Warren Bruce

SAM Baseline- Process & Best Practice

SAM Baseline Process & Best Practice

Part 1SAM Baseline Deliverables;

Letter of Engagement

Effective License Position (ELP) Spreadsheet

Baseline Report

Exec Overview Presentation

Considerations;

MS Licensing Programs

Consumerisation of IT

Office 365 ProPlus

SPLA

Links to SAM Optimisation Model

Part 2SQL Server

MSDN

Deliverables

Letter of EngagementSAM Services Incentive Guide

Best Practice = Program Min Req’ts

Letter must include at a min:

Full SOW

Activities (locations, access, people, info)

Dates & timelines (key milestones)

Activity owners & MCP credentials

Planned disclosure of POE to MS

Oppty to provide feedback to MS via cust sat survey on completion

Contact details for SAM Partner & MS for any questions

Effective License Position (ELP)SAM Services Incentive Guide

Use Latest Template –Include:

Entitlements Inventory

OEM

FPP

ISV

SPLA

Volume Licenses

MLS

Explore.MS

Ensure Program Provisions Recognised

Other?

Deployment Inventory

Results of Directory Services Analysis

Users

Devices

Results of Virtual Environ’ Mapping

Servers … by lic metric

eg; Svr/CAL … Proc … Core … ML

Access … CAL / Extnl Connector

Results of testing for “multiplexing”

Production vs Non-Production Environments

Other?

Baseline ReportSAM Services Incentive Guide

Report (with Exec Summary) must include at a min:

Intro

Background

Scope

MS Environment Overview

ELP Summary

Overview of results, recommendations & next steps

Entitlement & deployment inventory details

Identified over-licensed & under-licensed sware

Identified risks & liabilities

Common licensing issues

Format, construct & additional info’ at SAM Partner’s choosing

Exec Overview PresentationSAM Services Incentive Guide

Exec o’view of the engag’t & results, must include at a min:

Intro

Background

Scope

Entitlements Consideration

Overview of results, recommendations & next steps

MS Environment Overview

ELP Summary

Common Licensing Issues

Emphasis on the risks and benefits of current & future state.

ELP &Licensing Programs

But first … a few fundamentals …

What is a License?

Ways to buy a License

Maintaining proper proof of licenseIs the customer’s responsibility

POL ensures that customers are using only genuine software

DiscrepanciesVast majority are inadvertent

Counterfeit exists in Australia … but rarely identified in SAM Reviews

DocumentationVL – POL may often come from Microsoft

OEM, FPP, ISV, SPLA … Necessary to seek POL from the customer

Proof of License (POL)Guide … Last Published 2011

Volume Licensing Options

Perpetual

Non-

Perpetual

Open License

Open Value

Open ValueCompany Wide

Open ValueSubscription

Enterprise Agreement Subscription Options

Enterprise Agreement

Select Plus

Volume Licensing Programs

Orderable

Level

* As of July 2011, new Select agreements were no longer available to the Microsoft channel and customers

** Subscription option available

Note: Open Value and Open License options are also available and are designed for organizations with fewer than 250 devices/users

Enterprise AgreementsCommon Enrolments

Desktop EA …Core CAL Suite

Professional Desktop Platform / MDOP … Core CAL Suite + Office Pro Plus + Win Ent

Enterprise Desktop Platform / MDOP … Enterprise CAL Suite + Office Pro Plus + Win Ent

Enrolment for Application Platform (EAP)BizTalk, SharePoint, SQL, Visual Studio

Must license entire footprint for included products

Enrolment for Core Infrastructure (ECI)System Center & Windows Server

Standard & Datacenter Edition Options

License Reconciliation… across 3 x inventories

EA FundamentalsExcerpts from the EA

Definition of Qualified Device & Qualified User

Reconciling “Enterprise Products”NB: This part of the ELP is not about deployment!

Current Enterprise Agreement (EA) – “Enterprise Products”License entitlements under the EA for products which match the definition expressed in EA of “Enterprise Products” …

… may only be reconciled against a valid count of “Qualified Devices” and/or “Qualified Users”

Reconciling “Additional Products”NB: This part of the ELP is about deployment!

Current Enterprise Agreement (EA) – “Additional Products”License entitlements under the EA for products which match the definition expressed in EA of “Additional Products” …

… may be aggregated with any entitlements (for like product) which accrue to the customer, incl entitlements which might arise from agreements outside of the EA

Take care to avoid duplication!

