Module

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Module 5Enterprise Agreements
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What is an Enterprise Agreement?

• Microsofts premier software licensing program
  that allows customers to take advantage of the
  savings that can be realised through their
  commitment to standardisation and maintenance of
  software across their entire enterprise.
• Perpetual own the licenses
• Subscription rent the licenses

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Overview

• Minimum of 250 desktops
• 100 of their qualified desktops covered
• Must have at least one of the following
• Microsoft Office Professional Plus 2007,
• Microsoft Office Enterprise 2007,
• the Windows Vista Enterprise Edition,
• Microsoft Core Client Access License, or
• Microsoft Enterprise Client Access License.
• Platform options (gets a platform discount)
• Professional Desktop Vista, Office Pro, Core
  CAL
• Enterprise Desktop Vista, Office Ent, Entprise
  CAL
• Pricing based on number of desktops
• Software Assurance on all products not optional
  

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Overview continued

• Optional additional products
• Annual True Up
• 3 year agreement
• A predictable, annual price
• Perpetual - equal, annual payments for initial
  order
• Subscription fixed per unit price quantity
  variable
• Three-year price protection
• Step Ups
• Renewal option of 1 year or 3 years.
• Commercial - assisted direct model
• Government indirect model

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Pricing

• Government always Level D (separate pricelist)
• Subscription L/SA 1 Year price (separate
  pricelist)
• New additional products priced at month first
  ordered.

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EA EAS Customer Benefit
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Common Pitfalls

• Platform SKU used when not entitled to it.
• Platform SKUs only when all 3 components of the
  Professional Desktop are selected.
• Credit Applications (Direct EAs)
• Must be completed the earlier the better.
• Tying Select to EA
• Option 2, section x pool choice
• Affiliates whos in and whos out.

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Common Pitfalls (cont...)

• Country of Usage have discussion with customer
  inform LS accordingly
• Know your ESA fees (Direct EAs) ESA guide on
  exploreMS.
• PO must be made out to Microsoft (Direct EAs).
• MS end of Month last Friday of the month
• Cut off Wednesday prior
• Wrong COCP used Change of ESA form MUST be used
  for Direct EA COCP.

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Document Completion

• Credit Application
• Microsoft Business Services Agreement (MBSA)
• EA 6.5 Direct Master Agreement
• Supply Agreement
• Media Form
• EA 6.5 Direct Enrolment
• Supplemental Contact Information Form
• Multiple Previous Enrolment Form
• Enterprise Desktop Terms Conditions

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Agreement Pack
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Agreement Pack
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Agreement Pack
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Agreement Pack
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Document Types
Other documents
Microsoft Business Services Agreement (MBSA)
Credit Application
SupplyAgreement
Customer Price Sheet
Amendment (if applicable)
Select 6.5 Agreement
Enterprise Agreement 6.5
Enterprise Desktop Terms Conditions
Work orders Service Descriptions
Media form
Enrollments
Enrollments
Supplemental Information Contact Form
Note For each Direct enrollment a Supply
Agreement is required. Enterprise Desktop TC
will be required if Master is 6.4 or earlier. For
EA, CPS (Customer Price Sheet) is required as it
constitute the initial order.
Multiple Previous Enrolment Form (if applicable)
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Credit Application process

• For new and renewal EA customer, ESA to submit
  duly completed Pre-check form via
  snailmail1/fax2/email softcopy to APOC credit
  Risk Team.
• For option 1 2 above. ESA should precede this
  with an email to apoccred_at_microsoft.com notifying
  the Credit Risk Team of such an application
• Microsoft will inform ESA of rejected application
  and advise on additional security (e.g. Corporate
  Guarantee, Bank Guarantee, L/C etc) required.
• Successful application will be informed via email
• SLA for EA Application Process is 10 Calendar
  Days from Date of Completed Info to Account
  Creation Communication Date, so please submit
  credit Apps at least 2 weeks prior to expected
  date of agreement doc arrival at APOC.

