Microsoft Volume Licensing

Enterprise Agreement
Program Guide
APRIL 2011

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A Program Guide for IT and Procurement Managers

This document provides an overview of the Microsoft® Enterprise Agreement program, the optimal Volume Licensing
program for medium and large enterprise customers with 250 or more PCs, devices and/or users, and who want the
option to standardize on one or several Microsoft Enterprise Products and cloud services, yet retain the flexibility to
purchase software and cloud services for different user types. This guide explains the components of the Enterprise
Agreement (EA) and is designed for anyone who has or is evaluating the EA from a purchasing, IT management or
business decision perspective. This guide includes an overview of EA terms, in addition to pertinent information needed
to utilize software and services that are included as part of the EA.

While this guide can help you understand the Microsoft Enterprise Agreement Volume Licensing program for
commercial organizations, it is provided for informational purposes only. Your software use is governed by the terms of
your Microsoft licensing agreement(s). In addition, the Microsoft Licensing Product Use Rights (PUR) document, which is
updated regularly, provides details regarding current use rights for specific Microsoft products acquired through
Volume Licensing programs. For a copy of the current PUR, please go to www.microsoft.com/licensing/userights/.

Table of Contents
The Microsoft Enterprise Agreement ...........................................................................................................................4
How the Enterprise Agreement Works ................................................................................................................................................... 4
Enterprise Subscription Programs....................................................................................................................................................... 5
Software Assurance................................................................................................................................................................................... 5
Software and cloud services available through the Enterprise Agreement ...........................................................5
Enterprise Products and Platforms ........................................................................................................................................................... 5
Cloud Services .................................................................................................................................................................................................. 7
Enterprise Online Services ...................................................................................................................................................................... 7
Additional Products ........................................................................................................................................................................................ 8
Enrollments ........................................................................................................................................................................................................ 8
Enterprise Enrollment ............................................................................................................................................................................... 8
Enrollment for Application Platform (EAP) ...................................................................................................................................... 8
Enrollment for Core Infrastructure (ECI) ........................................................................................................................................... 8
Enterprise Subscription ........................................................................................................................................................................... 9
Premier Support Services ............................................................................................................................................................................. 9
Enterprise Agreement Program Details .......................................................................................................................9
Basic Agreement Terms ................................................................................................................................................................................ 9
Enterprise Subscription ........................................................................................................................................................................... 9
Volume-based Pricing Principles .............................................................................................................................................................. 9
Pricing Levels and Platform Discounts ............................................................................................................................................10
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Flexible Payments ....................................................................................................................................................................................10

On-premises Software Terms ...................................................................................................................................................................11
Perpetual Licenses ...................................................................................................................................................................................11
Additional Software Use Rights .........................................................................................................................................................11
Transferring and Reassigning Licenses ...........................................................................................................................................12
Cloud Service Terms .....................................................................................................................................................................................13
Adding Products and Cloud Services ....................................................................................................................................................13
Agreement Anniversary: Annual Reconciliation ................................................................................................................................13
Transitioning Users to/from Cloud Services .................................................................................................................................13
Renewing Enrollments under the Enterprise Agreement ..............................................................................................................14
Options for Renewing your Enterprise Enrollments ..................................................................................................................14
How to Use the Enterprise Agreement ...................................................................................................................... 14
Software Asset Management ...................................................................................................................................................................14
Tracking CALs .................................................................................................................................................................................................14
Enterprise Agreement Structure ..............................................................................................................................................................15
Agreement Components ......................................................................................................................................................................15
Additional Documents ...........................................................................................................................................................................15
Product Fulfillment VLSC ............................................................................................................................................................................16
Managing Cloud Services ..........................................................................................................................................................................17
Using Software Assurance .........................................................................................................................................................................17
Using Premier Support ................................................................................................................................................................................17
Staying Informed about Program Changes and Updates .............................................................................................................17
Resources ....................................................................................................................................................................... 18
Online Management Tools and Information ......................................................................................................................................18
Buying, Renewing or Adding to the Enterprise Agreement .........................................................................................................18
Where to Learn More ..................................................................................................................................................................................18
Appendix A: A Detailed Look at Client Access Licenses and Microsoft CAL Suites ............................................ 19
Client Access Licenses (CALs) ..............................................................................................................................................................19
Microsoft Core CAL and Enterprise CAL Suites ...........................................................................................................................20
Appendix B: A Summary of Software Assurance Benefits ..................................................................................... 22

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The Enterprise Agreement gives you the flexibility to choose among on-
premises software and cloud services to best suit your users’ needs, and
helps you optimize your technology spend as business priorities change.

The Microsoft Enterprise Agreement

The Microsoft Enterprise Agreement (EA) provides you with the best overall pricing based on your organization‘s size,
the benefits of Software Assurance, as well as simplified licensing management via your organization-wide agreement.
And as more companies implement cloud services, the EA now provides a seamless way to license both on-premises
software and cloud services all in the same agreement. With a single agreement, you will enjoy the flexibility of being
able to choose software and cloud services for different user types, optimize your technology spend to fit your IT and
user needs, and streamline software compliance and asset management across all of your Microsoft purchases.

How the Enterprise Agreement Works

The Enterprise Agreement is appropriate for your organization if you have more than
250 PCs, devices and/or users and want to license software and cloud services for your
Did you know…
organization for a minimum, three-year period.
The Enterprise
Agreement gives you the
With the Enterprise Agreement you can decide whether you want to take advantage of
flexibility to purchase
various enrollments, the most well-known perhaps is the Enterprise Enrollment. With
software and cloud
the Enterprise Enrollment, you can choose to run PC and device software and cloud
services for different user
services across your organization. Such organization-wide implementations help you types, while retaining the
reduce device and user management and support costs, and also provide additional best overall pricing
pricing advantages above the standard volume pricing levels. You can also take based on your
advantage of other Enrollments that help you license, for example, application or organization‘s size.
infrastructure solutions.