NB: LSS will commonly roll any prior entitlements to which SA was attached, into the EA as SA only

Aggregated entitlements are then reconciled against deployments in accordance with the PUR

Entitlements Outside of the EA

Analyse other non-EA agreementsIdentify any inconsistencies with the “Enterprise Product” provisions of the current EA

Ensure that any entitlements for prior versions, or lower editions of “Enterprise Products” are necessarily excluded from the ELP to remove confusion

Ensure to remove any duplications of L&SA Product rolled into EAResidual entitlements are then reconciled against relevant deployments in accordance with PUR

ELP PresentationsOrganise the ELP

Group “Enterprise Products” togetherDon’t include extraneous lines of detail

Eg: Prior versions … and/or lower editions

Provide insight as to date any shortfalls were deployed

ie: Pay attention to True-Up date … deployed prior or subsequently?

Separately present “Additional Products”

Lastly, present the deploy’ts & entitlements for residual productsie: those not included in an EA Enrolment

Typical License Ordering Timeline

NB: 3 x Year Agreement

Enterprise Agreement - ELPsWhy is deployment date vs True-Up date important?

Payment Schedule (Gov’t ERP)

EG: Enterprise Desktop wMDOP

Per Unit

Estim’ Price

At

Signing

1st

Anni

versary

2nd

Anni

versary

3rd

Anni

versary

Annual $588 $588 $588

True-Up $1,623

True-Up $1,346

True-Up $1,066

4 x Key Dates in the License Ordering Timeline for “Enterprise Products”

NB: New “Additional Products” to be ordered in the same month in which they’re first run!

Consumerisation of IT

Bring Your Own DeviceEg: BYO tablet device … not capable of running Win 8

ScenarioSecondary companion device to primary work device

Access to email only, via OWA … no Outlook client

No access to VDI

Existing EntitlementsEnt CAL Suite - User

Recommended ApproachNo Win OS or Office license required … existing licensing is just fine

However, if VDI was facilitated:

Win VDA … or;

Lic Primary work device with SA for Windows (or VDA) + Win CSL

If Office access via VDI also required, then also assign an MS Office license to each tablet

Bring Your Own DeviceEg: No cust owned device … ie: Users buy their own device

ScenarioUsers also access remotely from same device (eg: from home)

Capabilties facilitated; Access to Exch Svr, SharePoint Svr & Lync Svr

Max flexibility for access by any device that the User might choose. Options include;

1. VDI access to Win 8 Ent VM + Office Pro Plus via App-V

2. Windows to Go … incl necessary applications via USB stick

3. Local Install of Win 8 Pro that includes the necessary applications

Existing EntitlementsWhere Option 3 is chosen, a qualifying OS is required!

Recommended ApproachVDA + MDOP + RDS CAL + Office Pro Plus + Core CAL – User/Device

NB: VDA covers Win 8 or Win to Go, MDOP covers App-V

Bring Your Own DeviceRoad Warriors … Users buy/provide their own Notebook while travelling

ScenarioWhile travelling (a lot) use own notebook or hotel kiosks or Qantas Club Terminals (and the like)

No corporate image for personal Notebooks

Corporate policy requires that data remains segregated from personal and/or public devices

Win 8 Ent from a USB stick via Win to Go is preferred solution – incl Office Pro Plus + “Direct Access”

Every User has a PC at work where he/she is the primary user

Existing EntitlementsEnt CAL Suite – User via EA

Recommended ApproachVDA for User’s device + Office Pro Plus or Office 365 plan that includes it

Bring Your Own DeviceSummary of Key Issues to Consider

UserCovered by Core CAL or Ent CAL?

Can the cust org easily identify the primary user of the device?

ie: more than 50% of the time in any 90 day period

DeviceCovered by Core CAL or Ent CAL?

“Qualified Device” or “qualifying third party device”? … ie: not controlled by the customer org’

Is it accessing VDI? … Virtual Desktop Infrastructure

Owned by the employee or the customer org?

LocationAccess on customer org’ premises?

Access remotely from outside of the customer org’ premises?

Office 365 Professional Plus

Office 365 ProPlus in Volume LicensingOnly available via EA, EAS or EES

Office 365 ProPlusLicensed under the “Online Services Model” in the PUR

Both Office 365 ProPlus and Office Prof Plus 2013 deliver the same productivity software

However, Office Prof Plus 2013 is licensed under the “Desktop Applications Model” in the PUR

NB: Office Prof Plus 2013 … is assigned to & tied to a device

Office 365 ProPlus is a Per User Subscription

Hence, No downgrade rights

Use rights provide for installation on up to five devices at a time

Independent of device ownership

Incl home devices … BYO device to work is also fine

Remote Use Rights also provided, incl via RDS & VDI

Network server install is also permitted … dedicated server within an outsourcer also okay

But not on shared public cloud

SAM Baseline ImplicationsOffice 365 ProPlus on an EA or EAS

Office 365 ProPlusWhere licensed as an Enterprise Product on the EA, what you’re reconciling is “Qualified Users”

In that context, deployment considerations don’t arise … ELP is straight forward

I’ve yet to see any “best practice” guidelines out of Corp … although I have asked