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Credit Application Process

• The following documents are now also available in
  Explore.ms under
• Programs gt Enterprise gt Forms
• File Name Enterprise Pre-Check Form Process
• Pre-Check Process Narrative
• Pre-Check Process Flowchart
• Pre-Check Form

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Microsoft Business Services Agreement(MBSA)

• A single master agreement which enables a
  multiple of purchasing capabilities under one
  master and reduce the need for customers to
  resign or renegotiate legal terms and conditions.
• Evergreen Agreement does not expire
• Customers with current MBAs do not have to sign
  an MBSA unless they choose to

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MBSA number Microsoft will complete
Contract Type In Australia this will always be
Business
Name of Entity Must be name of organization
entering into the contract.
Signatory and the printed name of signatory
Must be an authorized signer for the company
entering into the contract. All fields on the
left column must be completed.
Agreement effective date Microsoft will complete
this date.
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Name of entity Must be the same entity that
signed on cover page.
Customer contact This person will be the primary
notices contact. Not required to be same person
that signed on cover page.
Street address is a mandatory field Microsoft
affiliate will invalidate any agreement submitted
without a full street address and telephone
number. PO Boxes are not accepted. All fields
except fax must be completed
Customer contact email address This must be the
contact names email address this can be a
hotmail or similar type domain but not a reseller
or other email address.
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Customer notices Check box if the notices
contact is same as primary, otherwise complete
all the fields.
Notices contact If completed, this will be the
MVLS contact and will receive all notices from
Microsoft concerning this contract.
Third party contact Check box if contact is a
third party such as a reseller. Note the warning.
Language Preference This is asking what language
does the customer want their notices. This is a
pull-down menu and will always default to the
language of the agreement
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Electronic notices This is optional. If
completed, all fields except the fax must be
completed. This contact receives the same set of
electronic notices as the Notices contact.
Microsoft Account Manager This is optional, but
should be completed if assistance from Microsoft
is ever needed.
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Direct 6.5 Master Agreement

• Requires an MBSA to be completed if customer does
  not have an MBA previously
• For brand new agreements after 1st October
• Requires 6.5 enrolment
• Specifies how the program works
• Details on the TC associated
• True up definitions
• Basically what you can and cant do etc..

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Contract Type In Australia this will always be
Business.
MBSA number Microsoft will complete if the MBSA
is being submitted with this EA. Reseller or
Software Advisor will complete if there is
already an MBA/MBSA. ltSelectgt is a pull-down
menu. Choose if the customer has an MBA or MBSA.
(Microsoft affiliate will invalidate agreements
submitted with incorrect numbers
Enterprise Agreement number Microsoft affiliate
will complete upon receipt and processing
Signatory and the printed name of signatory Only
the left column to be completed. All fields must
be completed with customer signature information
Name of Entity Must be organization entering
into the contract.
Agreement effective date Microsoft will complete
this date and the right column.
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Customer contact This person will be the primary
notices contact. This contact does not have to
be the same contact that signed on cover page.
Primary Customer Must be the entity that signed
on cover page.
Street address is a mandatory field Microsoft
affiliate will invalidate any agreement submitted
without a full street address and telephone
number. PO Boxes will not be accepted. All
fields, except fax, must be completed.
Customer contact email address This must be the
contact names email address this can be a
hotmail or similar type domain but not a reseller
or other email address.
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Customer notices Check this box if contact is
the same as the primary contact, otherwise, all
fields, except fax, must be completed.
Notices contact If completed, this contact will
be the MVLS contact and will receive all notices
pertaining to this agreement.
Language for notices Will default to language of
the contract unless specified from the drop-down
list provided.
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This is an optional field. An additional contact
can be specified to receive the same set of
electronic communications as the notices contact.
If this contact is used, all fields, except fax,
must be completed.
Microsoft Account Manager. This is optional, but
is recommend if assistance from Microsoft is ever
needed.
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Supply Agreement

• Is required for all Direct Enrolments
• It must be indicated in this document whether
  customer requires media
• CPS must be attached to be valid
• Customer Bill-To Information is required on this
  document
• Price Level establishment is indicated
• Desktop or Users determine price level

