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A GUIDE TO NEW TERMS IN THE 2011 MICROSOFT ENTERPRISE AGREEMENT JUNE 2012
Abstract/Executive Summary:
Today, the blending of personal and work devices is challenging businesses to maintain secure IT environments, while ensuring compatibility. Meanwhile, organizations must more readily accommodate a dynamic and increasingly distributed workforce. For some companies these growing trends are driving their desire to deliver IT using cloud services and Virtual Desktop Infrastructure (VDI) solutions. Cloud computing and virtualization are challenging more traditional licensing models with new ways to develop, deliver and deploy applications and IT solutions. In response to these dynamics, Microsoft has made significant enhancements and structural changes to the 2011 Enterprise Agreement (EA) and related Enrollments.
Why should you read this? Youre signing or renewing a Microsoft Enterprise Agreement (EA) and wish to understand 2011 EA updated terms and conditions. Youre conducting an in-depth review of 2011 EA terms and conditions against older EA contracts. Youre advising fellow decision makers on updating or renewing your current EA.
The result is a more versatile agreement that preserves the fundamental values of the EA, while adding new flexibility to help customers license Microsoft products and services for emerging IT options and changing workforce requirements. More specifically, these new agreements include additional terms to help you license Microsoft cloud services and offer greater latitude to include devices used to access Microsoft software through VDI. Also, the EA structure has been streamlined and modified to help clarify licensing requirements, improve pricing policies, and ease overall management for Microsoft Volume Licensing customers. When the time comes to renew your current EA, its invariably a decision with a number of factors to consider. The options available with modern Microsoft licensing, not to mention the effort required to review and negotiate new agreements, require that you have a clear understanding of how the updated EA licensing terms will support and impact your plans for the future. The goal of this paper is to help explain what changes Microsoft has made to the EA, why these changes were necessary, and how these changes can benefit your organization. Consider using this paper as foundational information to help you and fellow decision makers conduct a more in-depth review of the 2011 EA.
Key Takeaways:
This paper provides examples of how new terms in 2011 EA can benefit Microsoft Volume Licensing customers by: Offering volume discounts for Microsoft on-premises licenses and enterprise cloud services with predictable pricing throughout your agreement term. Expanding licensing definitions to be more inclusive of new computing devices appearing in the workplace. Delivering support for virtual desktops through expanded product use rights and management tools.
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Helping you license future products, services, deployment options and user scenarios with modified agreement terms and structures. Maintaining and enhancing business value classically associated with the EA such as easing license management and budget predictability.
Additionally, there are some key changes that will impact your future renewal options. Most notable is the elimination of the one-year renewal option, and modifications to the annual True-up order timing and submittal guidelines.
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Harvard Business Review Analytic Services, How the Cloud Looks from the Top: Achieving Competitive Advantage in the age of Cloud Computing, 2011 Microsoft Office 365 delivers familiar Microsoft collaboration and productivity tools through the cloud. Windows Intune simplifies how businesses manage and secure PCs with Windows cloud services and Windows OS.