Not practical (imho) for SAM Partners to test the Use Right limit of 5 devices at any one time

SAM Baseline ImplicationsOffice 365 ProPlus on an EA or EAS

Office 365 ProPlusWhere licensed as an Enterprise Product on the EA, what you’re reconciling is “Qualified Users”

In that context, deployment considerations don’t arise … ELP is straight forward

I’ve yet to see any “best practice” guidelines out of Corp … although I have asked

Not practical (imho) for SAM Partners to test the Use Right limit of 5 devices at any one time

One scenario I don’t have an answer for yet;

Cust renews EA and moves to Office 365 ProPlus Per User Subscription

SOE at that time incl an older version of Office

That’s fine at renewal, because the prior perpetual entitlements provide downgrade rights

But a potential compliance challenge arises if new SOE not yet deployed by true-up time

At first true-up … customer transacts true-up for growth in Users as required by the program

But if devices have grown in support of growth in Users and these have prior SOE deployed …

SAM Baseline ImplicationsOffice 365 ProPlus on an EA or EAS

Office 365 ProPlusWhere licensed as an Enterprise Product on the EA, what you’re reconciling is “Qualified Users”

In that context, deployment considerations don’t arise … ELP is straight forward

I’ve yet to see any “best practice” guidelines out of Corp … although I have asked

Not practical (imho) for SAM Partners to test the Use Right limit of 5 devices at any one time

One scenario I don’t have an answer for yet;

Cust renews EA and moves to Office 365 ProPlus Per User Subscription

SOE at that time incl an older version of Office

That’s fine at renewal, because the prior perpetual entitlements provide downgrade rights

But a potential compliance challenge arises if new SOE not yet deployed by true-up time

At first true-up … customer transacts true-up for growth in Users as required by the program

But if devices have grown in support of growth in Users and these have prior SOE deployed …

MS SAM EM will provide necessary guidance for any specific case which might arise.

Service Provider Lic Agrt (SPLA)

Deployments licensed via SPLAPlease don’t treat them as out of scope!

SPLA provides Use Rights for commercial servicesProof of License should still be requested

Recent example in a Public Sector org’Servers had been deployed for ten years!

MS has now negotiated a suitable SPLA arrangement with the Outsourcer

License Mobility via Software AssuranceApplication Servers can be deployed in a Service Providers Datacentre

NB: Windows Server OS licenses remain assigned to customers’ on-premise hardware!

License Mobility via Software AssuranceWith SA, certain Apn Svrs can be deployed on Azure … or;On a Service providers shared hardware environment … dedicated only.

License Mobility via Software AssuranceCust must assign licenses to an Auth Mobility Partner for min 90 days

Links to SAM Optimisation Model

SOM in the Context of an EASAM Optimisation Assessment should reference EA obligations & entitlements, within each of the fwg competencies

SAM

Throughout the

Organisation

Hardware &

Software

Inventory

License

Entitlement

Records

Periodic Self

Evaluation

Acquisition

Process

1. SAM Throughout the Org’Obj: SAM is actively managed in each group throughout the organisation.ie: Roles & responsibilities defined, procedures documented, resources assigned

• Maintain Records

• Procedures Documented

• Delegated Responsibilities

EA Annual

True-Up

• Maintain Records

• Procedures Documented

• Delegated Responsibilities

EAS Annual

Orders

2. Hardware & Software InventoryObj: “Hardware Inventory” and “Software Deployment Inventory” contains majority of title spend.

• Count Qual Dev / Users … not

Deploy’t

• Annual True-Up

Enterprise

Products

• Deployment !

• New: Place order – mth 1st run

• Annual True-Up

Additional

Products

3. License Entitlement RecordsObj: Centralised license entitlement inventory exists and is reconciled with vendor records.

Enterprise Products:

Only Entitlements under EA are Relevant!

Excl lower

Ver’ or

Edit’

Need to

quarantine

old Agrts

MLS incl

old Agrts!

4. Periodic Self EvaluationObj: Regular periodic sign-off on SAM reports.So: How often is software usage reconciled to software license entitlements?

Annual True-Up

• Qual Devices / Users

Additional Products

• New: Orders on Ongoing Basis … mth first run

• Annual True-Up

Maintain Ongoing & Accurate ELP

• Enterprise Products / Additional Products /

Non-EA Products

5. Acquisition ProcessObj: Software purchases are controlled based on deployment/entitlement reconciliation.

Recognise processes relevant to chosen ProgramsEA … see below

Select Plus … orders placed in the month products are first run

Open … in advance

Adding ProductsEA: New Additional Products (see conditions) … order placed in the month it is first run

True-Up OrdersEnterprise vs Additional Products

Time-frames per agreement … between 60 and 30 days prior to anniversary date