Any questions regarding Supply Agreement
(particularly around Price Levels) should be
directed to your Licensing Specialist
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Choose MBSA or MBA
MBSA number Microsoft will complete if the MBSA
is being submitted with this Supply Agreement.
Reseller or Software Advisor will complete if
there is already an MBA/MBSA.
Microsoft Affiliate will complete
Master Agreement number Microsoft will complete
if the Master is being submitted with this Supply
Agreement. Reseller or Software Advisor will
complete if there is already a Master Agreement
Media form Check box if customer wants physical
media. If yes, the media form must be attached.
MS will not process any attached media form if
this box is checked no
CPS must be attached
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Name of Entity Must be name of organization
entering into the contract.
Signatory and the printed name of signatory
Must be an authorized signer for the company
entering into the contract. All fields on the
left column must be completed.
Agreement effective date Microsoft will complete
this date.
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Language for notices Will default to language of
the contract unless specified from the drop-down
list provided.
Microsoft Account Manager. This is optional, but
is recommend if assistance from Microsoft is ever
needed.
Accounts Payable Contact This person will be the
key contact for all invoicing accounts.
Name of Entity Must be name of organization
entering into the contract.
Street address is a mandatory field Microsoft
affiliate will invalidate any agreement submitted
without a full street address and telephone
number. PO Boxes are not accepted. All fields
except fax must be completed
Accounts Payable contact email address This must
be the contact names email address this can be
a hotmail or similar type domain but not a
reseller or other email address.
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Establishing Price Level Indicate here how many
Qualified Desktops Qualified Users
Price Level Will automatically populate based in
the of Desktops or Users indicated above
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Media Form
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Only complete if customer wants physical media
Agreement Enrollment details. Partner to
complete the number if known. Microsoft
affiliate will provide enrollment number and
agreement number if new.
Partner Information Needs to be the same as the
partner of record on the enrollment
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Ship To information Check the box if the ship
to is the same as the notices contact, otherwise
fill out all fields completely, even if accepting
downloads. If selecting download, enter download
location address.
Media Method. Check which method the software is
to be delivered. Check only one.
A selection must be made even if the customer
does not require a starter kit.
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Customer completes by marking an X in the
applicable box(es) only if customer wants
physical media and not downloads.
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Direct 6.5 Enrolment

• Defines the agreement
• Full platform
• Component
• Affiliates
• Language selection

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Contract Type Will always be Business for
Australia
Enterprise Agreement number Microsoft will
complete where the agreement is being submitted
with this Enterprise Enrollment Reseller or
Software Advisor will complete if there is
already an MBA or Enterprise Agreement
(Microsoft affiliate will invalidate agreements
submitted with incorrect numbers
Previous enrollment number and expiration date
Reseller will complete. Microsoft affiliate will
invalidate any agreements submitted with
incorrect numbers and end dates of previous
agreements. If there are more than one previous
enrollment, then a multiple previous enrollment
form is necessary - enter the earliest expiring
enrollment here (must be within the 30 day grace
period.)
Enterprise Agreement 6.1 or earlier. Refer to
Licensing Specialist if you require this amendment
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Check all boxes that apply This is essential
for determining what constitutes the customer
contract. Ensure the proper adds are checked.
Attach all forms that apply to this enrollment.
Enrollment will be invalidated if a check should
be there and is not.
Enrollment effective date Microsoft affiliate
will complete this date.
Name of Entity Entity entering into enrollment.
Signatory and the printed name of signatory
Signer can be different than primary contact but
they must be from the same entity.
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These are the websites that customers need to
access Volume Licensing Information
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Link to Program Info
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Name of entity Must be the same entity that
signed on cover page.
Customer contact This person will be the primary
notices contact. This contact does not have to
be same contact that signed on cover page.
Street address is a mandatory field Microsoft
affiliate will invalidate any agreement submitted
without a full street address and telephone
number. PO Boxes will not be accepted. All
fields, except fax, must be completed.
Customer contact email address This must be the
contact names email address this can be a
hotmail or similar type domain but not a reseller
or other email address.
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Customer notices Check the box if contact is the
same as the primary contact. If the contact is
different, all fields, except fax, must be
completed.
Notices contact If completed, this will be the
MVLS contact and will receive all notices to this
agreement.
Third party contact Check box if contact is a
third party such as a reseller. Note the warning.
Language for notices Will default to language of
the contract unless specified from the drop-down
list provided.
Language for notices Will default to language of
the contract unless specified from the drop-down
list provided.
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Microsoft Account Manager. This is optional, but
is recommend if assistance from Microsoft is ever
needed.
Supplemental Contacts This is essential if
customers wants different people to receive
certain communications. If any of these are
ticked, the Supplemental Contact Information Form
MUST be attached.
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Check here if customer and all its affiliates
will be participating under the enrollment
Check here if customer and certain affiliates
will be participating under the enrollment. If
only the customer is participating insert
NONE into line 1. If certain affiliates will be
participating, list them here. If there are more
than 5 participating affiliates, list them on a
separate sheet of paper
Check here if customer wants to include all its
affiliates except for the ones listed below
Check here if customer wants to exclude all
affiliates acquired after the effective date of
the enrollment. If this box is not checked,
affiliates acquired after the effective date MUST
be included in the next True-up unless they are
party to an existing Enterprise Enrollment.
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Language Option Check the box to identify if
customer will use all languages or listed
languages. The link takes you to the table to
view the language choices (refer Slide 40).
Language Allocation Provide us with your good
faith estimate of the specific languages you will
run and the approximate percentage of those
copies you will run in each language. Total must
equal 100
Master Agreement 6.4 or earlier Customer must
indicate if the Master Agreement is a 6.4 or
earlier. If ticked YES then the Enterprise
Desktop Terms Conditions form is required Macro
enablement means will automatically append to end
of document. Enrollment will be invalidated if
not properly checked. i.e. if checked no and
the agreement is a 6.4 or earlier
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Product Selection Check the box that shows the
enterprise product selection of the customer. Can
choose one of 3 platform offering or any
combination of individual component enterprise
products.
Pull-Down Menus Each ltSelectgt is a pull down
menu of product choices. Click on each grey box
to choose the appropriate options
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Reseller information must be provided. All
fields, except fax, must be completed. Microsoft
affiliate will invalidate if all fields are not
complete.
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Form must be signed by the Reseller
Note the rule for COCP clearly articulated
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Excerpt from www.microsoft.com/licensing/contracts
outlining languages in each category
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Supplemental Contact Information Form