For customers who have an Enterprise Enrollment, at the onset of your agreement pricing is based on a tiered volume
discount structure, meaning the greater the size of your purchase commitment the less you‘ll pay for an individual per-
device or per-user license. Should you add additional devices or users during your agreement, the per-device or per-
user licensing costs remain the same or may change given the program‘s volume pricing levels.

The cost of your Enterprise Enrollment may be spread across three annual payments, helping you predict future budget
requirements. Should you add new users or devices during your EA, you can equip them with software and cloud
services you are already using and then account for these changes once a year through an annual reconciliation process.

The EA helps you simplify software licensing, budgeting, and administration with a single agreement through which you
can manage all of your Microsoft software and cloud services. You decide which software and cloud services to run on-
premises or have hosted by Microsoft, based on user requirements and what‘s most cost-effective for your organization.

Additionally, all on-premises software purchases include Software Assurance benefits that you can use to plan
deployments, ready your users for new software, and support Microsoft products and services without incurring
additional costs.

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Finally, you can choose to either purchase your software licenses via the EA‘s various Enrollments or subscribe to
licenses via optional Enterprise Subscription programs.

Enterprise Subscription Programs

In addition to the Enterprise Agreement, Microsoft offers optional Enterprise Subscription programs for companies that
want to subscribe to, rather than purchase Microsoft products.

Enterprise Subscription programs provide similar advantages as the Enterprise Agreement Enrollments and give you a
lower initial cost based on a three-year subscription, and the ability to increase or decrease subscription counts on an
annual basis. This ability to grow or downsize subscription counts can be attractive, especially if you expect significant
fluctuations in workforce size and IT requirements. However, unlike the Enterprise Agreement Enrollments where you
retain perpetual use rights for the licenses you purchase, with these subscription programs you gain access to Microsoft
software only for as long as you maintain your subscription. If you decide not to renew, you relinquish your rights to run
the software, unless of course you choose to acquire your licenses through the program‘s ―buy out‖ option.

Software Assurance
The Enterprise Agreements include Software Assurance for on-premises software to help you boost productivity across
your organization with new software versions, deployment planning, 24x7 phone and web support, training and unique
technologies such as Windows 7 Enterprise Edition and the Microsoft Desktop Optimization Pack (MDOP). For more
information see the Appendix B: A Summary of Software Assurance Benefits.

Software and cloud services available through the Enterprise Agreement

Through your Enterprise Agreement you can choose to order software licenses and cloud services separately, or
purchase groups of products such as the Enterprise Desktop Platform (described in
the following section). You can also add Enrollments, which are designed to help Did you know…
your organization license Microsoft solutions, delivered via on-premises licenses Your Enterprise
and/or cloud services, to address common Enterprise IT concerns such as Agreement lets you
standardizing on PC and device technologies or building and maintaining secure decide whether to equip
datacenters. As your IT strategy evolves to include the many benefits of cloud users with on-premises or
computing, the Enterprise Agreement can help you extend the capabilities and cloud versions of
functionality of your existing technology investments with cloud services (also Microsoft‘s popular
referred to as online services). Finally, you may decide to add Microsoft Premier Enterprise products.
Support offerings to complement your product choices.

With the Enterprise Enrollment, you will also see a distinction made between Enterprise Products that are available with
an organization-wide purchase commitment, versus Additional Products and Enterprise Online Services that usually do
not require such a commitment.

Enterprise Products and Platforms

Enterprise Products include on-premises licenses for Microsoft core PC and device products, namely Windows 7
Enterprise, Office Professional Plus 2010 and applicable client access licenses in the form of CAL Suites. If you have an
Enterprise Enrollment under your EA, Enterprise Products must be licensed on an organization-wide basis and may be
ordered as separate products, or in groups of products known as Enterprise Platforms.

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Desktop Platforms

The Enterprise Products included in the Professional Desktop Platform are:

Windows 7 Enterprise Edition upgrade, and

Microsoft Office Professional Plus 2010, and

Microsoft Core Client Access License (CAL) Suite

The Enterprise Products included in the Enterprise Desktop Platform are:

Windows 7 Enterprise Edition upgrade, and

Microsoft Office Professional Plus 2010, and

Microsoft Enterprise Core Access License CAL Suite

Licensing either platform through your EA can help your organization build both simplicity and flexibility into your IT
infrastructure while enjoying an additional savings on top of your already
discounted Enterprise Product licenses.
Did you know…
With either platform you may add the Microsoft Desktop Optimization Pack With either Desktop
(MDOP) to help streamline deployment and device management. Available Platform, you may
substitute Windows Virtual
exclusively through your Software Assurance benefits as an add-on subscription,
Desktop Access for
MDOP employs six innovative technologies to improve PC and device
Windows 7 Enterprise to
management, including application virtualization, asset management and device
enable both thin client and
diagnostic tools. When purchased organization-wide additional volume discounts
traditional PC access to
are applied. your company‘s virtual
desktop environment.
Note: While MDOP is not eligible for the platform pricing advantage, when
purchased organization-wide additional volume subscription discounts may apply.

Note: All Windows operating system licenses provided under the Enterprise
Agreement are upgrade licenses. This means you’ll need a base Windows operating system (OS) license on those devices for
which you plan to use a Windows 7 Enterprise Edition upgrade license.

The complete list of Enterprise Products is available on the Microsoft Product List.

