The most important thing in brief:
There are various audits, but especially when Microsoft announces a license audit, this is one of the biggest bogeymen of every IT department. As soon as Microsoft requests self-disclosure about the current licensing situation in the company or perhaps even an auditor announces himself, complete panic usually breaks out first. And often the following realisation comes very quickly: We actually don't really know which software is running on which systems and how many licenses are actively being used.
Inadequate preparation for Microsoft license audits
Unfortunately, this scenario is still typical. And while Microsoft used to focus more on large companies with its license audits, today it is also affecting smaller companies. The number of audits is constantly increasing. However, many companies are still not prepared for a Microsoft license audit or, if they are, are only very inadequate. However, this can have fatal consequences.
Being unprepared and yet getting through the Microsoft license audit stress-free — you can forget that to say the least. Especially since this very often involves employees from several departments, who then have to manually collect and collect all necessary data within a very short period of time. Especially when other projects have to be completed in parallel, this is a major additional stress factor. And then, due to the lack of time, one or the other (more serious) mistake often happens. However, errors in turn mean that the self-declaration is therefore also incorrect. And that can really get really unpleasant.
So the following question is: How do you successfully pass the Microsoft license audit with as little effort as possible?
Microsoft license audit requirements
A license audit imposes the following requirements on those responsible:
1. Determine the current license situation
2. Take stock of all purchase receipts
3. Carry out the target/actual comparison
Point 1 means that, as a first step, everything that is currently available must be compiled. In the best case, there may already be some Excel list that can be used. Otherwise, it's time to quickly gather everything together. To then create an overview list and look at all the software products that are currently available.
When this part is completed, it is time to inventory the purchase receipts. And yes — it must actually be possible to present all invoices for purchased licenses. Microsoft does not recognize or consider a license to be licensed if the corresponding invoices cannot be presented. And again yes — it is certainly not the best job and a certain amount of manual effort to gather all the information. In addition, you will most likely have to think about and determine where you can find all the purchase receipts first. Do you have to go to the specialist departments, do you need the accounting department or do you have to rummage through all folders yourself?!
After point 2 has been completed, the target/actual reconciliation must now be carried out in order to be able to prove the current licensing situation accordingly. So that was the theory. But how please should all of this be done with as little effort as possible?
Microsoft license audit tool - as little effort as possible through software support
There are products such as our Docusnap software. This automatically determines the software that has already been installed. In plain language, this means that you carry out an inventory with Docusnap and are then clearly shown which software inventory you currently have. So you don't have to bring an old Excel list to life or quickly compile everything manually, but have determined the current status reliably and automatically. This alone saves you a lot of time and effort.
However, despite Docusnap, it takes your work to store the purchase receipts. A bit of hard work is required here. For example, you must manually enter the information into Docusnap. However, you can easily use Docusnap as a storage location to store all invoices or, for example, service contracts for the licenses. But information, such as cost centers, can also be stored here. Basically, all information that you also consider important in the future. You should use these options and kill two birds with one stone. Store all information in Docusnap under the additional information — in the future, you'll really have everything together nicely and a great overview of the purchase receipts.
Once this is done — Docusnap has identified your installed software or software inventory and you have entered all purchase receipts, Docusnap automatically carries out the target/actual reconciliation for you in a further step. Here you can sit back and relax and simply let Docusnap be done. Here too, the software does a whole lot of work for you.
And then the three points discussed above would have already been worked through and settled. Now you have created the basis to be able to fill out the notorious Microsoft self-assessment accordingly. The better or more thoroughly you can fill out this self-assessment and the more information you can provide, the higher the chances that Microsoft has nothing to complain about. In the best case scenario, you have already passed the exam or at least it won't be enough for an auditor to come to your house.
Good for you to know in general: If you return the information and Microsoft has something to complain about, it is usually the case that an appointment will be made with you. Microsoft then sends an auditor or auditor — often from companies like KPMG, who then carry out a detailed check again. Should something go wrong with this check, it can be quite unpleasant and, above all, very expensive. Among other things, you must pay the inspector and the licenses must be repurchased. You can therefore only save yourself this hassle from the outset by completing the self-declaration in the best possible way. We can therefore only advise you to use software!
View Microsoft license audit as an opportunity
As annoying as a Microsoft license audit may be, think of it as Opportunity to bring transparency to your licenses. Because it is not only sub-licensing that can therefore be discovered. As you prepare, you may also notice that the exact opposite is the case and that you are completely over-licensed. Unused licenses are also In many companies, often an enormous Cost eater. It should even happen from time to time that companies prefer to over-license themselves out of fear of sub-licensing. Let's be honest: That certainly can't be the solution! This money should definitely be invested in meaningful investments.
So don't let it matter at all. Prepare yourself now for a possible Microsoft license audit! This means that you are always optimally prepared and can look forward to the whole thing with peace of mind!
