Business Scenarios for Optimized License Management in Office 365
IN THIS TOPIC:
Assigning Ownership of License Bundles (with hard limits)
A common challenge that we’ve heard from customers around the world is the functional requirement to delegate a specific number of licenses to business units, or within government agencies, so they can control the ownership and distribution of those licenses. In many cases, those business units are the ones being charged for the licenses in the first place, so it only seems appropriate. To enable this functionality, the 4ward365 solution provides license pools that can be configured for each different type of license combination. These license pools enable IT administrators to assign specific quotas, or bundles of licenses, to different business units and empower them to manage the distribution of those licenses. The key benefit behind this model is that those license pools have hard upper-limits which control how many licenses can be assigned. Once a business unit hits their limit they must request, or purchase, additional licenses from central IT.
Monitoring License Component Subscriptions
Another common question we field from customers is related to the different workload components associated with a specific license plan on Office 365. This is especially viable for the E3 and E5 plans which include numerous application workloads under their umbrella. For instance, the E3 plan includes special workloads such as Sway, Yammer, etc. To help customers understand how those are distributed within the user community and assist with the monitoring for which users are provisioned and activated for those features, we have created special reports in 4ward365 to help showcase the associated costs.
Reclaim Inactive and Unassigned Licenses
There are different reasons why accounts become inactive, but the most common is when interns, employees or consultants leave the company. If HR processes are not tightly linked to the corporate directory and Office 365, then those user accounts will remain intact, and so will the assigned licenses, even though the accounts are disabled. By accurately tracking accounts and identifying inactive users, those registered Office 365 licenses can be reclaimed and assigned to new employees as needed, or refunded to save costs.
Summary of Optimized License Management Scenarios
The admin center portal, and Azure AD, were never designed for license management purposes. It would take an enormous development effort to create a full-featured license management system for Office 365 through the use of Powershell scripts and custom database tables, not to mention the countless hours to perform the administration activities each month. To help customers perform more proactive license management and delegate the ownership of licenses appropriately within their organization, the 4ward365 solution has all the built-in functions necessary, and they are completely flexible and configurable to meet your license management requirements as this blog has shown. You can even configure automated monitoring and alerts for inactive accounts to prompt the business units in charge of those accounts to recycle the associated licenses.