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Cloud Services
Keeping pace with the expanding array of Microsoft cloud services, the With your Enterprise
Enterprise Agreement gives you the flexibility to choose among cloud services Agreement you can license
as well as on-premises software to best suit your users‘ needs and help you the full breadth of Microsoft
optimize your technology spend.
Online Services as they
Microsoft delivers a comprehensive set of cloud services and enterprise become available.
applications for user productivity, customer management, communication
services and custom business applications with the reliability, security, and
global reach you should expect for your organization. Microsoft cloud
services that are either available today or announced for availability in 2011 Microsoft® Office 365 offers cloud
include Office 365, Windows Intune, and Dynamics CRM Online. versions of Microsoft‘s most trusted
communications and collaboration
With respect to your Enterprise Agreement, cloud services will typically fall products with the latest version of the
into two classes, Enterprise Online Services or additional online services. Office suite.
These may be added to your EA using the standard purchasing process or by
transitioning users from Enterprise Products to comparable Enterprise Online
Windows Intune™ helps you manage and
Services. secure PCs anywhere with cloud services,
and provides the best Windows
Enterprise Online Services experience with upgrades to Windows 7
These are products that are designated as Enterprise Online Services in the Enterprise.
Microsoft Product List. These products typically fall inline with existing on-
premises Enterprise Products so that the two may be thought of as
equivalents when satisfying organization-wide licensing commitments and
Microsoft Dynamics™ CRM Online offers
establishing volume pricing levels.
flexible sales, marketing and service
With the EA you can move your on-premises licenses to comparable cloud solutions that integrate with other
services over the life of the EA. In other words, your organization-wide Microsoft products, plus customization
and partner offerings.
commitment for Enterprise Products is satisfied by existing Enterprise
Products and a selection of Office 365 and Windows Intune cloud services
with comparable capabilities.

When you choose to transition users from Enterprise Products to comparable

Enterprise Online Services, the Enterprise Enrollment‘s annual reconciliation
feature and Enterprise Online Services transition rules help assure that you
don‘t pay to equip the same users with both on-premises licensing and
equivalent cloud services.

Finally, if at a future date you wish to move users back to on-premises

software purchased via your Enterprise Enrollment, you may do so under the
program‘s guidelines.

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Additional Products
A broad selection of Microsoft products and services are available as Additional Products. They may be added initially or
at any point during the term of your Enterprise Agreement, allowing you to more easily build and maintain departments
or divisions with specific needs and still enjoy volume pricing advantages and an annualized payment option. Additional
Products may include device-based licenses, user-based licenses, cloud services, professional services and other licenses
that support your IT environment such as Client Access Licenses (CALs). For more
detailed information about CALs and their use in Enterprise IT environment, please see Did you know…
Appendix A: A Detailed Look at Client Access Licenses and Microsoft CAL Suites. Enrollments can be a
very cost-effective way
Examples of software products available as Additional Products include Microsoft® for you to license
Visio 2010 Professional and Windows Server™ 2008 R2 Enterprise. You can see all software and solutions
available Additional Products on the current Microsoft Product List. to address common
Enterprise IT needs.

Enrollments
Microsoft extends the value of the Enterprise Agreement by offering Enrollments that help you license solution-focused
technology suites of Microsoft‘s most popular application and infrastructure products. They can be a very cost-effective
way to purchase software and solutions to address key organizational objectives, like building a secure and well
managed data center or helping your IT staff build, manage and maintain line-of-business applications. One such
Enrollment, the Enterprise Enrollment, was previously discussed in the Enterprise Products and Platforms section of this
guide. All Enrollments are considered optional under your EA, and are summarized below.

Enterprise Enrollment
Enhance manageability and cost savings by equipping your entire organization with Windows 7
Enterprise Edition, Office Professional Plus 2010 and/or Client Access Licenses that help you connect
to Microsoft Server products, plus enterprise-class online services such as Office 365 and Windows
Intune.

Enrollment for Application Platform (EAP)

Get flexible and cost-effective licensing for standardizing on the latest Microsoft Application Platform
(SQL Server 2008 R2, Visual Studio 2010, BizTalk Server, SharePoint Server 2010).

Enrollment for Core Infrastructure (ECI)

Save money through volume licensing to build the foundation for a protected and well–managed
datacenter (Windows Server 2008 R2, System Center, Forefront Endpoint Protection).

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Enterprise Subscription
Enterprise Subscription
Lower initial cost based on a three-year subscription with the ability to increase or decrease counts
annually, providing flexibility where future fluctuations in workforce size and IT requirements are
expected. Unlike the Enterprise Enrollment, on-premises license rights expire via subscription, so
renewal or buyout is required to maintain rights. (Available for Enterprise Enrollment and ECI)

Premier Support Services

The Enterprise Agreement (EA) allows you to add a variety of Microsoft Premier Support offerings to provide the
optimum level of pro-active and reactive support for your Microsoft software environment. Microsoft‘s Premier Support,
in conjunction with your Enterprise Agreement, gives you the proactive planning, technical expertise and skills transfer
that large enterprises can use to boost availability and reduce management and support costs. Premier Support
complements your EA with support that maps to your licensing decisions and may be managed as part of your overall
agreement.

Enterprise Agreement Program Details

Did you know…
Basic Agreement Terms
With the Enterprise
The Enterprise Agreement (EA) is the optimal Volume Licensing program for medium
Agreement and
and large enterprise customers with 250 or more PCs, devices and/or users. The EA
Enterprise Subscription
gives the option to standardize on one or several Microsoft Enterprise Products and program you receive
cloud services, yet retain the flexibility to purchase software and cloud services for attractive pricing levels
different user types. Based on a three-year agreement term, with the ability to add based on the size of your
and adjust products and services over time, it offers pricing advantages beyond organization.
standard license and subscription pricing and provides comprehensive Software
Assurance benefits for on-premises licenses.

The sections following explain key elements of the Enterprise Agreement, available Enrollments and Subscription
program options.

Volume-based Pricing Principles

This section describes how pricing is initially determined for an Enterprise Enrollment.

The annual price per device budgeting feature of the Enterprise Agreement is predictable, so you can forecast software
technology costs up to three years in advance. A payment (based on the pre-established price per device and initial
order) is due each year on the anniversary of the Enterprise Agreement enrollment. Should you add additional devices
during your agreement, the per-device or per-user licensing costs remain the same or may change given the program‘s
volume pricing levels.

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Pricing Levels and Platform Discounts

The Enterprise Enrollment has four price levels for each of the Enterprise Products and Enterprise Online Services
depending upon the size of your organization. Additional Products are discounted as well, based on your Enterprise
Products and Enterprise Online Service licensing volumes. Choosing to purchase all Enterprise Products as a Platform
gives you an additional pricing advantage beyond the standard Enterprise Product price.

With the Enterprise Subscription program options, you receive an additional pricing advantage on Enterprise Products
versus the Enterprise Agreement since you do not own the product licenses, but rather are subscribing to the rights to
use the products for as long as you continue to maintain your subscription.

