Post-Renewal Checklist for Microsoft Agreements
Signing a new Microsoft agreement or renewal is a major milestone, but the work doesn’t end at the signature. The post-renewal phase ensures your organization reaps the deal’s benefits, complies with the terms, and effectively communicates changes to all impacted stakeholders.
Think of it as a “new contract onboarding” period. This section provides a checklist of essential post-renewal activities covering license compliance checks, entitlement management, and stakeholder communication.
By following a structured post-renewal checklist, IT leaders and sourcing professionals can avoid common pitfalls (such as paying for stuff that isn’t used, or falling out of compliance due to misunderstanding new terms) and set the stage for a smooth contract lifecycle going forward.
Read Microsoft Contract Renewal Planning & Strategy
Key Considerations: Immediate Post-Renewal Activities
After renewing your Microsoft agreement (whether it’s an EA, CSP subscription, or MCA arrangement), take these steps as soon as the ink is dry:
1. Verify Entitlements and Documentation:
Obtain and file all contract documents once the renewal is executed.
This includes:
- The signed agreement or renewal order form, amendments negotiated, and updated Product Terms (relevant to your agreement’s effective date).
- You should create a new Customer Price Sheet (CPS) or similar that lists all the products, quantities, and prices you agreed to. Cross-check this against your final negotiations to ensure it matches what was promised.
- If applicable, an updated Microsoft License Statement (MLS) reflecting the new entitlements (though this might come later).
- If there are any special terms or side letters, ensure you have them in writing. For example, if Microsoft granted you a special concession or exception, ensure you have an email or document confirming it.
Keep these documents in a secure repository accessible to those managing the licenses. It’s wise to have a “contract bible” containing the MBSA, EA Enrollments, amendments, product selection forms, etc. This documentation is critical for future reference, true-ups, and any audits.
2. Update Internal License Inventory and Tracking:
Reflect the new agreement entitlements in whatever system you use to track licenses (a SAM tool, an Excel sheet, or an internal database).
Essentially:
- Add the newly acquired license quantities and types. For instance, if you just renewed for 1,000 Office 365 E3 and 200 E5, update those as your new entitlements with their effective dates.
- Remove or adjust any licenses that were dropped. If you did not renew some products (e.g., Visio or Project for some users), mark those as expired or removed from entitlement.
- Note your system’s new expiration dates or renewal dates (e.g., the new EA term runs from July 2025 to June 2028).
- Record any changes in license metrics or terms. For example, note that shift if you moved from per-device to per-user licensing for Windows.
This ensures your internal records start clean for the new term. Updating asset management tools with new license keys or activation IDs obtained through the Microsoft 365 admin center or Volume Licensing Center is also useful.
3. Communicate Changes to IT Teams and Administrators:
Gather the IT operational teams (desktop support, server admins, cloud admins, etc.) and brief them on how the renewal affects them.
Key points to cover:
- New Services or Features Available: If you added new licenses (say Power BI Pro for all, or new Azure services under the commit), ensure the responsible teams know these are now available. For instance, the O365 admin should know if users now have E5 security features enabled so they can configure and monitor them.
- Services or Licenses Discontinued: If certain licenses were not renewed, instruct IT to de-provision those accordingly. For example, if you dropped 100 Project Online licenses, ensure those are unassigned from users to avoid compliance issues or confusion. You don’t want users continuing to use a service for which you didn’t renew your rights.
- License Reallocations: If you reallocated or consolidated licensing, explain any changes. E.g., “We moved our Azure VM licensing to Azure Hybrid Benefit under the new deal – so server team, be aware to tag those instances correctly,” or “We switched Visio to a subscription model for fewer users; others will lose access – please manage that transition.”
- Compliance Requirements: Remind teams of any compliance-related obligations. If any new clause was introduced (like more stringent audit rights or requirement to report something), make sure someone (SAM manager, etc.) is tasked to keep an eye. Usually, if it’s a straight renewal, compliance requirements remain similar, but note any differences in how true-ups or self-certifications need to be handled.
4. Inform Procurement/Finance:
Provide a summary of the final costs and any changes to the finance department.
- Confirm the final annual payment amounts and schedule so Finance can budget accordingly. If you negotiated different payment terms (e.g., upfront or multi-year prepay), ensure Finance knows when payments will hit.
- If the deal has consumption elements (like Azure), explain how those will be billed (monthly consumption against a pre-committed amount, overage handling, etc.). Finance might need to set up new PO or cost center structures to track these.
- If any costs are cross-charged to business units, supply the breakdown of licenses by department as needed. Often, after renewal, procurement allocates the license costs internally; the renewal team should pass along the necessary information.
