Complete Guide for Microsoft Enterprise Agreement True Up 2023

The Microsoft Enterprise Agreement (EA) True-Up process involves:

• Annual Reporting: Organizations report any increased usage of Microsoft products and services beyond their initial commitment each year.
• Compliance: The True-Up ensures organizations comply with their Microsoft EA terms.
• Payment: After reporting, organizations must pay for the additional usage.
• Flexibility: It accommodates changes in product and service usage during the year.
• License Adjustment: The True-Up process allows license adjustments based on actual usage.

Learn About The Microsoft Enterprise Agreement

Here Are The Key Components of the Microsoft Enterprise Agreement:

• Enterprise Products: Office Professional, Windows Operating System, Core/Enterprise Client Access License, and certain Office 365 subscriptions
• Additional Products: Visio, Project, Windows Server, Exchange Server, etc.
• Online Services: Temporary use rights for various Microsoft products

Understanding Microsoft Enterprise Agreement True-up

Microsoft’s EA program is tailored for organizations committing large to Microsoft products.

The true-up process enables these organizations to account for any incremental usage of Microsoft products throughout the year.

To efficiently manage your true-up, it’s crucial to understand the different types of products available and the associated licensing implications:

1. Enterprise Products

• Must be purchased for all Qualified Users or Qualified Devices
• Perpetual use rights granted at the end of the EA term

2. Additional Products

• Can be purchased on an à la carte basis
• Perpetual use rights granted at the end of the EA term

3. Online Services

• Temporary use rights only during the EA term
• No perpetual licenses granted

Managing the Microsoft Enterprise Agreement True-up Process

Accurately counting the number of deployed instances of Microsoft products is essential for the true-up process.

Some organizations utilize sophisticated asset management systems to generate deployment reports, while others maintain careful yearly records.

Regardless of the method, all organizations must submit a true-up report to Microsoft and pay for any incremental usage at the end of the year.

Adding New Products to Your Microsoft Enterprise Agreement

The Microsoft EA has strictly defined processes for adding new products or incremental usage for previously ordered products:

A. Adding new products not previously ordered

• Contact a Microsoft Account Manager or Software Advisor for Enterprise Products or Enterprise Online Services
• Place an order in the month the Additional Product is first used

B. Adding licenses for previously ordered products

• Additional licenses for previously ordered products (excluding Online Services) must be included in the next true-up order
• Additional licenses for Online Services must be ordered before use, with some exceptions.

C. True-up requirements

• Submit an annual true-up order that accounts for any changes since the initial order or last order
• If there are no changes, submit an updated statement instead.

Timing Considerations for Microsoft Enterprise Agreement True-up

The true-up report is due at least 30 days before the agreement anniversary for the first two years of your agreement. In the third year, the true-up report must be submitted 30 days before expiration.

Assessing Changes in Your Organization

The true-up process accounts for any increased licensed products and helps ensure your licensing is current and accurate.

To effectively evaluate your organization’s growth and changes, contemplate the following aspects:

1. Did you experience growth in your computer systems or workforce this year?
2. Have any acquisitions taken place?
3. Did you expand your server infrastructure or implement server clusters?
4. Did you transition users between on-premises licenses and Online Services subscription licenses?
5. Have you procured any Online Services subscription licenses before their actual usage?
6. Have you deployed virtualized servers or desktop environments?
7. Did you introduce desktop applications like Microsoft Office Project, Microsoft Office Visio, Microsoft Office OneNote, or Microsoft MapPoint?
8. Did you configure any servers for warm or hot disaster recovery purposes?
9. Have you moved piloted products or applications into full production?

Understanding Enrollment True-ups

Different types of Enterprise Agreements have varying enrollment requirements.