New Product Versions

Arguably one of the best known aspects of the EA are New Product Versions. With your EA, you automatically gain
access to new software versions of licensed product as soon as they are released, and for no additional cost through
your Software Assurance benefits.

Step-up Availability
With Step-ups, you can upgrade from a lower- to a higher-level edition, such as Windows Server Standard Edition to
Windows Server Enterprise Edition, at a low cost. Rather than pay full cost for the higher-level software edition, Step-ups
allows you to pay only the pricing difference and still take advantage of enhanced features and technologies with
premium editions. Step-up pricing may also be available for Premier Support and cloud service offerings. Please contact
your Microsoft account representative or preferred reseller to learn more.

Flexible Payments
Payments for products and services purchased at signing may be spread over three annual payments mapping to your
three-year EA term. With some exceptions, purchases made during your agreement may be annualized over your
remaining agreement years.

Extended Payment Terms for Enterprise Agreements

If you want additional flexibility in how you pay for your Enterprise Agreement enrollments and renewals, annual and
additional product orders, you will find value in the Extended Payment Terms option from Microsoft. These terms go
beyond the current upfront annual payment structure to provide a choice of monthly, quarterly, semi-annual or
customized payment options such as deferred or ramped payments. Extended Payment Terms also simplify decision-
making because it is integrated into the Enterprise Agreement by a simple, one-time amendment covering current as
well as future purchases.

Microsoft Financing
Microsoft Financing can provide you with the added flexibility to acquire the technology you need by providing custom
payment options which allows you to bundle software, services and hardware in a single investment.

Microsoft works with multiple Microsoft Financing partners around the world that work with you to define your
technology-related business needs and objectives, set up a payment structure that can work with your budget, and help
you maintain important cash flow.

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On-premises Software Terms

Perpetual Licenses
Generally, your rights to use licensed products become permanent once your Enterprise Agreement Enrollment term is
up for renewal. Meaning you may continue to use licenses for the number of devices, users or copies that you ordered
during your Enterprise Agreement.

The Enterprise Subscription programs provide you with non-perpetual licenses and do not give you perpetual use rights
unless you elect to purchase these through the program‘s buyout option. Subscription licenses for products and cloud
services are not perpetual under any circumstance unless specified otherwise in the Microsoft Product List and Product
Use Rights documents.

Additional Software Use Rights

Commitment on Use Rights provides Enterprise Agreement customers the security of knowing exactly what the use
rights are for the products they license under their Enterprise Agreement Enrollment(s). Microsoft agrees not to change
Product Use Rights for any version of a product after it becomes available. Furthermore, we make a commitment that we
will not change use rights for Enterprise Products during the term of an Enrollment to be more restrictive or to the
customers‘ detriment (this commitment does not relate to new features and functionality).

Training and Evaluation Licenses give you a limited number of complimentary training and evaluation copies of any
product including:

 20 copies per software title for use in a dedicated training facility, and

 10 copies per software title for a 60-day evaluation

Downgrade Rights provides you with flexibility to standardize on the latest technology and where necessary run older
versions of software to support legacy devices or line-of-business applications.

Re-Imaging Rights allow the use of certain software media for re-imaging to provide added convenience during
product deployment and ongoing maintenance.

Windows 7 Enterprise Edition

Through your Software Assurance coverage you have the right to use Windows 7 Enterprise Edition on your devices.
Available exclusively to Microsoft Software Assurance customers, Windows 7 Enterprise helps you boost productivity
and drive cost efficiencies across your organization.

Additionally, on each device you can run up to four virtual instances of Windows 7 Professional or Windows 7 Enterprise,
or any earlier versions or those products, which may enable you to better support legacy hardware and line-of-business
applications.

Windows Virtual Desktop Access and Roaming Use Rights

Windows Virtual Desktop Access lets you access virtual desktop environments from Software Assurance-covered PCs,
and allows the PC‘s user to remotely access their virtual desktops from third-party devices such as personal PCs and
hotel kiosks.

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Office Roaming Use Rights

Roaming Use Rights for Office, Project and Visio allow users with Software Assurance on Office, Project, or Visio to
remotely access their software on their virtual desktops from third-party devices such as home PCs and internet kiosks.
For details on how these use rights apply to specific products, see details in the Microsoft Licensing Product Use Rights
(PUR) document.
Did you know…
Home Use Program
Your Enterprise
The Home Use Program allows your employees to get the latest version of the
Agreement includes
Microsoft Office suite to use on their home computer through a low-cost download. Software Assurance that
When employees use the same software at home and work, they gain more skills helps you get the most
which helps improve productivity. out of your Microsoft
software with 24x7
Support for Multiple Languages support, deployment
With Software Assurance on qualifying Office products, you can deploy and use any planning services, end-
combination of 37 different Office user interface (UI) languages without having to user and technical
purchase additional Office Language Packs. Windows 7 Enterprise includes the Multi- training, unique
language User Interface (MUI) enabling you to rollout the same multi-language technologies, plus the
desktop image across your organization, and further standardize support for users latest software releases.
with different language needs.

Microsoft Desktop Optimization Pack

Available exclusively to Software Assurance customers as an add-on subscription, the Microsoft Desktop Optimization
Pack (MDOP) employs six innovative technologies to improve PC and device management, including application
virtualization, asset management, and desktop diagnostic tools.

A note about Software Assurance

Throughout this guide we‘ve noted that the Enterprise Agreement includes Software Assurance (SA) or that you get a
certain benefit like New Products Version (also known as ‗product upgrades‘) through Software Assurance. For more
information on these and other benefits available to you through Software Assurance, please see Appendix B: A
Summary of Software Assurance Benefits.

Transferring and Reassigning Licenses

With some exceptions, you can reassign licenses internally from one user to another or from one device to another
within your organization. This provision allows you to accommodate changes in workforce and equipment, but it is not
intended to be used for temporary (less than 90 days) licensing of on-premises software. See details in the Microsoft
Licensing Product Use Rights (PUR) document. While most allowable license transfers are internal, in cases of merger,
consolidation or divestiture, it may be possible to transfer to third-parties. See the License Transfer Form on
www.microsoft.com/licensing for more information.

