PC

1. Pre-installed on a PC through a PC manufacturer (OEM)
2. As boxed Retail software. The industry term is Full Packaged Product (FPP)

4. Commercial upgrade from home SKUs Commercial customers with a Volume Licensing agreement can’t upgrade to Windows Vista Business or Windows 7 Professional from Windows home SKUs such as Windows 7 Home Basic or Windows 7 Home Premium. Windows home SKUs aren’t designed for businesses and don’t count as qualifying operating systems for Volume Licensing upgrades.

5. Legalisation – don’t use OEM Microsoft has a portfolio of legalisation solutions available to help customers get genuine Windows for existing PCs. Pre-installed (OEM) licences CAN’T be used to legalise existing PCs. 5 OR MORE LICENCES Customers can legalise through a dedicated range of cost-effective Volume Licensing agreements. Get Genuine Windows Agreement for Small and Medium Organisations (GGWA SMO) For commercial or government customers with more than 5 PCs. Get Genuine Windows Agreement for Large Organisations (GGWA LO) For commercial or government customers with more than 750 PCs. Get Genuine Windows Agreement for Academic (GGWA Academic) For qualified academic institutions both large and small. No Certificate of Authenticity (COA) labels are distributed with GGWA. DVD media needs to be purchased separately. LESS THAN 5 LICENCES Get Genuine Kit (GGK) GGK is available for use on fully assembled PCs with a previously installed counterfeit, pirated or otherwise illegal or unlicensed copy of Windows. It is not a Volume Licensing offering so no contact with Microsoft is needed and the buyer is anonymous to Microsoft. GGK can be sourced through Authorised Distribution. Both solutions allow your customers to purchase Software Assurance within 90 days through the Open, Open Value, or Select Volume Licensing programmes. For more information visit http://www.microsoft.com/piracy/knowthefacts/legalizationsolutions.aspx