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Microsoft License Verification Process FAQ

microsoft license verification process faq

The Microsoft License Verification process is designed to review the Microsoft software you have deployed, comparing that to your corresponding license documentation.


The Estimated License Ownership Position (ELOP) document provided as part of this process will give you key insights to identify opportunities for improvement as well as critical findings. It is a snapshot of your licensing position based on the products included in this process and the information you have provided regarding them. The ELOP can then form the basis for your own ongoing work to ensure that your organization has, and maintains, a compliant licensing position.


The Microsoft License Verification process requests information on your organization’s use of some of the more commonly used Microsoft products. Information regarding the use of products not listed on the Deployment Summary is not required.


Microsoft License Verification FAQ


If my organization has unlicensed software what will happen - will there be penalties?


If through this process it is identified that there are any unlicensed Microsoft products, we ask that you address the matter through an appropriate license acquisition, preferably through your Microsoft Partner (SoftwareMedia). According to Microsoft, no penalties are enforced if shortfalls in licensing are found.


We know that we already have some license shortfalls as we are using more licenses that we have paid for. What should we do?


We recommend you place an order immediately via your Microsoft Partner (SoftwareMedia) for any shortfalls you are aware of. These licenses can then be included in this process. SoftwareMedia will be able to provide recommendations for acquisition via suitable licensing programs. Customers often ask if they can uninstall software they no longer need and just place an order for the software they do need. Uninstallation of software is not a legal means for achieving compliance. Licenses are required any time software has been accessed or installed, regardless of whether it is currently deemed to be in use.


What if this process identifies shortfalls for products that no longer exist?


It is possible that products you have an agreed shortfall for may no longer be available for purchase as they have been replaced by another product. We will assist you with recommendations on suitable alternatives.


Microsoft should already have access to our purchasing history. We make OEM/FPP purchases and register our software.


The registration process aims to ensure your licenses are legitimate, and are entitled to receive regular updates. They do not contribute to a license ownership registry. The End User License Terms for Microsoft software require all customers to retain proof of ownership.


What is the Estimated License Ownership Position document


The Estimated License Ownership Position (ELOP) document provides a snapshot of the licensing information you have provided in your Deployment Summary response. It shows your organization's current Microsoft licensing position for the products included in this process, from both an ownership and 'in use' perspective. It will give you key insights to identify opportunities for improvement as well as critical findings. The ELOP can then form the basis for your own ongoing work to ensure that your organization has, and maintains, a compliant licensing position.


What else do i get out of this process?


On completion of this process, your organization will be issued with a Certificate of Engagement to show that your organization has participated in the License Verification process.


How often will we be contacted regarding our license position?


Microsoft undertakes License Verification engagements on a regular basis. Completing this process means that there will be no further contact from Microsoft of this nature with your organization for a period of two years.


After we receive our license summary report what is the next step?


After you have your License Summary Report, the next step is to complete a Deployment Summary. SoftwareMedia can assist you with that as well if you'd like.


What is the cost for SoftwareMedia's license verification services?


The License Summary Report is a free service we provide. Because the work involved with a Deployment Summary can significantly vary between businesses, we provide services for that based on an hourly rate. If you’ve purchased from us in the past two years*, we will provide you with up to two free hours of consulting work towards your Deployment Summary (on top of the free License Summary Report). For anything over two hours, our rate is $100 / hour. For new customers, our rate is still $100 / hour, but if you purchase an order over $500 with us within 6 months from the date of the consultation, we will provide you with a $200 credit. (*In order to be eligible for the free two hours of Deployment Summary consulting, your past order total from the past two years must be over $500 in revenue)


microsoft license verification report