5. End-User Communication (if applicable):
In some cases, changes in the Microsoft agreement affect end users or the general employee base:
- If new software or capabilities are now available to users, announce them! For example, “Our organization has upgraded to Microsoft 365 E5, so you now have access to Audio Conferencing in Teams,” or “We’ve added Power BI—interested users can request a license from IT.” This ensures you get the business value from the licenses you just paid for.
- Conversely, if certain things are no longer available (maybe you decided not to renew the Visio desktop app and will use a viewer or alternate), inform those specific user groups in advance to avoid disruption.
- Any change that might alter user experience (like moving from one product to another, or needing to reassign licenses) should be managed with proper communication and support.
Communicating the “key changes to stakeholders” after renewing is highlighted as a best practice. The idea is to ensure no one is in the dark about what’s now included or excluded.
Read How to Evaluate a Microsoft Renewal Proposal.
Compliance Check and True-up Alignment
6. Immediate Compliance Audit:
It’s wise to do a quick internal compliance check right after renewal, effectively a baseline:
- Confirm that current usage is within the limits of the new agreement. Since you possibly reduced some licenses at renewal, double-check that you didn’t accidentally under-license. For example, if you renewed 800 Windows Server licenses and you have 790 deployed, you’re fine; if you have 820 deployed, you need to address that immediately (maybe by purchasing a few via true-up or adjusting deployment).
- Make sure any “gap” allowed by renewal adjustments is closed. For instance, perhaps during negotiation, you identified some non-compliance you planned to resolve by buying licenses in the new agreement; verify that those licenses are now in place and the deployments are covered.
- Essentially, treat the renewal as a reset point for compliance. Document that your Effective License Position is balanced as of the renewal date, given the new entitlements. This helps if an external audit comes—you can show that post-renewal, you ensured everything was in order.
7. Align on True-up or Consumption Tracking:
If your agreement (like an EA) still requires annual true-up reports, mark the schedule and assign responsibility now.
Everyone should know that, for example, 60 days before each anniversary, you’ll need to count any increases. If you negotiated special terms, such as the ability to true-down certain subscriptions at anniversaries (in case of an EAS), integrate that in your process.
The goal is to avoid surprises at the first anniversary.
- Set up monitoring for consumption-based elements (Azure under MCA or EA, for example). Use Azure cost management to track progress against any commit. If you have a $500k/year Azure commitment, you might set quarterly checkpoints to see if spend is on pace. That way, you can adjust usage or purchases proactively if behind or ahead. Essentially, operationalize the consumption tracking so that by the end of the term, you neither drastically under-consume (waste money) nor over-consume without budgeting.
- If the new agreement changed how you add licenses (e.g., moving to New Commerce Experience in CSP, where mid-term reductions are restricted), educate the asset management team on those new rules to remain compliant and plan changes appropriately.
8. Software Assurance Benefits & New Entitlements:
If you have Software Assurance (SA) in the agreement, don’t forget to utilize those benefits:
- Check your SA benefits portal for things like Training Vouchers, Planning Services days (though Microsoft has phased out some recently), or the Home Use Program. Make a plan with HR or IT training to use any training vouchers or enterprise skills initiative offers if available. These benefits have a use-it-or-lose-it nature; post-renewal is a great time to assign someone to manage them. For example, if you got 20 training voucher days, identify areas to use them (perhaps certification training for your IT staff).
- If your new agreement is an upgrade (like moving from Office Standard to Microsoft 365 Apps), plan the deployment of the new software version. Ensure IT can download the new software from VLSC or the M365 portal.
- If new products were included (maybe you got some Dynamics 365 licenses as part of a promotion), decide who will evaluate or use them, rather than letting them sit idle.
9. License Key Updates:
In case of on-prem licenses or hybrid setups:
- Retrieve new license keys from the VLSC for any on-prem software you renewed (e.g., Windows Server 2025 edition keys, etc.). Distribute these securely to the systems team.
- If you had to renew software assurance on on-prem products, update any systems that require new activation or authorization. For instance, renewals often extend the right to upgrade to newer versions—if a new Windows or SQL version is released, your SA grants rights; the team should be aware that they can upgrade without a new purchase.
Communication and Record-Keeping
10. Stakeholder Debrief:
Hold a debrief meeting with all internal stakeholders (the negotiation team and maybe extended stakeholders like business unit leaders if they were involved).
Summarize:
- What was achieved in the renewal (cost savings, new products, extended terms). For example: “We successfully negotiated a 10% cost reduction and added advanced security features for our users.”
- What changes occurred (so everyone hears it again): “We dropped product X, added Y, changed licensing model for Z.”
