Steven ClarkSmile Business Products

Network Services Manager

Managed IT Clients vCIO

MCITP: Server Administrator

MCITP: Support Tech & Virtualization

MCSA: 2008 & 2012

sclark@smilebpi.com - 916-481-7695

Audited by Microsoft?WHAT TO EXPECT – GOOD, BAD, AND RELIEF

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

Questions &

Answers