• Additional online notices contact
• MSDN Contact
• SAB Contact
• Online Services Contact (new)

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This is an optional field. An additional contact
can be specified who receives electronic notices
in addition to the Notices contact. Designed to
be used to issue duplicate set of notices. If
completed, all fields, except fax, must be
completed
Third party contact Check box if contact is a
third party such as a reseller. Note the warning.
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Software Assurance Contact Information is
optional. This contact will be set up as the
Software Assurance Benefits contact on MVLS. If
this is not completed it will default to the
notices contact if notices contact is not
completed it will default to primary customer
contact. If this block is completed, all fields,
except fax must be completed.
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MSDN Contact is optional This contact receives
all notices pertaining to MSDN subscriptions and
will be set up as the MSDN contact on MVLS. If
this is not completed it will default to the
notices contact if notices contact is not
completed it will default to primary customer
contact. If this block is completed, all fields,
except fax, must be completed.
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Online Services Contact is optional This contact
receives all notices pertaining to online
services and will be set up as the Online
Services contact on MVLS. If this is not
completed it will default to the notices contact
if notices contact is not completed it will
default to primary customer contact. If
completed, all fields, except fax, must be
completed.
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Multiple PreviousEnrolment Form
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Highlighted text Note the highlighted text when
choosing to transfer contact information.
Enrollment Description Enter the type of
enrollment such as Select Enrollment, Enterprise
Enrollment, etc. Open authorizations and Open
Value agreements are also acceptable.
MSDN Select which enrollments you want to
transfer your MSDN contact information to the new
enrollment
SA Benefits contact Select only one enrollment
in which you want to transfer your SA Benefits
contact information to the new enrollment
Enrollment number Enter the enrollment number.
Can also be an Open authorization or Open Value
Agreement number if applicable.
Expiration Date Enter the expiration date of
the expiring agreement or enrollment.
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Enterprise DesktopTerms Conditions
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6.X Renewal Process

• Options upon expiration
• Sign a new 36 month enrollment or
• Continue existing enrollment for an additional 12
  or 36 months by submitting the 6.x Agreement
  Renewal Form
• This is a one-time option and successive renewals
  of existing agreements are not permitted.
• Submission Process
• EA For each enrollment a Customer Price Sheet
  (CPS) and a Renewal Form is required

