Microsoft Licensing Audits

Microsoft Licensing:Ensuring Compliance and Avoiding Pain

Mark Cavaliero

CEO

info@CarolinasIT.com

Let’s Look At:

•Why, what are my chances and what can happen?

•The types of audits•Planning and executing your strategy when audited

Why and What are My Chances?

• There’s increasing competition therefore a changing profit model for Windows

• Microsoft is increasing efforts to maximize revenue wherever possible

• Microsoft is auditing customers twice as frequently as other vendors.

•58% of executives surveyed said they have been

audited by Microsoft in the last 12 months.

And the “Nail your boss”

program certainly works!”

What Can Happen?

• Criminal Penalties – Fines for both individuals (up to $93,500), and

corporations (up to $467,500) and up to five years imprisonment.

• Civil Penalties – Damages of an unlimited amount

• Costs can also include the recovery of the

software vendor’s attorneys’ fees.

What Else Can Happen? You Incur:• The costs of purchasing current software

• The cost of purchasing for previous years

• Penalties

• Your legal fees

• Recovery of the software vendor’s attorneys’ fees

• Damage to your brand reputation

• Disruption of the normal flow of business efforts

The Two Types of Audits1. The “Microsoft Software Asset Management Review” (aka self-

audit)

• Authorized by the EULA

• Microsoft then evaluates what you report, and investigates anything that appears inaccurate.

• If you have any shortfalls, you must either true-up (purchase licenses) or prove you own the licenses in dispute

The Two Types of Audits

2. Business Software Alliance (BSA) Audit• Some indication of intentional software piracy• Much more formal• Much more dangerous

https://reporting.bsa.org/r/report/add.aspx?src=us&ln=en-us

Planning Your Strategy

• Think of it like an IRS audit

• You can’t opt out

• It must MATCH all the way around!

• Software Asset Management (SAM) is a continual effort

• Pay attention to deadlines, don’t wait until the last minute

• An audit will take many hours of someone’s time

• The data you provide will be examined in detail

• Dell systems now ship with the COA embedded, universal keys used for install don’t work for reporting

• Ask for an extension if you need it

Planning Your Strategy

Best Practices

Establish purchasing standards

Implement some type of Software Asset Management tool

Active and continual allocation, de-allocation, and re-allocation of

software assets

Executive buy-in and enforcement of

asset management policies

Eight Takeaways

• You will get audited

• Don’t use OEM licenses

• Use Volume licensing or Office 365 Licensing

• Formally designate policies and someone to handle licensing

• Conduct regular reviews

• Use an inventory/discovery tool on your network

• SPLA licensing shifts to burden to your service provider

• We can help!

Helpful Links

• Microsoft License Advisor - http://mla.microsoft.com/default.aspx

• Microsoft Software Inventory Analyzer http://www.microsoft.com/sam/en/ca/msia.aspx

• Microsoft Software Asset Management: http://www.microsoft.com/sam

• Free Microsoft “MAP” tool www.microsoft.com/map

• Download the Microsoft Volume Licensing Reference Guide

• How to use the Microsoft Volume Licensing Center

• Microsoft Licensing Blog: http://blogs.technet.com/b/volume-licensing/

• Software Assurance Information

• http://www.microsoft.com/licensing/software-assurance/default.aspx

info@CarolinasIT.com