Steven Clark Smile Business Products Network Services Manager Managed IT Clients vCIO MCITP:...
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Steven ClarkSmile Business Products
Network Services Manager
Managed IT Clients vCIO
MCITP: Server Administrator
MCITP: Support Tech & Virtualization
MCSA: 2008 & 2012
[email protected] - 916-481-7695
You are Not Alone
30,000 Customers Expected to be audited each year
Number is rising
Last 6 Years – 1 Audit
Last 6 Months – 4 Audits
Small purchases are not Exempt
Non Profits are not Exempt
Volume License constitutes a general minimum of 4+ licenses through OEM Hardware Provider, or 5+ licenses through Software Reseller.
Why Me?How did my Information get obtained by Microsoft?
Registered a Volume License Agreement to customer address
Purchased Volume license through authorized reseller – CDW, Ingram Micro, Tech Data, etc.
Purchased Volume license through authorized Hardware reseller – Dell, Lenovo, etc.
CDW Customers direct registration to MS Database.
Non Profit Organizations purchase directly through Tech Soup or Authorized Charity Reseller, Volume License Agreements are generated using Customer 501C3 information.
Types of Audits
Microsoft Assisted or Governed:
Self Certification
Software Asset Management Review
MS Lawsuit or Piracy Report
Customer or IT Provider Assisted:
IT provider Compliance Scan
Customer Request
Quarterly/Reoccurring Business Review
Self Certification Steps Phase 1
Meet with Customer and explain Audit and Requirements
Review Software Purchased and Identify Vendors who supplied Software
Obtain Volume Purchase Authorization/Agreement Numbers
Audit or output Retail License Keys summary
Purchase software licensing to meet compliance requirements
Prepare Response
Send Response
Self CertificationPhase 2
Currently within compliance or
Ordered sufficient licenses to get within compliance.
Signed by Corporate Officer on Company Letterhead and returned via Email.
(Example)
Software Asset Management ReviewPhase 1 Meet with Customer and explain Audit and Requirements
Fill out Deployment Summary for all software deployed on customer network (depending on how license documentation, process can take a couple hours to multiple days)
Response to MS via Email with Attached XLS file
MS will respond with Estimated License Ownership Position and request further details and proof of licenses.
(Example Summary Deployment)
Acceptable Proof of LicensesPhase 2
Volume License Agreement/Authorization Numbers
Online Subscription proof of Invoice or Product Key
Supplier/Vendor Invoice with Detailed License Purchase
Tracking ID – Used for User CALs
Product Keys on Certificate of Authenticity
OEM/Retail Keys for QTY 5 or Higher, only 5 keys need to be supplied
Volume Agreements note License Quantity
Supplier invoice must show Product Quantity
Return LOP XLS with responses
(Example LOP Summary)
Estimated Ownership PositionPhase 3
MS follow up questions
Return of EOP document stating what Microsoft Agrees the customer owns and is entitled to use.
Compliancy requirements outlined as to what the customer is required to purchase to correct deficiencies.
Volume license quote from authorized vendor – CDW, Tech Soup, Dell, etc.
Return of proof of purchase to MS to add to customer EOP document.
Tips
Do not blow off or ignore the emails or phone calls
Cooperate and be friendly - do not hesitate to ask clarifying questions or reach out to your rep for answers
When communicating ensure it is in writing
Understand your rep is forwarding your responses to a Licensing Rep to do lookups
Do not supply false information or lie about details
If you are not compliant, agree to the shortfall and get working on at least a quote for your customer, sending the quote will show good faith and generally the MS rep will extend response deadlines out but they do not honor quotes as valid proof of ownership.
More Tips
If you need more time, ask and make sure you communicate to your rep about needing an extension.
The more proof the faster you get done.
Product Keys and Volume Agreement Numbers are King
Showing that you are working with customer to become compliant will avoid fines.
Failure to acknowledge or provide proof will result in potential fines from Microsoft.
Learn from the Audits
Brush up on your MS licensing requirements for active deployments (until they change them, again !)
Get Organized!!!
Increase level of documentation
Digital records of licensing and purchases
Take pictures and add them to client profile
Scan CALs, Downgrades, OEM Sheets into client profile
Talk to your customers about the need for trusted partner to help with licensing purchasing and audits