microsoft enterprise agreement renewal

Microsoft Enterprise Agreement renewal – Four steps to a success

Microsoft Enterprise Agreement Guide 

Executive Summary

  • Microsoft Enterprise Agreement (EA) is a volume licensing program for organizations with 250 or more users or devices.
  • EA allows companies to purchase licenses for multiple Microsoft products, such as Windows, Office, and servers, at a discounted price.
  • EA also includes Software Assurance, which provides access to technical support, upgrades, and other benefits.
  • Cloud Solution Provider (CSP) program is another Microsoft licensing program that allows companies to purchase cloud services, such as Azure and Dynamics 365, on a subscription basis.
  • Benefits of Microsoft EA include cost savings, access to the latest software, and flexible license management.
  • To negotiate a Microsoft EA renewal, companies should review their current usage and plan for future needs, research competitive pricing, and negotiate with Microsoft or a licensing partner to ensure they are getting the best deal.
  • It’s important to understand the difference between EA and CSP and which one is best suited for your organization’s needs.
  • It is also important to review the terms of the agreement and ensure that the company is only paying for what they are using.

What is a Microsoft enterprise agreement?

A Microsoft Enterprise Agreement (EA) is a volume licensing program designed for organizations with 250 or more users or devices. It allows companies to purchase licenses for multiple Microsoft products, including Windows, Office, and servers, at a discounted price. The EA also includes Software Assurance, which provides access to technical support, upgrades, and other benefits. This agreement is generally for large enterprises and government customers and requires an annual commitment.

What is the benefit of the Microsoft Enterprise Agreement?

The benefits of a Microsoft enterprise agreement include:

  1. Discounted pricing: Organizations can purchase licenses for Microsoft products at a discounted rate.
  2. Payment flexibility: Organizations can spread payments over a three-year period, which can help with budgeting and cash flow.
  3. Centralized management: With a single agreement for all of an organization’s Microsoft products, it becomes easier to manage and track licenses, deployments, and usage.
  4. Software Assurance: EAs include Software Assurance, which provides organizations with access to new product releases and the latest version of products, as well as support and training.
  5. Volume licensing: Enterprise agreements are designed for organizations with more than 250 PCs. It allows organizations to purchase a large number of licenses at once and to have a single agreement for all of an organization’s Microsoft products.
  6. Customization: The enterprise agreement process allows for the customization of the agreement to meet the specific needs of the organization.
  7. Compliance: Enterprise agreements typically include measures to ensure compliance with licensing agreements and to help organizations avoid accidental noncompliance.

What is a Microsoft EAS?

EAS stands for “Enterprise Agreement Subscription” and is an alternative to the traditional enterprise agreement offered by Microsoft. An EAS provides an organization with the flexibility to purchase a subscription for Microsoft products and services on a per-user, per-month basis. This allows organizations to pay for only the users and services they need when they need them.

An EAS is designed to provide organizations with more flexible and cost-effective ways to purchase and manage their Microsoft licenses. It allows organizations to scale their license usage up or down as needed and also provides access to services such as Azure, Dynamics 365, and Power Platform.

Additionally, EAS allows organizations to manage their licenses and services through the Microsoft Cloud Solution Provider (CSP) program, which provides access to additional benefits such as technical support, billing, and management tools.

It’s important to note that EAS is only available for organizations with less than 250 users; for organizations that size and above, a traditional enterprise agreement would be the best fit.

What is a Microsoft licensing agreement?

A Microsoft licensing agreement is a legal contract between an organization and Microsoft that outlines the terms and conditions under which the organization can use Microsoft’s software and services. These agreements provide organizations with the right to use specific Microsoft products and services and also establish the rules for how those products and services can be used and managed.

