Campus Wide Microsoft Agreement for Desktop Suite

Education Enrolment Solutions

(EES agreement)

A Microsoft EES agreement provides our departments with… • Campus wide licensing for Office, Windows Enterprise

upgrade and Core CALs, which includes:– Standard suite of tools for easy deployment of new services– Lower costs on new equipment purchases – Server Client Access License compliance– Includes home use rights for Staff & Faculty– Device independent licenses (Mac and Windows)– Desktop antivirus

• Annual fees based on Full Time Equivalent (FTE)– Unlimited installations– Elimination of non-compliance risk– Reduced deployment cost through ESD

EES cost comparisons

Queen’s current annual spend estimates on Microsoft Desktop Suite components.

Existing Campus Agreements $ 140,000MS Licenses sold through ITServices $ 54,000EES for Exchange and Windows CALS $ 43,000MS Software purchased from retail sources $ 10,000 (approx)

MS Win 7 Pro upgrade on new equipment $ 25,000Desktop Virus Protection $ 25,000Total $ 297,000 (still does not cover all users)

These annual purchases can be replaced by a single EES agreement valued at $298,000, based on our 4030 FTE to ensure all Staff and Faculty are covered.

What are other Ontario Campuses doing?

• 24/24 Colleges have EES for the full desktop suite

• 14/20 Universities have EES for the full desktop suite

• Of the remaining 6 …– 1 University has an EES for Core CAL only– 1 University has an EES for Office only– 2 have Campus Agreements in place - but for only some departments – 2 Universities without any MS Campus Agreements

Benefits

• Reduced support cost through standardization• Reduced cost through electronic distribution and deployment• Simplified accounting (based on FTE, not computers)• Saving 10% annually on MS License purchases

• Achieve compliance for Microsoft Server access • Elimination of risk exposure of incorrect Windows/Office products

usage• Coordinated procurement, maximizing discounts

Process

• Fund the 2300 before the end of April, 2012 with the understanding that they need to budget for this cost the following year as a Shared Service

• Any department whose agreement comes up in the next 12 months will get renewed at the new (10% off) rate, and have the end date set to end of April 2013.

• On May 1, 2013, there will be an Enterprise Shared Service in place that dovetails with the new budget funding model being developed, and provided immediate savings and benefits to departments.