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Cloud Service Terms

Microsoft‘s cloud computing solutions provide more choice and flexibility through offerings such as a world-class public
cloud option, comprehensive end-to-end management, and free cloud accelerator solutions with valuable out-of-box
functionality. Because of the varied nature of these offerings, Microsoft cloud services may be subject to the unique
terms set forth for the product or cloud service in the Product Use Rights, Microsoft Product List and Online Services
Use Rights documentation.

Adding Products and Cloud Services

Throughout your Enterprise Agreement term you may adjust your Microsoft on-premises software and cloud services
licenses in two ways:

 If you add new users or devices, you can equip them with software and cloud Did you know…
services you are already using and then account for these changes at your Your EA can save you
next agreement anniversary through an annual reconciliation process. time and expense by
consolidating additional
 If you want new products or cloud services, you can order these through your software purchases
Microsoft Reseller at any time during your agreement. under a single, annual
reconciliation process,
Agreement Anniversary: Annual Reconciliation also known as ―True Up.‖
Over the life of your EA, you can equip additional devices, PCs or users with software
you‘ve already licensed, and then account for these additions through an annual
reconciliation process sometimes called ―True Up.‖ If you have an Enrollment with an Enterprise Subscription program
this process is known as an Annual Order, through which you can increase or decrease your license subscription counts.

Once a year, you are asked to reconcile your EA licenses to account for the total number of licenses you‘ve added in the
previous 12 months. This effort culminates in an order you place (or an Update Statement you submit) that reconciles all
the qualified devices, users, and processors added to your organization over the course of the year. Your annual
reconciliation order (or Update Statement) is due 30-days prior to your agreement anniversary so that Microsoft may
take into account any license quantities you may have transitioned to equivalent cloud services during the preceding
year, prior to issuing your annual invoice.

Note: Annual reconciliation orders are available for certain cloud services as permitted in the Microsoft Product List or
Product Use Rights documents.

Transitioning Users to/from Cloud Services

Should your EA include Enterprise Online Services, you will enjoy added flexibility within the EA when it makes sense to
transition your users from on-premises software to cloud services. Learn more in the Enterprise Online Services section in
this guide.

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Renewing Enrollments under the Enterprise Agreement

When it‘s time to renew your EA, you will have a number of options for Enrollment renewal that can be customized to
meet the specific needs of your organization. With changes in your organization, renewal is an important process to
ensure you have access to the licensing program features you need.

Options for Renewing your Enterprise Enrollments

At the end of your three-year Enrollment term, you‘ll have the option to renew for another three-year cycle. Beyond
your initial three-year agreement, renewal pricing for on-premises software licenses is based on Software Assurance
only – a moderate percentage of Enterprise pricing for on-premises licenses.
If you have an Enrollment with an Enterprise Subscription program this renewal differs in that renewal pricing for on-
premises software licenses is based on License plus Software Assurance. Furthermore, a buyout option exists for
customers who want to retain perpetual rights to previously licensed on-premises software.

As with the annual reconciliation process, it is important to work with your Microsoft Account Representative or Partner
to submit your renewal order 30-days before your agreement term ends in order to avoid losing valuable licensing
rights, continuity of cloud services and other benefits.

How to Use the Enterprise Agreement

Software Asset Management
Smart licensing of software starts with knowing what you have, and determining what you really need. Software Asset
Management (SAM) is an industry best practice that helps you control costs and optimize software investments across
your organization. Administered through an ongoing plan, SAM makes it easier to identify what you have, where it's
running, and whether redundancy may exist. A fully implemented SAM plan can help you cut costs, improve security and
compliance, and anticipate future software and service needs.

We have several resources available that you may use to establish or improve your SAM practices. The Microsoft SAM
site provides a SAM optimization kit, links to several SAM self-service tools to assist with deployment discovery and a
list of Microsoft Certified SAM Partners whom you can contact directly, should you wish to have experts help you devise
and implement a Software Asset Management plan.

Tracking CALs
The Microsoft Assessment Planning (MAP) Toolkit 5.0 features an IT-based Software Usage Tracker functionality which
provides usage reports for the following server products: Microsoft Windows Server, Microsoft Exchange Server,
Microsoft SQL Server, Microsoft SharePoint Server, and Microsoft System Center Configuration Manager.

This automated software asset management-related functionality is designed to be used by Microsoft Volume Licensing
customers. The Software Usage Tracker reports provide you with a view of your actual server usage. This information is
valuable for comparing with your purchased CALs; it is also useful for licensing "True-up" and licensing agreement
renewal discussions. Learn more about CALs in Appendix A: A Detailed Look at Client Access Licenses and Microsoft CAL
Suites. Learn more about MAP Toolkit 5.0. at http://www.microsoft.com/map

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Enterprise Agreement Structure

The structure of the Enterprise Agreement consists of three components: the Microsoft Business and Services
Agreement (MBSA), Enterprise Agreement, and any Enterprise Agreement Enrollment(s). The MBSA covers multiple
Microsoft Volume Licensing programs including the Enterprise Agreement and also Services terms. The Enterprise
Agreement (and Enterprise Subscription Agreement) governs all enrollments signed under the EA. Each enrollment then
contains terms which apply only to the specific offers available under that enrollment, as well as outlines ordering,
billing and pricing terms. The purpose of this agreement structure is to simplify the license agreement process by
allowing general governing contract terms to be signed once, without the need to re-negotiate terms when you choose
to purchase additional licenses though your enrollments.

Agreement Components
A Microsoft Business and Services Agreement is required. This is a master agreement that defines contract terms
common to Microsoft Volume Licensing and Services agreement. The MBSA needs to be signed only once with, or prior
to the Enterprise Agreement.

