Microsoft Software Reconciliation

Reconcile and analyze your organization’s Microsoft software deployment with license entitlement and identify over- and under-licensing by software product and version. Obtain a full inventory and understanding of what software is installed across your organization and what software licenses your company is entitled to use and pro-actively mitigate contractual non-compliance risk and financial liability. Our team has managed over 4,000 licensing reconciliations at organizations of all sizes and industries.

  • Discover what software products your organization has installed
  • Obtain a consolidate view of your organization’s license entitlement
  • Reconcile software installed with license entitlement
  • Identify over- and under-licensing by software product and version
  • Mitigate contractual non-compliance and financial liability risk

Why should organizations complete a software reconciliation? What are the benefits?

1. Remain compliant with agreement, industry, and government regulations and proactively mitigate contractual noncompliance risk and financial liability. Understanding the licenses you are using and own supports effective corporate governance and compliance with internal policies, local laws, and industry regulations. Software vendors are increasing the number of software audits they perform accordingly to Gartner. Proactively managing software assets mitigates the uncertainly of financial and noncompliance risk of having and using unlicensed software. Knowing what software your company has installed and owns supports timely and accurate due diligence during mergers or acquisitions and ensures ongoing financial statement integrity. 2013-14 Key Trends in Software Pricing & Licensing Report by Flexera Software and IDC 85 percent of organizations are, in some way, out of compliance with some point of the software license agreements 63 percent have been audited by software vendors in the last 18 to 24 months. 58 percent of the audits conducted were by Microsoft, and 56 percent of companies were required to make additional payments of $100K or greater to cover the costs of unlicensed software 2. Know what software you have installed and what licenses you own. A consolidated and centralized view of software installed and license ownership enables companies to proactively manage their software licensing and mitigate contractual noncompliance risk. Companies benefit financially when purchasing under the correct agreement type and program and standardizing their licensing environment. Understanding what software is installed in the organization enables companies to ensure appropriate protection of data and backup software, align how and when they buy software, and maximize the financial benefit of applying purchasing best practices. 3. Identify opportunities to optimize your software licensing and reduce cost of software ownership. Microsoft software licensing costs typically account for a significant portion of an organization’s technology budget, and the majority of companies do not adequately prepare for licensing contract negotiation and strategic purchasing decisions. Misunderstanding Microsoft’s differing product releases and versions, software assurance benefits, product use rights, and related product dependencies results in the majority of companies not effectively managing and purchasing Microsoft licensing.

Is Broomstick's process different than reconciliations offered by software resellers / partners?

The Broomstick team has more than 35 years’ experience working with companies of all sizes and industries to reconcile, analyze, and optimize their use of Microsoft licensing. Team members have completed more than 4,000 software reconciliation and optimization engagements during their careers and have unique Microsoft and customers’ expectations. The majority of Microsoft software licensing reviews are performed by channel software resellers whose primary objective and motivation are to identify sales opportunities. Software resellers are compensated based on sales volume and rely on companies’ maximizing their software purchases. Microsoft often pays resellers and consultants to perform software licensing reviews (Software Asset Management – SAM) at companies with the expectation that the licensing review will result in additional software purchases and a significant return on investment for Microsoft and the software reseller. Broomstick does not sell software. Broomstick does not benefit from companies’ purchasing or benefit from reducing cost of software ownership at the completion of a licensing review…Broomstick is uniquely different. Our motivation and incentive are supporting companies, proactively mitigating compliance risk, and optimizing companies’ use of Microsoft software….our reward is knowing we have supported your organization to optimize and right-license your use of Microsoft software. We are passionate about helping companies and are committed to having a positive impact on your organization. Broomstick's licensing review results are strictly confidential and are not shared with other parties. Resellers and third- party consultants often share the results of licensing reviews with other parties who may be paying for the review and have a financial interest in the results of a licensing review.

What information does an organization need to provide during a software reconciliation?

The Broomstick team will need your organization to support and assist with the following:

• Review and completion of the Licensing Review Agreement with Broomstick

• Overview of organization’s IT environment including but not limited to physical locations, number of domains, data centers, hosted solutions, estimated number of desktops / servers in environment, known Microsoft software products used, existing software inventory or discovery tools, usage of software, and the type of software users.

• Access to company IT resource(s) and personnel during the licensing review

• Roles and responsibilities for software data collection

• Approval to request the organization’s Licensing Statement from Microsoft

• Completion of the data questionnaire provided by Broomstick

• Access to licensing agreements and proof of software purchase documents

How does Broomstick determine an organization's Microsoft license entitlement?

The Broomstick team will work with your organization to consolidate all Microsoft product ownership and entitlement acquired across the various Microsoft licensing programs and retail channels. Microsoft agreements and contracts are reviewed to determine software license ownership including the type of license entitlement (i.e., processor, user, and device), product versions, and editions.

How long does a licensing reconciliation take to complete? What is the impact on the organization?

The time and cost to complete a license review will vary depending on the size, how Microsoft software is being used, and the licensing complexity of the organization. Our goal is to complete licensing reviews within 6 to 9 weeks. The average time impact to organization personnel supporting the licensing review is approximately 25 hours. The licensing review includes a software reconciliation and analysis. The Broomstick team has significant experience completing licensing reviews and will make every effort to minimize the time to complete the licensing review and the impact on your organization.

How does Broomstick determine what Microsoft software is installed across the organization?

The Broomstick team will partner with the organization to evaluate the optimal process to determine what Microsoft software is deployed within the organization. During the initial planning meeting, the Broomstick team will work with your organization to understand your IT environment, including physical locations, data centers, hosted solutions, and estimated number of desktops and servers. A standard software discovery tool of your preference (i.e., MAP, SCCM, Tivoli) or an existing discovery process used by the organization can be used to inventory the software deployment. Microsoft software data are collected from all hardware and devices running or accessing Microsoft software environments within the organization, using automated and manual discovery tools. Procedures are performed to verify the completeness and accuracy of data collected during the discovery phase of the licensing review. Only Microsoft software data are collected (no personal information data). All data collected are securely stored and deleted at the completion of the engagement. Data and results remain strictly confidential.