Configuration Changes Pose Licensing Risks

Seemingly inconsequential configuration changes and other actions taken by IT administrators can potentially result in considerable unbudgeted costs for an organization in the event of a software license compliance check. In particular, enablement of high-end product capabilities, use of virtualization, server-based desktops, mixing multiple workload types, deployment of new software versions, and incorrect PC software installations can have unpredictable financial impact. Proper procedures including change control, proactive self-audits, and personnel training can help avoid or mitigate many of the most common sources of problems.

This report outlines some, but not all, of the many software configuration actions that can violate current licensing rules, or create the appearance of a violation, with costly consequences in a software license compliance check or audit. (See the sidebar “Software License Compliance Checks and Audits“.)

Enabling Premium Client Features on a Server

When an organization enables some premium features of a Microsoft server application, the very act of turning the features on can obligate an organization to purchase expensive client-side licenses for every employee who accesses the server. For example, enabling Enterprise-level features in a SharePoint Server installation could require purchase of a SharePoint Enterprise Client Access License (CAL) for every employee or employee device, at a current cost of US$83 per device or US$95 per user. (All prices quoted in this report are U.S. Open No Level, which represents the highest price a U.S. customer would pay through Microsoft volume licensing programs.)