The Enterprise Agreement defines the license terms which apply to all enrollments. The Enterprise Agreement
Enrollments establish the basic information that your organization can use to buy product licenses under the Enterprise
Agreement. They define purchasing requirements, ordering rules, billing options and pricing terms. Additionally, they
define purchase details like the term of the licensing arrangement, products, and whether or not the enrollment requires
an organization-wide purchase commitment (as with the Enterprise Enrollment). They also identify the Enrolled Affiliate,
included Affiliates, specific Enrollment contacts, and the Enterprise Software Advisor (ESA) or Large Account Reseller
(LAR).

New cloud service offerings available through the Enterprise Agreement give you the flexibility to choose among on-
premises software and cloud services to best suit your users‘ needs and help you optimize your technology spend.

Optional Premier Support Services can be added to any enrollment under the Enterprise Agreement. These add value
by mapping to your software and cloud services decisions.

Additional Documents
The Microsoft Licensing Product Use Rights (PUR) document, which is updated regularly, has additional details
regarding use rights for specific Microsoft licensed products acquired through Volume Licensing programs. Updated
monthly, the Microsoft Product List for Volume Licensing provides information about Microsoft software and Online
Services licensed through Microsoft Volume Licensing programs. For a copy of the current Products Use Rights or
Microsoft Product List documents, please go to http://www.microsoft.com/licensing/about-licensing/product-
licensing.aspx.

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Product Fulfillment VLSC

The Volume Licensing Service Center (VLSC) is the primary location for Microsoft Volume Licensing customers to view
licensing information, download Microsoft software and manage volume licensing benefits and subscriptions.

The VLSC licensing dashboard includes a notification area for site alerts, a Volume Licensing news and announcements
section, and links to key tasks. VLSC helps you manage your Enterprise Agreement purchases with:

 Licensing information composed of the Licensing Summary and the Relationship Summary.

o Licensing Summary. You can use VLSC to view current and past Microsoft License Statements across
programs and agreements—all in a simple format.

o Relationship Summary. VLSC includes a report that shows all Volume Licensing agreements
associated to a user‘s profile. You can also view further details about offerings, contacts, licenses, and
purchase orders. The Relationship Summary provides a consolidated summary of all Volume Licensing
IDs associated with the user‘s Windows Live ID when accessing VLSC.

 Downloads. Accelerated download speeds and a simple, secure user interface make it easier and safer for you
to use VLSC to find the right product, based on your licensing entitlements.

 Product Keys. VLSC makes it easier for you to request product keys for the Did you know…
Windows operating system, enables retrieval of volume license keys for all The Volume Licensing
Microsoft licensed products, and provides access to technical support. Service Center (VLSC) is
the primary location to
 Software Assurance Benefits Summary. You can view the Software Assurance view information, access
benefits available across all agreements associated to a user‘s profile. The and manage your
Software Assurance Benefits Summary includes the total eligible quantity of Software Assurance
benefits across all agreements, benefits that have not yet been used, and benefits benefits.
that have not yet been activated.

 Online Services. Access details about Microsoft Online Services subscriptions and how to manage them.

 Subscriptions. Access details and management tools for Microsoft Developer Network (MSDN) and TechNet
subscriptions.

 Help. Access information about the VLSC site, an FAQ, and contact details for the Support Center.

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Managing Cloud Services

While management processing may be modified to accommodate future cloud service offerings, currently there are two
ways to manage cloud services:

 Through the Microsoft Online Administration Center (for Microsoft Online Subscription Program offerings like
Microsoft® Office Live Meeting).

 Use Microsoft System Center to manage both public and private Microsoft cloud implementations. System
Center‘s comprehensive management capabilities enable it to monitor and manage your entire IT infrastructure
stack from traditional physical servers, virtualized servers, virtual machines, running workloads and all the way
up to service-based cloud components.

Using Software Assurance

Whether you want to download the latest Windows 7 Enterprise software, get 24x7 Problem Resolution Support or give
employees access to Office training, you will need to claim your benefits through the Volume Licensing Service Center
(VLSC).

Once you are signed into VLSC, you will follow different steps depending on the specific benefit you want to use.
Instructions for claiming and using each benefit are posted on the Software Assurance Web site. Here you can also find
the Maximize your SA Benefits Guide that offers key steps, tips, and practical advice to help you get the most value from
your benefits. See additional descriptions in Appendix B: A Summary of Software Assurance Benefits.

Using Premier Support

Tailored to your company's specific business needs, Premier Support brings the knowledge of Microsoft experts directly
to you, helping to identify and resolve IT issues proactively, while backing your business with direct Microsoft support 24
hours a day, 7 days a week. Choose from varying levels of Services to receive the end-to-end support your business
requires. Each available Service is outlined in the Services section of the Volume Licensing Product List
http://www.microsoft.com/licensing/about-licensing/product-licensing.aspx.

Premier Support provides annually allocated support through the term of the purchase in line with the Enterprise
Agreement enrollment. There is no concept of a True Up for Premier Support but rather the purchase of additional
hours as needed to supplement the particular level of Service purchased.

Staying Informed about Program Changes and Updates

Throughout your Enterprise Agreement you can expect to receive regular communications and updates through our
Enterprise Customer Care program, designed to remind you of important milestones and how to get the most value
from your Enterprise Agreement. You also have the option to receive additional communications such as the Volume
Licensing newsletter that provides updates on licensing changes and covers other topics of interest to enterprise
organizations.

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Resources
Online Management Tools and Information
Designated members of your organization gain access to the following online tools to use and manage aspects of your
Enterprise Agreement.

 Volume Licensing Service Center (www.microsoft.com/vlsc )

Use the Volume Licensing Service Center (VLSC) to download licensed products, access product keys, and
manage your Volume Licensing agreements and license acquisition activity—all in one online location.

 Software Assurance Benefits (www.microsoft.com/softwareassurance)

Activating your organization's Software Assurance benefits is easy. Most benefits can be activated and accessed
through the Volume Licensing Service Center (VLSC). The Software Assurance Web site provides everything you
need to know.

 Managing Online Services (www.microsoft.com/online/signin.aspx)

Customers who purchase Microsoft Online Services via their Volume License program can manage many of
their services through the Microsoft Online Administration Center.