Here, we will explore the different types of enrollment true-ups:

1. Enterprise Enrollment True-up

• Focuses on Enterprise Products, Additional Products, and Enterprise Online Services
• Requires annual true-up reports and payments for any incremental usage
• Allows for adding new products throughout the agreement term

2. Server and Cloud Enrollment (SCE) True-up

• Focuses on committed servers and cloud products, such as SQL Server, Windows Server, and System Center
• Requires annual true-up reports and payments for any incremental usage
• Offers greater discounts and benefits for organizations with substantial investments in Microsoft’s server and cloud technologies

3. Enrollment for Education Solutions (EES) True-up

• Designed for educational institutions
• Requires annual true-up reports and payments for any incremental usage
• Provides access to a variety of Microsoft products and services at discounted rates for faculty and staff

4. Enrollment for Application Platform (EAP) True-up

• Focuses on application platform products like SQL Server, BizTalk Server, and SharePoint Server
• Requires annual true-up reports and payments for any incremental usage
• Offers substantial discounts and benefits for organizations investing heavily in Microsoft’s application platform technologies

5. Enrollment for Core Infrastructure (ECI) True-up

• Designed for organizations that rely on Microsoft’s core infrastructure technologies, such as Windows Server and System Center
• Requires annual true-up reports and payments for any incremental usage
• Offers benefits and discounts for organizations making significant investments in Microsoft’s core infrastructure products

Best Practices for Managing Your Microsoft Enterprise Agreement

To effectively manage your Microsoft EA true-up and ensure you are licensed accurately, consider the following best practices:

1. Maintain a detailed inventory of deployed Microsoft products.
2. Establish a process for tracking any changes in your organization, such as new hires, acquisitions, or product deployments.
3. Schedule regular internal audits to verify the accuracy of your licensing records.
4. Work with a Microsoft licensing expert to verify your license compliance.

By following these best practices, your organization can comply with Microsoft’s licensing requirements and avoid potential issues during the annual true-up process.

It’s essential to stay proactive in managing your Microsoft Enterprise Agreement to maximize the benefits and minimize any potential risks or costs associated with non-compliance.

FAQ on Microsoft Enterprise Agreement True Up

Expert advice on Microsoft Enterprise Agreement True Up

1. Maintain accurate inventory: Keep a detailed and up-to-date record of your organization’s deployed Microsoft products and services. This includes tracking software installations, usage, and any changes in your IT infrastructure to ensure accurate license counts during the true-up process.
   
2. Perform regular internal audits: Schedule periodic audits to verify and validate your organization’s software usage. This practice helps identify discrepancies or potential areas of non-compliance before the annual true-up, allowing you to address any issues proactively.
   
3. Leverage available tools and resources: Consult Microsoft licensing experts to help you navigate the complexities of the true-up process. These resources can provide valuable insights and guidance to ensure accurate license reporting and compliance.
   
4. Communicate with your Microsoft Account Manager or Software Advisor: Keep an open line of communication with your designated Microsoft contact throughout the true-up process. They can provide valuable guidance, answer questions, and help you address any issues that may arise during the true-up.
   
5. Plan for organizational changes: Stay aware of any changes that could impact your licensing requirements, such as mergers, acquisitions, or employee counts. Proactively managing these changes and updating your license counts during the true-up process helps ensure ongoing compliance with your Microsoft Enterprise Agreement.

Don’t Leave Your Microsoft Licensing to Chance: Stay Compliant with Our Expert Guidance

Navigating the complexities of Microsoft’s Enterprise Agreement and the true-up process can be challenging, but staying proactive and informed is critical to avoiding potential risks and costs associated with non-compliance.

Let our team of Microsoft licensing experts with 20 years of experience guide you through the true-up process, ensuring accurate license reporting and compliance with your Microsoft Enterprise Agreement.

We’ll help you understand the different types of products and services, manage your true-up efficiently, and provide the support you need to handle organizational changes.

Don’t risk non-compliance or face potential penalties. Take control of your Microsoft Enterprise Agreement true-up today.

Contact us to schedule a consultation with one of our Microsoft licensing experts, and let’s help you maximize the benefits of your Enterprise Agreement while staying compliant.