There are different types of Microsoft licensing agreements, depending on the products and services being used, as well as the size and needs of the organization. The most common types of Microsoft licensing agreements include:

  1. Volume licensing agreements: These agreements are designed for organizations with more than 250 PCs and provide a way for organizations to purchase licenses for Microsoft products at a discounted rate.
  2. Open licensing agreements: Open licensing agreements are designed for organizations with fewer than 250 PCs and provide a way for organizations to purchase licenses for Microsoft products at a discounted rate.
  3. Cloud services agreements: These agreements provide organizations with access to Microsoft’s cloud-based products and services, such as Azure and Office 365.
  4. Enterprise Agreement Subscription (EAS): An EAS is an alternative to the traditional enterprise agreement offered by Microsoft; it provides an organization with the flexibility to purchase a subscription for Microsoft products and services on a per-user, per-month basis.

Each Microsoft licensing agreement has its own set of terms and conditions, which organizations must agree to before they can use Microsoft’s software and services. Organizations must also comply with the terms of the agreement to maintain their license to use Microsoft’s software and services.

What is a Microsoft Enterprise Enrollment?

A Microsoft Enterprise Enrollment (EE) is a type of volume licensing program offered by Microsoft to organizations with more than 250 PCs. It is designed to provide organizations with a comprehensive and flexible way to purchase, deploy and manage Microsoft products and services.

An EE provides organizations with access to a wide range of Microsoft products and services, including Windows, Office, Exchange, SharePoint, and Dynamics, as well as cloud-based services such as Azure and Office 365.

An EE also includes Software Assurance, which provides organizations with access to new product releases and the latest version of products, as well as support and training.

The EE program is split into two tracks: Core Infrastructure Suite (CIS) and Cloud Platform Suite (CPS). The CIS track is focused on traditional on-premises infrastructure, and the CPS track is focused on cloud-based services.

Benefits of an Enterprise Enrollment include:

  • Discounted pricing
  • Volume licensing
  • Centralized management
  • Software Assurance
  • Flexibility and scalability
  • Customization and Tailoring

It’s important to note that an Enterprise Enrollment is different from an Enterprise Agreement (EA) which is a similar program, but it is only available for organizations with more than 250 PCs.

What happens when Microsoft Enterprise Agreement expires?

When a Microsoft enterprise agreement (EA) expires, the organization will lose access to the benefits of the agreement, such as discounted pricing, Software Assurance, and support. Additionally, the organization will need to purchase new licenses for any Microsoft products that it continues to use. This means that the organization may need to pay full price for the licenses, which can be significantly more expensive than the discounted pricing provided through the EA.

If an organization is using Microsoft products under an EA and the agreement expires, it will no longer be in compliance with Microsoft’s licensing terms. This means that the organization will be at risk of receiving penalties for noncompliance, such as fines or legal action.

It’s important for organizations to renew their enterprise agreements well before they expire in order to ensure that they do not lose access to the benefits of the agreement and to avoid potential noncompliance issues. Organizations should work with their Microsoft account representative to create a new agreement and review their current usage and discuss any changes to the organization’s needs.

What is the difference between EA and EAS?

The main difference between a Microsoft enterprise agreement (EA) and an enterprise agreement subscription (EAS) is the way in which the licenses and services are purchased and managed.

An EA is a volume licensing program for organizations with more than 250 PCs. 

Organizations can purchase licenses for Microsoft products at a discounted rate and spread payments over a three-year period. An EA also includes Software Assurance, which provides organizations with access to new product releases and the latest version of products, as well as support and training.

An EAS, on the other hand, is a subscription-based licensing program for organizations with less than 250 PCs. Organizations can purchase licenses and services on a per-user, per-month basis, which provides more flexibility in terms of scaling up or down as needed. Organizations can also manage their licenses and services through the Microsoft Cloud Solution Provider (CSP) program, which provides access to additional benefits such as technical support, billing, and management tools.

In summary, an EA is designed for organizations with more than 250 PCs and is focused on providing a discount on the licenses with a 3-year contract, while an EAS is designed for organizations with less than 250 PCs and is focused on providing more flexibility and scalability in terms of purchasing and managing licenses and services on a subscription basis.