Buying, Renewing or Adding to the Enterprise Agreement

To buy, renew, or add products and services to your Enterprise Agreement, contact your Microsoft Authorized Enterprise
Software Advisor (ESA) or Microsoft Authorized Large Account Reseller (LAR).

 In the United States, call (800) 426-9400, or find an authorized reseller.

 In Canada, call the Microsoft Resource Centre at (877) 568-2495.

Academic, Government and Charitable Organizations

If you are affiliated with an academic, government or charitable organization there are additional Volume Licensing
programs available to you, which may include additional partner and pricing advantages. Visit the Microsoft Volume
Licensing Web site for more information.

Worldwide
For information about Volume Licensing offerings available in your area, find the Microsoft Volume Licensing Web site
for your country/region.

Where to Learn More

Microsoft Worldwide Volume Licensing www.microsoft.com/licensing

Microsoft Online Services www.microsoft.com/licensing/onlineservices

Software Assurance www.microsoft.com/softwareassurance

Microsoft Volume Licensing Service Center www.microsoft.com/licensing/existing-customers/manage-my-

agreements.aspx
Microsoft Financing www.microsoft.com/licensing/how-to-buy/financing.aspx

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Appendix A: A Detailed Look at Client Access Licenses and Microsoft CAL

Suites
Client Access Licenses (CALs)
A Client Access License (CAL) is a license granting access to certain Microsoft server software. CALs are used in
conjunction with Microsoft Server software licenses to allow users and devices to access and utilize the services of that
server software. For instance, a company looking to utilize Microsoft Windows Server would acquire a Microsoft
Windows Server license in order to install and run the Windows Server software on the physical server itself. In order to
provide the rights for users or devices to access the Windows Server software running on the server, CALs would need
to be acquired for those users or devices.

There are three different options available for acquiring CALs depending on the needs of your organization and the
server software for which you are acquiring CALs:

User CAL – A User CAL allows a single unique physical user to access Microsoft server software from many
devices, such as a work computer, a home computer, a laptop, an Internet kiosk, or a personal digital assistant
(PDA), without having to acquire CALs for each device.

Device CAL – A Device CAL allows any number of physical users to access Microsoft server software through a
single device.

Processor License – A Processor License is available for some Microsoft Server products that provide access for
an unlimited number of users to connect from either inside the local area network (LAN) or wide area network
(WAN) or outside the firewall. You do not need to purchase additional server licenses, CALs, or Internet
Connector Licenses. If utilizing Processor Licenses however, one license must be purchased for each physical
processor.

Purchasing CALs
CALs may be licensed as part of Microsoft Enterprise Desktop or Professional Desktop Platform, or as Additional
Products. Some other details to consider as you add or upgrade Microsoft Server products include:
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Higher or Equal CAL Version Number: The version number of CALs used to access server software must be
the same or higher than the version of the Server software itself. As an example, if you upgrade your Windows
Exchange Server 2007 with Windows Exchange Server 2010, your Windows Exchange Server 2007 CALs would
no longer have rights to access the server running Windows Exchange Server 2010. You would need to
upgrade your 2007 CAL licenses using your Software Assurance benefits at no additional cost, or purchase new
Exchange Server 2010 CALs.

Note: You can purchase newer CALs to access older server versions. For instance, a Windows Server 2008 CAL
can be used to access a Windows 2003 server since the CAL version is newer than the Server version.

A CAL for Each Server Product: If you are running multiple Microsoft Server products, you need the
appropriate CALs for each. For instance, if you are running Microsoft Windows Server and Microsoft Exchange
Server, you need both a Microsoft Windows Server CAL and a Microsoft Exchange Server CAL to access these
servers. An exception to this is when you deploy a Microsoft Server Product with available Processor License,
such as SQL Server® 2008 R2 Datacenter 1.

Multiple Servers in a Domain: Microsoft server CALs can be used to access multiple servers of the same kind
throughout your domain. For instance, if you have a Windows Server 2008 R2 Device CAL for a workstation, that
Windows Server 2008 R2 Device CAL gives that workstation the rights to access any Windows Server 2008 R2
instance throughout your domain, not just a single server running the Server software.

Note: The Microsoft Assessment Planning (MAP) Toolkit 5.0 features an IT-based Software Usage Tracker
functionality which reports usage for the following server products: Microsoft Windows Server, Microsoft
Exchange Server, Microsoft SQL Server, Microsoft SharePoint Server, and Microsoft System Center
Configuration Manager.

Learn more at http://www.microsoft.com/licensing/about-licensing/client-access-license.aspx#tab=3

Microsoft Core CAL and Enterprise CAL Suites

Microsoft offers two Client Access License (CAL) Suites, the Microsoft® Core CAL Suite and the Microsoft Enterprise CAL
Suite, which provide access rights to a number of server products and online services. The Enterprise CAL Suite includes
all of the components of the Core CAL Suite. This means customers interested in the components unique to the
Enterprise CAL Suite do not need to license both the Core CAL Suite and the Enterprise CAL Suite. Customers can
acquire the Enterprise CAL Suite upfront or as a step-up from the Core CAL Suite.

The figure below is a visual representation of the components being offered in the Core CAL Suite and Enterprise CAL
Suite as of November 2010. Note that required server software licenses are not included in the CAL Suites and must be
purchased separately.

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Figure 1: Core CAL Suite and Enterprise CAL Suite Components, current as of November 2010

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Appendix B: A Summary of Software Assurance Benefits

The table below offers a summary of available Software Assurance benefits for on-premises software organized by type:
New Products, Deployment, Training, Support, and Specialized Benefits. These benefits can vary depending on the
volume and type of licenses (e.g. Windows, Server, or Office) you have enrolled under your Enterprise Agreement.

Benefit Benefit Summary Eligibility Summary

New Products
New Product Versions Provides new software version releases so Every license covered under Software Assurance
you have access to the latest technology. may be upgraded to the newest version.

Step-Up Licensing Enables you to migrate your software from a To get a Step-up license, you need a license for the
Availability lower-level edition to a higher-level edition, qualifying, lower-level product. For current details,
such as Office Standard to Office refer to the Microsoft Product List at
Professional Plus, at a low cost. http://www.microsoft.com/licensing/productlist/.

