There are additional products that are available that require specific licensing outside of this enterprise agreement. Currently the only approved applications are Visio, Project, PowerBI Pro, and Teams Dial-in Conferencing. Departments may also purchase a “Microsoft 365 A3 for Faculty” license that is not provided to a WSU Network ID through central provisioning and use the process below to assign a user to that A3 license.


This is not a solution that would cover all additional licensing scenarios; it will only cover licenses that would fit into an a la carte user-based licensing and not conflict with our planned licensing for Microsoft 365 users.  It should be able to work for PowerBI Pro, Visio, and Project. Assignment of a “Microsoft 365 A3 for Faculty” license may require ITS to take additional action after the license is assigned, depending on the scenario.


For Microsoft 365 (Visio Pro, Project Pro, PowerBI, or Microsoft 365 A3 for Faculty), click on that under the Product Category on the left side of the screen. For a Teams Dial-in Conferencing license, please reach out to the CDW account manager listed on their website linked above.


Basic Process Overview
 
1.          Each area buys their own licenses through CDW with a copy of each order being sent to ITS.

    1. If using a Requisition or PO  in Workday, use spend category SC00256. If the pre-tax order total is under $10,000.00, the purchase would be submitted on a Purchase Order in Workday and will not route to Purchasing. If the pre-tax order total is $10,000.00 or more, the purchase would be submitted on a Requisition in Workday and will route to Purchasing.
    2. For the Security Review questionnaire, type “SEE CRSD-948”. This is the ticket number for the already completed security review for MS 365 A La Carte services.

2.          CDW adds the licenses to the WSU O365 tenant.
3.          ITS updates license totals for each area.
4.          Area delegates add personnel to receive products to their assigned OU group.
5.          ITS script processes the members periodically and provides product availability to OU group members.
6.          ITS audits the license numbers and ensures totals match orders.
 
 
Specific Process Steps
 

Process Step

Description

Owner

Effort

Reoccurrence

1.       Purchase Licenses

Each department purchases licenses for their users in Microsoft 365  for services that are not covered by the Microsoft Enterprise Agreement.

Department

2 H

Yearly for each new FY

2.       Update license count

The ATO informs ITS of new licenses purchased and provides proof of purchase.  ITS records that proof of purchase and updates an attribute on the department's group with the integer value of the total licenses they have purchased.
 

Department & ITS

1 H

As needed

3.       Self-Provisioning

The department adds and removes users from their delegated group to manage the additional services they have licensed.  The department may not over license WSU's tenant.  It's up to the department to ensure that they have the appropriate number of licenses.

Department

15 M

As needed

4.       Audit licenses

ITS maintains the area license totals for each product, updates the licensing script, and performs yearly audits on the licenses per department to determine if the script numbers are accurate and still match the last proof of purchase supplied by the department

ITS

5 H

Yearly or as requested


Process to order al la carte Microsoft 365 licenses

For ordering Microsoft 365 Products:

  1.    Go to cdwg.com/wsu
  2.     For Microsoft 365  (Visio Pro, Project Pro, PowerBI, or Microsoft 365 A3 for Faculty), click on that under the Product Category on the left side of the screen. For Teams dial in conferencing, please reach out to the CDW account manager listed on their website linked above. 
  3.    Add your items to the cart and place your order
  4.    Scan and Send a copy of the order confirmation to CDS. cds.ticket@wsu.edu
  5.     You will be notified when your software has been received
  6.     For Microsoft 365  products, your Systems Manager can then add the Network IDs to the appropriate licensing group



Process Notes and Limitations
 
1.       All licenses are for no more than one year and must end on July 1st each year.  Licenses must be re-purchased for the subsequent fiscal year beginning on August 1st.
2.       ITS delegates out management of group membership to a set of ITS controlled groups per participating department that represents the department's licensed users for that service.
3.       ITS writes a provisioning script to read the membership of each group and adds the appropriate license to the Azure AD users defined in the group.
4.       Some of the shortcomings to this solution are listed below.

  • This is not a solution that would cover all additional licensing scenarios; it will only cover licenses that would fit into an a la carte user based licensing and not conflict with our planned licensing for Microsoft 365  users.  It should be able to work for PowerBI Pro, Visio, and Project.
  • This solution does not provide an accurate list of all users licensed for an Microsoft 365  service, just the list of users that the department wanted licensed the last time they updated the group membership.  The licensing status of users can be accessed programmatically from Microsoft 365 .
  • This solution is not based around role changes or tied into the IDM solution.