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Enterprise Agreements (EA) Enterprise Agreement
Subscription (EAS)

• Renewal orders will need to include the
  followings
• Enterprise products Total number of desktops
  owned as of the renewal order date plus un-trued
  up PCs added in year 3. Customers may true down
  PC counts upon renewal
• New Enterprise products may not be added or
  removed upon renewal. A new enrollment is
  required to change the Enterprise product mix
• Additional products Total number of licenses
  owned as of the renewal order date plus
  un-ordered Licenses in year 3 that customers
  desire to renew
• Renewal price will be based on the price in
  effect as of the customer usage date on the
  renewal CPS
• If the customers desktop count reaches a
  different price level upon renewal, the new price
  level will apply. The price and price level will
  be locked for the renewal term

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EA EAS Timelines

• EA Enrollment customers will be notified 60 days
  prior to the expiration date of their renewal
  option. (Notifications are not sent to the EA
  Master as the agreement is perpetual.)
• Each enrollment must submit an EA renewal form
  and renewal CPS within 30 days following the
  expiration date
• A credit check is required for all Direct EA
  renewals

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EA Renewal Form
Channel Partners to fill out
Customers to fill out

• Form has to be signed by EA Enrollees
• Form submission due is within 30 days after the
  expiration date
• Subscription EAs requires a different form

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Enrolment Number For EA Renewals the customer
retains the same enrolment number for the next
term so ESA should complete this enrolment number
Renewal Term Select 12 or 36 months
Name of Entity Must be same as on the prior
enrolment. If customer name has changed a letter
from customer on new letterhead would need to be
included requesting name change
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ESA Acknowledgement This is the same reseller
from prior enrolment.
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EA Checklist
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Top Reasons for Invalid Agreements
FY06 ALL LARs
FY07 YTD ALL LARs
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PMR

• Valid Agreements
• Valid Adjustments
• Valid Electronic Orders
• New formula applied to ensure parity across
  partners regardless of the volume of agreements
  transactions
• Further communication in coming weeks

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Direct EA Ordering

• CPS constitutes order no other action required
• CPS has True-Up table to lock in True-Up pricing
  for designated SKUs
• Additional Products added at signing prices
  locked in as per CPS
• SKUs divided into 2 Offering Types on pricelist
• CUS Enterprise Product
• ACP Additional Products
• Enterprise Products CANNOT be ordered after
  signing
• requires a revised CPS
• True-Up Additional Product Orders (added after
  signing) are placed via MOET
• Perpetual EA customers receive an Annual
  Scheduled Billing on their anniversary date
  this date cannot be changed
• Scheduled Billing includes all BEC ACP SKUs
  either added at or after signing
• Subscription EA customers must place an
  anniversary order via their ESA (covered in
  detail later)

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Direct EA Ordering (cont)

• Additional Products added after signing
• Additional Product SKUs differentiated in
  Pricelist under Offering as ACP
• Initial Additional Order Product entered using NE
  (represents New Order) in MOET
• Initial Additional Product Order MUST be paid Up
  Front (PE) as opposed to Annual Payments (AE)
• Pricing is then locked as per the initial
  Additional Product Order
• Manual Orders by exception only work with LS
• Manual order from avail at https//explore.ms
• Select gt Forms
• Ensure all fields are correctly completed
• Send via email to APLQuest_at_microsoft.com

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MOET Order Processing Flow(TUP ACP)
Invoicing Processes
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Manual Order Processing Flow
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EA Compliance Rules

• Desktops added to the organisation must be
  reported at the next anniversary of the
  agreement. This is known as a True-Up.
• Subscription EAs have ability to True-Down
• Anniversary Subscription EA orders placed
  manually
• Covered further later in this section
• True-Up Purchase Orders or Enterprise Update
  Statements must be submitted by 15th of month
  following anniversary
• If there are NO additional desktop count required
  in the period an Enterprise Update Statement must
  be submitted
• Otherwise place order through MOET

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True-Up Order Process

• CP submits True-Up related documents.
• Enterprise Update Statement submitted ONLY when
  there is no additional licenses required for that
  year.
• True up Order submitted via MOET when customer
  requires additional licenses. No need to submit
  True up report or Enterprise Update Statement in
  such a case.
• True Up applies to all Enterprise Products
• Additional Products can also be added at
  anniversary
• Microsoft sends reminder compliance letters to
  end-customer and the LAR to aid the process
• True Up (TUP) to be used for products that have
  been listed in the True Up table in the CPS or
  for products purchased previously via a New
  order
• In summary, choose True Up only when there has
  been previous orders of that particular product
  for that enrollment.

