Caught by a Microsoft Audit on Nonproduction Systems
When Microsoft decides to audit a customer, the software titan looks for specific red flags. No one is surprised when the auditor checks usage against paid licenses or digs into their virtualized environment. But few customers are prepared for the bill Microsoft hands them after auditing their non-production systems.
"For Microsoft, non-production software is low-hanging fruit. Most people don't pay attention to it, so they don't have it properly licensed," says John G. Grubb, founder of software asset management firm SoftwareAdvocates and longtime Microsoft technology strategist.
Grubb is leading three sessions at the 2015 IBSMA SAM Summit in Chicago, June 8-10. On June 10, he'll discuss licensing for Microsoft non-production systems (one of the top ten Microsoft compliance gotchas he'll discuss on June 9).
Cracking the code
Most SAM managers find licensing for non-production systems to be a grey area that may require a combination of production licenses and MSDN (Microsoft Developer Network) subscriptions. MSDN subscriptions are licensed individually, and everyone who uses the software to develop, design, or test applications must have a subscription—and that's where compliance gets especially hazy, according to Grubb.
"MSDN is user based, so everybody who touches it—except for qualified user acceptance testing—must have a license. This includes even the people who are system admins, people who build and manage the servers for the developers." In other words, employees you don't consider part of your development, testing, or QA teams require MSDN subscriptions for you to maintain compliance.
Grubb points out that licensing non-production systems seems complex until you "crack the code on it." All MSDN licenses aren't created equal, and Microsoft may disagree that you're using your subscriptions properly. Some levels of subscription don't cover every product that you may be using in your testing systems, for instance, or you may have accidentally purchased the wrong ones. In the worst case scenario, you may have 50 MSDN licenses, but all 10,000 people in your organization have access to the non-production systems.
"Even if all 10,000 people didn't touch those systems, Microsoft assumes that if they could, they did—and you could be held liable for this oversight," says Grubb.
Noncompliant non-production systems are surprisingly common. In fact, the majority of the customers Grubb speaks with have gaps. This becomes an extremely expensive licensing oversight during an audit, especially when Microsoft starts digging into your databases. Grubb describes creative ways to cover the licensing of non-production systems, but, as he says, "You have to be really savvy."
He points out that licensing non-production systems is likely to get even trickier because, with Visual Studio 2015, Microsoft is making major changes to its MSDN offerings.
Learn how to assess your non-production systems and mitigate licensing issues (and the other nine common mistakes SAM managers make when licensing Microsoft software) from Grubb during his SAM Summit sessions.
View the full 60-plus session agenda including the new Microsoft Track at SAMSummit.com.
Additional reporting by Leslie T. O'Neill
Photo: John Grubb, 2014 SAM Summit, by Patrick T. Power Photography
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