What is the difference between EA and CSP?

The main difference between a Microsoft enterprise agreement (EA) and a Cloud Solution Provider (CSP) program is the way in which the licenses and services are purchased and managed.

An EA is a volume licensing program for organizations with more than 250 PCs. Organizations can purchase licenses for Microsoft products at a discounted rate and spread payments over a three-year period. An EA also includes Software Assurance, which provides organizations with access to new product releases and the latest version of products, as well as support and training. The agreement itself is between the organization and Microsoft.

CSP is a program that allows partners such as resellers, service providers, and managed service providers to resell Microsoft cloud services, such as Azure and Office 365, to their customers. CSP partners can purchase Microsoft services and manage them on behalf of their customers, providing them with additional services such as billing, technical support, and management tools. The agreement is between the partner and Microsoft.

In summary, an EA is designed for organizations with more.

Microsoft Enterprise Agreement Renewal is a process most enterprises undergo every 3 years. As your business grows and evolves, it is important to stay up-to-date with the latest technology and software to remain competitive in the market. One way to do this is through Microsoft’s Enterprise Agreement (EA), which provides organisations with convenient tools to license Microsoft products organisation-wide.

However, renewing an EA can be a complex and time-consuming process, and it is crucial to approach it with careful planning and preparation.

Trustworthy data

One of the first steps in preparing for a Microsoft EA renewal is to collect existing licensing and usage data. This includes identifying which products and services are currently being used and the number of users and devices that need to be licensed.

It is important to be as accurate as possible in this step. Any errors or oversights could lead to higher costs of underutilised licenses or risk of non-compliance penalties.

Strategic planning for digital transformation

Once the current licensing and usage data has been collected, it is essential to conduct a strategic review of digital transformation projects and plans for cloud migration.

This will help determine which products and services will be most valuable for the business in the coming years and inform the negotiations for the EA renewal.

Commercial planning

Commercial planning is another critical aspect of preparing for a Microsoft EA renewal. This includes identifying the budget and resources available for the renewal process and setting goals and priorities for the agreement.

It is also essential to consider any potential negotiating points, such as the growing cloud consumption requirements and the level of support needed.

Preparing for negotiations

As the renewal deadline approaches, it is vital to begin preparing for negotiations. This includes researching the current market rates for Microsoft products and services and any discounts or promotions that may be available.

It may also be helpful to seek the assistance of an independent >Microsoft licensing expert to help negotiate the best possible terms for the EA.

Achieving your ultimate goal

Ultimately, the goal of the Microsoft EA renewal process is to secure a right-sized agreement that meets the needs of the business at a fair price. By collecting accurate licensing and usage data, conducting a strategic review of digital transformation projects and plans for cloud migration, and preparing for negotiations, you can ensure that you get the most value out of your Microsoft EA.

Early preparation is key to a successful Microsoft EA renewal. By taking the time to carefully plan and prepare for the process, you can secure the right-sized agreement that meets your needs, supports your digital transformation, and helps you stay competitive in the market.  If you need help with your Microsoft Enterprise Agreement Renewal – contact us.

Microsoft Enterprise Agreement – Frequently asked questions

How our Microsoft Experts Can help

  • Microsoft Enterprise Renewal Service: Our team of experts will work with you to renew your existing Microsoft Enterprise Agreement (EA) and ensure that you are getting the best value for your organization.
  • We will analyze your current agreement and usage to identify any potential cost savings or areas for improvement.
  • We will negotiate on your behalf with Microsoft to ensure that you receive the most favorable terms and pricing for your organization.
  • We will also work with you to review and update your Software Assurance benefits to ensure that you are taking full advantage of the benefits that are available to you.
  • We will provide guidance on selecting the right Microsoft products and services to meet your organization’s needs and goals.
  • We will also assist with the EA enrollment process and ensure that the renewal is completed in a timely and efficient manner.
  • Our team will be available to provide ongoing support throughout the duration of your EA to ensure that you are getting the most value from your investmen