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True Up Order Process

• Upon submission of a True Up Order, the system
  will automatically trigger an acknowledgment that
  the order is on HOLD
• After processing team validate that the order is
  valid and submit order, system will again
  automatically send a notification that the order
  is ACCEPTED
• OR
• After clarification and processing team is unable
  to change/amend the data being entered by Channel
  Partner due to MSL System restriction we will
  reject the order which will also trigger the MOET
  system to send a notification that the order has
  been REJECTED
• If it the later a new IT will be generated for
  clarification. Upon confirmation, we will amend
  the data and submit the order and inform Channel
  Partner accordingly.
• Sometimes APOC have to reject the order as the
  system does not allow changes to certain field
  example PO Type / Billing Option / Program
  Offering. Hence APOC will create an IT log to
  communicate with Channel Partner that they will
  reject the order and request to resubmit the
  order.
• Allow 24 hours minimal for True-Up orders to be
  processed

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Sample True Up Reminder LettersTo LAR End
Customer
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Sample True Up Past Due LettersTo LAR End
Customer
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EAS Anniversary Orders

• Customer submits PO to ESA (PO made out to
  Microsoft c/- ESA)
• Annual Orders need to be split between those
  products on original CPS (BEC) any additional
  product order.
• Annual order will be processed as Order Type
  BEC (Basic Enterprise Commitment) via manual
  order
• Annual orders includes any increase in quantity
  for products sign at initial CPS. The Price
  reflected in the initial CPS under the Annual
  Price Level Summary will apply.
• New Additional Product Order will be processed as
  Order Type NE (New Order) in MOET
• This reason it is imperative to distinguish the 2
  types of orders is they have different ESA fee
  percentages that apply
• Customers can also choose to reduce the quantity
  of products (True-Down)

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Subscription EA Scenario

• Initial order is
• Enterprise (BEC) product- Windows Vista upgrade
  2000 units
• In the CPS annual price summary for 1 is
  Level A 150 Level B 100 Level C 50
• Additional product- SQL server 500 units
• In the CPS annual price summary for 2 is
  Level A 600 Level B 500 Level C 400
• 1st year anniversary, customer wants to
• increase of 600 units of WindowsVista
• add Office 2007 Pro 1000 units
• add Additional SQL server 5000 units
• add Additional product- Project 2007 100 units

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Subscription EA Scenario cont

• Initial CPS only consists of Windows Vista and
  SQL Server therefore manual order will be
• Windows Vista Upgrade 2600 at Level B _at_100
• SQL Server 5500 at Level _at_500
• New Enterprise Products added after signing
• Office 2007 Prof - Amendment C15 with
  Supplemental CPS
• New Additional Products added after signing
• Project 2007 - Submit order via MOET
• PO Type NE (New Order)
• Billing Option PE (Prepayment as TC)
• Program Offering ACP
• System will automatically capture the current
  price list (reference to explore.ms) and bill
  accordingly.

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Anniversary Dates

• EA enrolment started on 2nd September 2003
• Base on the standard 3 yrs term
• the 1st and 2nd true up order will be grace
  period of 15 days following the anniversary
  effective date (as example, it will be 2nd Sept
  2004 and 2005).
• As for the final 3rd year, it will be 15 days
  following the expiration end date (30th Sept
  2006) Biz Desk approval for the final year order
  submitted beyond 15th Oct 2006 as enrolment has
  expired.
• And also please take note that this 15 days grace
  period has no impact on the usage date.
• Select Master
• the compliance check date will also be the start
  date for each anniversary.
• Example of contract period from 6/26/2004 to
  6/30/2007 the compliance check/target date will
  be
• 1st year as 6/26/2005
• 2nd year as 6/26/2006
• 3rd year as 6/26/2007