User Licensing
User LicensingLast modified on Sept. 26, 2017
Office 365 doesn't provide the ability to segment and thereby prevent agencies from overconsuming licenses. Each agency will be responsible for purchasing the correct amount of Office 365 licenses to meet their organizational requirements. However, DET will run a licensing report on a bi-weekly basis to verify that no agency is overconsuming licenses.
Nearing the time of license renewal, Microsoft will send a reminder for products covered under an agreement about 90 days before the expiration. Agencies will then work with their preferred Microsoft reseller (SHI or CDW).
AttachmentsUploaded by Christina Cowling on Jun 15, 2016
1. Managing Request
1.1. Did you Purchase New or Additional Licenses?
Once every three years.
1.2. Create/Revise Service Request
The activation email is the agencies cue to open a SR. They will need to attachtheir email from Microsoft within the request along with a copy of theirPurchase Order (PO).
The PO will show the details of what license type(s) were purchased,if Visio and/orProject werepurchased, andthe quantity of licenses purchased for each.
ParticipantsAgency
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Attachments
Uploaded by Christina Cowling on Aug 29, 2016
1.3. New User Provisioning
Linked ProcessesUser Provisioning (Direct Licensing)
https://det.wi.gov/Documents/User%20Provisioning%20Final%20Workflow.pdf
in O365 High Level Overview
User Provisioning (Group Based Licensing)
https://det.wi.gov/Documents/User%20Provisioning%20with%20Group-based%20Licensing.pdf
in O365 High Level Overview
2. Managing Validation & Processing
2.1. SR Complete?
The SR is routedfor account activation. At this time tracking will need to be documented for complianceand licensing purposes. BBS will be tracking at the DOA and Enterprise levels.
2.2. Record/Track License(s)
New license types and the number of licenses (details are located on the PO from the agency)purchased should be recorded/tracked in a spreadsheet.
Each agency will be responsible for maintaining the tracking and recordkeeping associated with their user licensing. BBS will provide a bi-weekly report listing the user licenses that are currently provisioned and a count of licenses purchased by license type within each agency. The agency can thenuse this report to reconcile with their own records.
CI Opportunities:
1. Recommend having one person responsible for the tracking of licenses.
2. Recommend more secure alternative for tracking be implemented ASAP outside of an Excel spreadsheet.
ParticipantsBBS
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2.3. Route SR for Activation
ParticipantsBBS
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2.4. Activate License(s)
Click on the link in the activation email. This will apply the license(s) to the tenant, making them available to be assigned to the users.
The activation e-mail will only occur once per agency and the purpose of the activation e-mail is to link the agencies volume license service center (VLSC) or other licensing portal to the State tenant.
License purchases from that point on will automatically be added to the tenant. It is the responsibility of the agency to notify BBS of a license purchase and provide the PO number, type of licenses, and number of licenses purchased so it can be tracked. DET is not monitoring day to day licensing or requests against currently purchased licenses.
ParticipantsDET NAM
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2.5. Request Additional Information
If the Service Request does not contain all of the required information, return the attached template to the requestor.
Let them know if they need to submit the PO and/or the Activation email.
ParticipantsBBS
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Attachments
Uploaded by Christina Cowling on Aug 23, 2016
3. Managing Reporting & Maintenance
3.1. Activation Email Received
After purchasing their licenses, the agency will receive an activation email from Microsoft prompting them to activate their account. See the attachment for an example of what this email will look like.
If their three year agreement is coming due, they will also receive an Activation Email/Renewal Letter and will follow the same path.
3.2. Close Service Request
ParticipantsBBS
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3.3. Payroll Monday or Every 2 Weeks
3.4. Agency License Report
DET NAM will run a bi-weekly usage report (eventually this will be a scheduled/automatic report to be run out of Active Directory), to be run on payroll Monday's or once every two weeks, so each agency will have the abilityto manage the use of theirOffice 365 licenses.
This report will need to reflect the following by break down of agency:
1. Number of licenses purchased
2. Number of licenses being used and who they are assigned to
3. Type of licenses purchased
4. Type of licenses being used and who they are assigned to
Once report is ready, it will need to be sent to the BBS team. The report will be stored in a SharePoint site and the specific person(s) will be notified of the update via email.
ParticipantsDET NAM
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3.5. Receive Agency License Report
BBS will add the following information to the report:
1. Agency
2. License Type
3. Quantity Purchased
4. Start Date
5. End Date
CI Opportunity:
1. Consider having a policy in place so agencies understand what will happen on their end if they do not keep up with licensing requirements on their end. For instance, if they are using more licenses than they paid for (resulting in another agency being out a license as a result) what would the process be for stopping them from using a license that does not belong to them? *Pending policy - PM is taking to stakeholdersfor decision.
ParticipantsBBS
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3.6. Agency License Bi-Weekly Report
Upon receiving this report, agencies are responsible for identifying what their licensing needs are.
The process for agencies receiving the report is yet to be determined. BBS will either send an email or place the report on a portal.
ParticipantsAgency
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3.7. Licensing Changes?
3.8. Close Service Request
ParticipantsDET NAM
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User Licensing (ID: 100009a9d2852f7) in O365 High Level Overview
Last modified on Dec 27, 2016 1:31 PM 1
User Licensing
Glossary
Participants, Business Owners, Experts
Value / DescriptionAgency
BBS
DET NAM
User Licensing (ID: 100009a9d2852f7) in O365 High Level Overview
Last modified on Dec 27, 2016 1:31 PM 7