Microsoft Desktop Provides a set of technologies to help You may purchase MDOP as an add-on subscription
Optimization Pack (MDOP) manage PCs and improve application license when you have Software Assurance coverage
deployments. Includes application on Windows.
virtualization, asset and policy management,
and diagnostic tools.
Windows 7 Enterprise Helps organizations increase desktop For every Windows license covered under Software
productivity by enabling standardization, Assurance, you are eligible for one Windows 7
improved security features, and multi- Enterprise license.
language support.
Deployment
Planning Services Provides structured planning services from You receive a number of Planning Services Days
Microsoft partners to enable efficient based on the number of qualifying Office
deployments, covering Desktop (Office Application licenses, Core CAL suites and Enterprise
and/or Windows), SharePoint, Exchange, and CAL suites with Software Assurance coverage. (1)
Business Value Planning Services.

TechNet Benefits through Gives IT staff access to experts, technical For each eligible server product with Software
Software Assurance information, plus beta and final versions of Assurance one person within your organization
products for testing and evaluation. gains access to TechNet‘s Online Concierge and
Managed Forums services. You also receive a single
complimentary TechNet Professional Subscription.
Microsoft Office Enables IT to deploy a single Office 2010 You may use the latest version of the Office Multi-
Multi-Language Pack image with support for 37 languages. Language Pack for the Office system products you
have with Software Assurance.

Training
Training Vouchers Provides in-depth technical classroom You receive a number of Training Days based on the
training for IT professionals and developers. number of qualifying Office and/or Windows
licenses covered with Software Assurance.
E-Learning Offers self-paced interactive training For every qualifying license (such as Office Word or
designed for end-users and IT professionals, Windows 7) covered by Software Assurance, one
delivered via Internet or Intranet. person in your organization may access E-Learning
courses for that product.

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Home Use Program Provides employees with the latest version For each Office Application you have covered with
of Microsoft Office for their home computer, Software Assurance, a user of the licensed PC or
via low cost download. device may acquire at low cost one copy of that
product for use at home.
Support
24x7 Problem Around-the-clock phone and Web incident The number of phone incidents available depends
Resolution Support support for Microsoft server and desktop on your Software Assurance investment. When you
products. have at least one Server license covered with
Software Assurance you get a complimentary phone
support incidence, plus unlimited Web support for
all the Servers covered with SA. You are also eligible
for an additional phone support incident for every
US$200K spent on System and Application SA (2),
and for every US$20K spent on Server and Client
Access License (CAL) SA (3). Premier customers may
transfer their SA incidents into their Premier
Support contracts. (4)
Extended Hotfix Support Provides specific product fixes on a per You must have SA for Systems product pool to
customer incident basis, beyond the qualify for Windows Extended Hotfix Support, and
standard product support terms and have SA for Applications product pool for Extended
releases. Hotfix support for older versions of Office. You must
have SA for one Server product to qualify for
Extended Hotfix Support for older server versions.
While annual fees normally charged as part of an
Extended Support agreement are waived during
your SA coverage, you must have a Premier or
Essential Support Agreement in place to receive this
benefit.
Specialized Benefits
Cold Backups for Disaster Provides licensing for servers used as offline For each qualifying Server license you have with
Recovery (―cold‖) backups for disaster recovery Software Assurance and related CALs, you may run
purposes. one instance of the software on a ―cold‖ server for
disaster recovery purposes.
Windows® Fundamentals Allows continued use of old ―legacy‖ PCs, To receive this benefit you must have SA coverage
for Legacy PCs while improving their management and for all of your purchases under the Systems product
security by providing a small-footprint pool – also referred to as Software Assurance
Windows-based operating system solution, Membership (or SAM).
designed to work with the Microsoft Remote
Desktop Connection client or third-party
clients for application access.
Enterprise Source Licensing Provides access to Microsoft Windows To receive this benefit you must have SA coverage
Program source code for internal development and for all of your purchases under the Systems product
support. pool – also referred to as Software Assurance
Membership (or SAM), – and have at least 1500
desktops covered with SA.
Spread Payments Payment for License and Software Assurance Available on all Volume Licensing programs, except
may be spread across three equal, annual Open License.
sums.

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1. You can convert unused training days to increase the level of service. Please refer to the Microsoft Product List to see eligible conversion
options. 2. The indicated currency is U.S. dollars only. Costs vary based on currency. 3. Web support is for medium severity (Severity C) cases
only. Phone call back will be decremented against the customer‘s Software Assurance or other support agreement. After hours support is for
critical incidents (Severity A) only. Default hours after business will be English. Translation services can be used where available. 4. The transfer
of Software Assurance 24x7 Problem Resolution phone incident to Premier Problem Resolution Services is allowed. The conversion ratio will
depend on local Premier list prices and can vary by country.

© 2011 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, Expression, Forefront, Hotmail, MSDN, SharePoint, SQL Server, Windows,
Window Live, Windows Server, Windows Vista, Visual Studio, Visio are either trademarks or registered trademarks of Microsoft in the United States
and/or other countries. This document is for informational purposes only.
MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Microsoft provides this material solely for informational and marketing purposes. Customers should refer to their agreements for a full understanding of
their rights and obligations under Microsoft’s Volume Licensing programs. Microsoft software is licensed not sold. The value and benefit gained through
use of Microsoft software and services may vary by customer. Customers with questions about differences between this material and the agreements
should contact their reseller or Microsoft account manager. Microsoft does not set final prices or payment terms for licenses acquired through resellers.
Final prices and payment terms are determined by agreement between the customer and its reseller. Eligibility for Software Assurance benefits varies by
offering and region and is subject to change. The Terms and Conditions of your Volume License Agreement and the Terms and Conditions under which any
specific Software Assurance benefits are offered will take precedence in the case of any conflict with the information provided here. For eligibility criteria
and current benefit program rules, see the Microsoft Product List.
The contents of this guide are subject to change. Please contact your Microsoft account manager or reseller for the most current version of this guide.

[Publication: 031711 Microsoft Enterprise Agreement Program Guide]

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