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Taking advantage of Transitions does not require you to forego use rights to perpetual licenses you have at time of transition, even if you have not yet deployed said licenses. This supports your ability to transition back from cloud services using your perpetual (on-premises) licenses, should your IT landscape change. Minimum orders for Enterprise Online Services have been established to help you license cloud services for new users with no companywide commitment. This option may be especially attractive to customers who have not yet chosen an EA because of its companywide licensing requirement for Office Professional Plus, Windows OS and CAL Suites. CAL Suite Bridge SKUs now exist to help you maintain licensed coverage for the Core CAL and Enterprise CAL components that dont have cloud equivalents. When you transition your licenses from on-premises to online services, you benefit from the ability to break up your CAL Suite to align with the online services license constructs. For example, when a customer with the Core CAL suite moves to Office 365 Plan E3-E4, their Core CAL suite is modified to reflect the use of Microsoft SharePoint Server, Lync Server and Exchange Server (which
Transition means the conversion of one or more License(s) to or from another License(s). Products eligible for Transition and permitted Transitions are identified in the Product List. 3
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have cloud equivalents), and Windows Server and Microsoft System Center (which do not have cloud equivalents, but remain as on-premises licenses). CAL Suite Bridge SKUs can also be thought of as equivalent SKUs, which allow you to retain price level discounts when you have hybrid deployments. Online Services Step-Up Licenses now exist which allow you to move up to greater value productivity suites of Office 365 [e.g. from an Office 365 (Plan E2) to an Office 365 (Plan E3)] with the price reflected as a delta between lower- and higher- level service. These Licenses act similar to SA Step-up Licenses, which allow you to upgrade from a lower- to higher-level edition product such as Office Standard to Office Professional Plus, and pay only the pricing difference. Online Services Plans for kiosk workers such as Office 365 (Plan K1 and Plan K2) present an opportunity to provision users with productivity tools which they may not have had an opportunity to access in the past. While the Kiosk Worker Plans do not satisfy the commitment requirement of your EA, they may be purchased under your EA to equip users who do not currently have a corporate email account or access to company portals. Examples would be 'deskless' workers, shift workers or retail store employees who share PCs. License Reservations make Office 365 and Windows Intune available to you for use without requiring a purchase order up front. This process is unique to the EA and enables you to equip users with online services as needed, and account for these subscription licenses at your next agreement anniversary via new True-up provisions. This aligns with the True-up process for on-premises software. Online Services Extended Terms now exist to help ensure continuity of your business-critical online services in cases of an unforeseen delay in renewal or no renewal.
The impact of these updated terms is that the 2011 EA now gives you: A way to transition to cloud services when it makes sense for your organization. The flexibility to move your users between on-premises and cloud services as business requirements and expectations change. The ability to match workloads of different types of users and fully use the capabilities of Microsoft cloud services. The opportunity to adjust volume and mix of cloud services annually to meet fluctuations in workforce, including a way to scale up or down the number of licenses for temporary workers. A no-cost grace period when you are moving your users onto cloud services, during the agreement year in which you transition.
Forrester, The Total Economic Impact of Microsoft Office 365, June 2011
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transition certain licenses with Software Assurance, and taking advantage of other Software Assurance benefits that support cloud migrations. (See section on Software Assurance support for cloud services.)
Enterprise Agreement
The structure of the Enterprise Agreement consists of three components: Enterprise Enrollment Enrollment for Core Infrastructure the Microsoft Business and Services Agreement (MBSA), the Enterprise Enrollment for Application Platform Agreement, and any Enrollments. The MBSA covers multiple Microsoft Volume Licensing programs including the Enterprise Agreement and also Services terms. The Enterprise Agreement governs all Enrollments signed under the EA. Each Enrollment then contains terms which apply only to the specific offers available under that Enrollment, as well as outlines ordering, billing and pricing terms.
Enrollments:
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By simplifying the umbrella EA contract, and placing more detailed agreement terms such as product and service definitions, price setting, order requirements, renewal terms etc. in the Enrollment Agreements themselves, the 2011 EA: Streamlines contract review and negotiation by aligning contract documents under one thin umbrella Agreement, which allows you to focus your review on the Enrollment terms associated with the licensing solutions youve chosen. Simplifies the license agreement process by allowing general governing contract terms to be signed once, without the need to re-negotiate terms when you choose to purchase additional licenses through your Enrollment(s). Increases Enrollment openness and flexibility to allow the addition of new products and services and licensing options, which helps reduce the need for overriding amendments to enable future licensing scenarios. Merges EA and EA Subscription Agreements so that if you have Enrollments under both programs (standard Enrollment and Subscription Enrollment) you sign one set of documents, streamlining the agreement acceptance and overall renewal process. Modernizes terms and terminology using simplified language to make agreements more concise and to address ambiguities.
Note that Microsoft may re-level your pricing discount should your organization grow and qualify for increased discounts (for instance, through a corporate acquisition where you increase the number of devices/users in your organization). Such re-leveling would require a new customer price sheet to reflect the new discounts, and any releveling would apply to all future orders for the remainder of the current agreement term.
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True-up orders
With the 2011 EA, Microsoft made changes to the True-up order due date, which helps Microsoft ensure youre taking advantage of allowable license transitions or license reductions. This change is important as it means youll want to start to prepare for your True-up earlier than you may have in the past. The True-up order window has changed and is now 60-30 days prior to the Enrollment anniversary (formerly this was 60-day prior to anniversary to 15 days after anniversary). Note, however, that the True-up timing change does not impact when you receive your annual invoice. You can still be billed at your anniversary, versus the time you submit the True-up order.