- Discuss the plan to implement new items and who is responsible for follow-up actions (we’ve touched on many of these: IT deploys new features, SAM tracks usage, etc.).
- Capture lessons learned for next time. Perhaps the team notes “We should start even earlier next renewal” or “We found out true-up process could be smoother, let’s refine that this year.” Document these while fresh.
A debrief ensures alignment going forward, celebrates the team’s efforts, and educates any broader audience on the value achieved.
11. User and Helpdesk Awareness:
Ensure that your helpdesk or IT support teams are aware of the changes:
- If users call asking for a product that was dropped, support should know it’s not available and possibly suggest an alternative.
- If new applications are rolled out (like Teams Phone), the help desk should be briefed to handle questions.
- Update any internal self-service portals or software request systems to reflect the new catalog of available software licenses employees can request.
12. Organize Ongoing Contract Management:
Decide who will own the contract management for this Microsoft agreement through its lifecycle (if not already designated).
That person or team should:
- Track important dates (true-ups, expirations of any special offers, notification dates, if any).
- Ensure compliance is maintained (maybe schedule internal audits annually as discussed).
- Be the liaison with Microsoft or the reseller for any issues or changes mid-term.
- Keep an eye on Microsoft announcements that might affect the agreement (such as product name changes, feature changes, or licensing policy shifts) and assess whether any action is needed.
It’s easy after a big renewal to set it and forget it for three years, but proactive management can make the next renewal easier and catch issues early. For example, if Microsoft introduces a new product that could replace something you license, you can plan ahead rather than finding out during the next renewal negotiations.
13. Archive Old Licenses if Required:
If you discontinued use of certain software (for instance, you decided not to renew Visio, so you uninstalled Visio from machines or downgraded them to a viewer), ensure those installations are removed or archived.
Keeping unlicensed software installed, even if people aren’t “supposed” to use it, is a compliance risk. Do a sweep to uninstall or technically block usage of anything you dropped from the agreement.
Similarly, remove assignments of licenses you dropped for cloud services so no one can use them inadvertently.
14. External Communication (If Needed):
In some cases, it might be useful to communicate with external partners or auditors:
- If you have a software asset management vendor or consultant who assists you, inform them of the new agreement details so they can update their records.
- If an audit was ongoing or looming and the renewal was part of settling that, ensure all parties agree on the final effective license position after renewal (document any “we bought X to resolve compliance”).
- It could be as simple as telling your Microsoft account team the internal contacts for managing the new agreement (if different from those who negotiated it).
Examples
- Example 1: Smooth Rollout of New Features – A financial firm renewed its EA and added Microsoft 365 E5 (upgrading from E3) for all users to gain new security and compliance features. Post-renewal, their IT and security teams collaborated on a rollout plan: within 60 days, they enabled Advanced Threat Protection and Cloud App Security features that came with E5. They told end users that new email security was in place (with minimal impact on them aside from better protection) and trained the security operations center on the new tools. They also informed users that they now had the Audio Conferencing feature enabled for Teams meetings and provided a quick guide on using dial-in numbers. By doing this, the company quickly realized the value of what they purchased – the CIO could report to leadership that the additional cost of E5 yielded tangible security improvements and user features, rather than the unused licenses. This example shows effective use of communication and enablement to maximize ROI.
- Example 2: Preventing Post-Renewal Compliance Slip-Ups – A manufacturing company, after renewing, dropped about 20% of their licenses (they had over-licensed in prior years). They documented which licenses were removed (mostly Visio and some server CALs). However, six months later, during an internal audit, they found that some departments had reinstalled Visio from old media because “it used to be available.” This created a compliance issue since those installations were no longer covered. The issue was traced to the IT support catalog still having Visio listed as available software. As a remedy, they immediately uninstalled those copies and reinforced communication to all IT support units that Visio was removed from the standard build unless specifically allocated with a new license. The lesson was that thorough communication and system updates (like removing old software from self-service portals) are essential. After that scare, they put a stricter policy in place: if a software license isn’t renewed, it must be universally pulled from distribution and the network. This example highlights the pitfall of not fully communicating and enforcing changes and how to correct them.
- Example 3: Leveraging SA Training Benefits – A consultancy firm renewed an EA that included Software Assurance on various products. They hadn’t used their training vouchers in their previous term, essentially wasting a benefit. Determined to change that, the contract manager reviewed their SA benefits post-renewal and found they had 40 training days and some Azure credits. They coordinated with HR and arranged for staff to attend Microsoft training courses using those vouchers, which helped upskill their team on Azure and Modern Workplace. They also used the Azure credits to experiment with new cloud services in a test environment, getting value without extra spending. At the next steering committee, the IT director highlighted this, showing that the company was taking full advantage of what they pay for. It improved internal perception of the Microsoft deal (not just cost, but value gained). This underscores that checking and using SA benefits is part of the checklist to maximize value after renewal.
