Microsoft Audit Defense: Kylie Fowler ITAM Intelligence ITAM Review UK Conference 2016 -

The ITAM Review UK Conference 2016 The ITAM Review US Conference 2016

The ITAM Review UK Conference 2016

Introductions ITAM Intelligence What we do: §  Provide strategic SAM and ITAM Services on a

retainer basis §  Our customers are small to medium size enterprises

who need deep subject ma@er experBse but not on a full Bme basis

Kylie Fowler – Principle Consultant Specialising in: §  Develop and implement IT asset management

strategies and frameworks §  Coach and mentor ITAM pracBBoners §  Manage audit defence & lead vendor negoBaBons §  Mergers & acquisiBons advice and support


Microsoft Audit Defence

Kylie Fowler, Principle Consultant


You are now the CPO

Welcome to your new role….

As Chief Porcine Officer

Aka as Piggy in the Middle


MS SAM Review vs MS Audit

There is a difference!

But it is mainly financial

“If unlicensed use is 5% or more, Customer must reimburse Microso7 for the costs Microso7 has incurred… and acquire the necessary addi=onal licenses at 125% of the then current price list and Customer price level…”

MBSA June 2014


How does an audit / review work?

Licenses Owned

License Compliance

Licenses Used

Simples, really


What to do when you receive a request?

Rule #1 – Don’t ignore it!

But you can push back… sometimes

ü Cloud negoBaBons in progress

ü Request to subsidiary rather than parent


Preparations

An audit is a project…

… it has a beginning and an end (although it may not feel like it sometimes)

The End!

The End!


The Team

The project needs a team

J Senior Sponsor

J Business Units

J IT OperaBons

J IT ApplicaBon Management team

J Procurement / negoBaBon support

J Licensing experBse (may be external)

J Project manager (you?!)


Risk Management

You must implement robust risk management processes

You must manage 2 types of risk: -‐  Business risk -‐  Project risk Communicate risks to the senior sponsor so they can ensure appropriate resource is engaged and business risks are escalated


Other Preparations

Also consider

J NDAs with 3rd party auditor

J Timelines and high level plan

J Role of LSP


Entitlement

Licenses Owned

License Compliance

Licenses Used


Entitlement

Step 1: Get a Microsoft Licensing Statement (MLS)

Step 2: Check the MLS for accuracy

Step 3: Check for other entitlement

Ask me for the Microsoft Licensing Entitlement Checklist!


Deployment

Licenses Owned

License Compliance

Licenses Used


Deployment

Discovery is easy….

…you must understand HOW your applications are being used


Deployment

Think about:

End User Estate -‐  Desktop and applicaBon virtualisaBon -‐  Device vs User CALs -‐  Mobile devices -‐  Correct OEM versions -‐  Secondary use rights -‐  MSDN use rights -‐  O365 transiBon


Deployment

Think about:

On-‐Premise Infrastructure Estate -‐  Clusters, hosts and virtual machines -‐  External facing servers -‐  Development and test environments -‐  Hot vs cold DR

Cloud Infrastructure Estate -‐  SPLA licensed OS -‐  Corporate licensed ApplicaBons


Deployment

This is where you really start to feel you’re piggy in the middle….

L Slow response from techies

L Lack of configuraBon records

L Poor coverage of tools

L People fed up with constant quesBons and queries


Effective License Position (ELP)

Licenses Owned

License Compliance

Licenses Used


ELP

In theory, an ELP is a simple statement of licenses owned vs licenses used…


The rush to the finish

Now you’re really squeezed!

Auditor Auditee


Gotchas

Most companies have at least some gotchas

L

Incorrect OEM OperaBng Systems

L Packaging errors

L Lack of Sobware Assurance in DCs / Cloud

L

Citrix / Terminal server issues

L External Connectors L Enterprise CAL requirements

L O365 Pro Plus downgrade rights

Ask me for the Microsoft Licensing ‘Gotchas’ Checklist!


Validate, validate, validate

The ELP is almost certainly wrong!

You need to do a deep dive into the results


Negotiate!

If you are non-compliant, you need to buy some licenses

But you can always negotiate! May be more difficult it it’s a real audit

-‐  O365 / Azure transiBon -‐  Push for addiBonal discounts -‐  Ask LSP to lower margin -‐  Consider strategic and long term

drivers


Never again!

The majority of significant licensing risk is the result of poor Solutions Design

-‐  Ensure SAM is engaged at Project / Programme iniBaBon stage to assess licensing risk

-‐  Conduct SAM Risk assessments at SoluBons Design stage BEFORE implementaBon

‘ITAM by Design’ Ask me for the ITAM by Design Checklist!


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Microsoft Audit Defense: Kylie Fowler ITAM Intelligence ITAM Review UK Conference 2016 -

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