Renewals:
While Microsoft and customers often talk about renewing an EA, technically renewal decisions are made for individual Enrollments. Your EA may contain several Enrollments such as Enterprise Enrollment, Enrollment for Core Infrastructure (ECI), or Enrollment for Application Platform (EAP). Key updates include: Three-year Renewal: Although with some earlier agreements customers occasionally used the one-time, oneyear renewal option, renewals have now been standardized to have three-year renewal terms. This is applicable to all 2011 EA Enrollments and can help simplify license management. Available fixed buy-out pricing: For Subscription Enrollments, upon initial purchase you will now have visibility to the fixed prices for any buy-outs should you choose this option at the end of your Enrollment. This will help you plan for and fully understand the cost of purchasing these perpetual licenses in advance of any buy-out purchases. Enterprise Product mix changes: In earlier agreements continuing your Enrollment with a change in Enterprise Product mix (i.e. covering more or fewer Enterprise Products) required you to execute a new Enrollment. Going forward, the updated 2011 Enrollment terms will enable you to change your Enterprise Product mix for a renewal term without such a requirement. Available Additional Products: In earlier agreements, ECI and EAP customers were required to purchase Additional Products, such as required Client Access Licenses (CALs), via a separate agreement. Updated Enrollment terms now allow customers to purchase and manage Additional Products directly through their ECI and EAP Enrollments.
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Planning Services that offer additional guidance to help you plan a migration to Office 365 (Plan E2-E4), optimize your private cloud, or extend on-premises applications to a public cloud. IT and End-User Training which you can use to build technical skills and ready users for Office 365. New Product Versions which give you access to new software versions as soon as they are released for onpremises licenses covered under SA. You can use these to reduce the costs of updating desktops to optimize the Office 365 services or update core server products to support hybrid deployments.
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Finally, even with the increasing popularity of VDI and interest in cloud computing, large-scale desktop deployments are not going away. Microsoft continues to help make these deployments easier to secure and manage with attractive pricing on Desktop Platforms5, and advanced technologies found in Windows Enterprise Edition and MDOP.
In short, Microsoft has enhanced the Enterprise Agreement to address what customers are asking for with respect to cloud, device and deployment flexibility. The EA has now grown into an even better licensing vehicle by preserving its fundamental values, while adding new flexibility to license products and services for emerging IT options and changing workforce requirements.
Desktop Platforms combine Windows Enterprise Edition, Microsoft Office Professional Plus, and a choice of Client Access License Suites (Core CAL or Enterprise CAL). These platform products are licensed for every device or user in your organization and offer additional savings over purchasing products separately.
More Information:
Contact your reseller or Microsoft account team or check the Microsoft Volume Licensing site. You can also read referenced analysts reviews and topic-specific information found in the Additional Resources section below. In the United States, call (800) 426-9400, or find an authorized reseller. In Canada, call the Microsoft Resource Centre at (877) 568-2495. Worldwide, for information about Volume Licensing offerings available in your area, find the Microsoft Volume Licensing site for your country/region.
Additional Resources:
Forrester, The Total Economic Impact of Office 365, June 2011 Harvard Business Review Analytic Services: How the Cloud Looks from the Top: Achieving Competitive Advantage in the Age of Cloud Computing, 2011 Microsoft, CAL Suite Bridges Overview, June 2011 Enterprise Agreement True-up Guide
2012 Microsoft Corporation. All rights reserved. This document is provided "as-is." Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. You bear the risk of using it. Some examples are for illustration only and are fictitious. No real association is intended or inferred. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes. Microsoft provides this material solely for informational and marketing purposes. Customers should refer to their agreements for a full understanding of their rights and obligations under Microsofts Volume Licensing programs. Eligibility for Software Assurance benefits varies by off ering and region and is subject to change. The Terms and Conditions of your Volume License Agreement and the Terms and Conditions under which any specific Software Assurance benefits are offered will take precedence in the case of any conflict with the information provided here. For eligibility criteria and current benefit program rules, see the Microsoft Product List. [Publication: 060812] Microsoft Volume Licensing