- Example 4: Post-Renewal Stakeholder Brief – A global bank’s CIO office did a formal post-renewal briefing for business unit leaders because the renewal had introduced a new cost allocation model. They explained which licenses each division was now charged for and the per-user cost, encouraging them to offboard unused accounts promptly to save cost (since removing a user under the new subscription model would reduce the renewal count next time). By doing so, they aligned everyone on ongoing cost management. This communication of “what was achieved and the agreement’s benefits to all stakeholders” echoes advice from licensing expert. It built transparency and accountability, and business leaders appreciated knowing the outcome (especially since some had lobbied for certain tools or budget considerations during negotiation).
Recommendations
Having a checklist is only useful if executed; here are recommendations to ensure these post-renewal tasks are performed effectively:
- Assign Clear Ownership for Post-Renewal Tasks: Before the negotiation team disbands, assign someone (e.g., the SAM manager or IT asset manager) as the point person for the post-renewal process. That person coordinates the checklist execution, from updating systems to sending communications. If possible, have a small “renewal transition” meeting right after signing to delegate tasks with deadlines (e.g., IT ops to uninstall retired software by X date, comms team to send user notice by Y date, etc.).
- Use a Written Checklist: It may sound obvious, but physically use a checklist document (like this one tailored to your environment) and tick off items. It ensures nothing is missed in moving on to other projects. It can be part of your project closure for the renewal.
- Communicate Early and Repeatedly: Don’t rely on one email to communicate changes. Use multiple channels: an official announcement, internal IT knowledge base updates, team meetings, etc. Reinforce the message, especially for any big changes (like dropped products or new processes). Sometimes, people ignore or miss the first communication, so a reminder (“As of this month, product X is retired—please use Y as an alternative”) a few weeks later can help.
- Audit After a Few Months: Schedule a follow-up internal audit 3-6 months into the new term to ensure things are as they should be. Check that no one reintroduced unlicensed software, verify that new licenses are being utilized (or if not, consider adjusting deployment or re-harvesting them), and confirm that consumption is on track. This acts as a safety net to catch any issues from the transition while it’s still early.
- Keep Stakeholders Engaged: Maintain a dialogue with key stakeholders throughout the term, not just at renewal time. For example, if you have quarterly IT leadership meetings, provide a brief update: “We’re six months into the EA, Azure usage is on track at 45% of commitment, no compliance issues to report, and we’re planning training for new Power BI capabilities next quarter.” This keeps the value and responsibilities of the agreement visible. It also sets a culture that software licensing is an ongoing concern, not a triennial fire drill.
- Monitor Microsoft Changes: Stay informed on Microsoft’s product and policy changes during your agreement. Subscribe to Microsoft’s product news or work with your partner to get alerts. If Microsoft changes something (like introducing a new feature free to certain license holders, or announcing end-of-life for a product by a certain date), you may need to act. For instance, if Microsoft announces that Software Assurance training vouchers will retire next year (which they did in the past), you’d want to use yours before then. Or if they change the terms for a cloud service (like requiring multi-geo licensing for certain data residency, as a hypothetical), you ensure compliance under the new rule. By keeping an ear to the ground, you can adapt during the term rather than be caught off guard later.
- Document Any Mid-Term Decisions: If, during the term, you make decisions like adding additional licenses, or if you negotiate any changes or exceptions with Microsoft (for example, maybe mid-term you negotiate to swap some licenses from one product to another), document those just like a renewal – keep emails or amendments. Also, update the checklist if needed (e.g., if you add a new product mid-term, run through a mini-checklist: do we have it in inventory, did we inform users, etc.). This continuous discipline avoids confusion at the next renewal.
- Prepare Early for Next Renewal: Finally, use the momentum of just finishing one renewal to set up the next cycle for success. That might include scheduling a reminder 18 months before expiration to start pre-renewal prep or maintaining the negotiation team’s contact list for the future. Also, possibly set aside notes of what you wish to tackle next time (e.g., “We compromised on X this time, revisit it next renewal”). This ties back into lessons learned—capturing them now helps institutional memory.
By following the post-renewal checklist, organizations ensure the “day 2” of their Microsoft agreement goes as planned.
This maximizes the value of what was negotiated, prevents slippages that could erode that value or cause compliance headaches, and sets a proactive tone for software asset management throughout the agreement lifecycle.
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