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 $ 140,000 MS Licenses sold through ITServices$ 54,000 EES for Exchange and Windows CALS$ 43,000 MS Software purchased from retail sources$ 10,000 (approx) MS Win 7 Pro upgrade on new equipment$ 25,000 Desktop Virus Protection$ 25,000 Total$ 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 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.