Combined Shape subscribe

SAM Helpdesk: 3 licensing questions and our answers

Hardly any businesses run without IT or is not supported by digital tools in some form. This requires complex and interlinked IT infrastructures, as well as a variety of software and licenses. Updates to licensed programs, difficult-to-understand license and usage conditions, as well as changes to the company's own infrastructure can cause confusion about licensing, even among IT professionals.
The web portal SAM Helpdesk by ConSalt answers customer and partner questions regarding licensing problems daily. A selection of questions and the corresponding answers of our experts are listed in this article.

Licensing queries – Where to begin?

License programs, conditions from the software manufacturers and companies’ own technical infrastructures change regularly. It is therefore often difficult for companies to stay up-to-date and to know the correct license terms for all software products installed in the company. A clear and unambiguous description of the license and use conditions is often not available and causes insecurity and many open questions.

There are several ways for companies to clarify licensing uncertainties:

  • Research can be tedious and entails valuable time and personnel resources. The manufacturer’s licensing terms and conditions are often not clearly defined, unmanageable and cause confusion.
  • Contacting software manufacturers or resellers can be helpful but may not always be neutral as license sales is a clear motivation.
  • Utilizing the web portal SAM Helpdesk by ConSalt for quick and easy answers to licensing queries.

Questions and Answers from our SAM Helpdesk

ConSalt's SAM Helpdesk web portal provides customers with fast, reliable information that they can adapt to their own situation.

The questions SAM Helpdesk receives daily, encompasses many different license programs from all major software manufacturers. A small sample of these questions answered by ConSalt experts are summarized below:

1. Question regarding Windows 10 licensing

“We will run multiple virtual machines in our data center on vSphere ESXi with Windows 10. A user will access (from his service laptop or personal PC) one or more virtual clients where their actual work environment is installed. The virtual client accesses the server infrastructure to leverage other software services and applications. What do I need to consider when licensing? Which Windows 10 licenses do I need to purchase?"

Answer from ConSalt experts:

Principally you need licenses for Windows 10 E3/E5 with Software Assurance to virtualize the operating system. For his purpose, a so-called qualification of the operatin system as a base is necessary (OEM). If the virtual instances are to be accessed by tablets or private devices, a “VDA (Virtual Desktop Access) Subscription should be purchased.
Each user has the right to access up to four virtual instances. Access may only be made from licensed devices. Licensed users may access from devices licensed for Windows 7 Pro / Enterprise Versions 7, 8, 8.1 or 10.
Necessary licenses:
Access from company laptop: 
-> Windows Enterprise E3 Upgrade with Software Assurance per user
Access up to 4 virtual instances
Access with any device (including personal PC, Tablet, Smartphone)
Access from a personal PC (if no company PC/laptop is available or licensed)
-> VDA per user
Access up to 4 virtual instances
Access with any device (including personal PC, Tablet, Smartphone)
In addition, the corresponding licenses for accessing the company laptop and / or the private PC to the server infrastructure via the virtual client are needed:
-> Client access license (CAL) per user for the Windows Server (Windows CAL per User)
-> In case of using the Remote Desktop Services (Client access license (CAL) per user for the  Remote Desktop Services of the Windows Server ( Remote Desktop Services CAL)
-> Client access license (CAL) per user for additional servers (e.g. SQL, SharePoint, Exchange, etc.,)
Access rules for admin rights:
Excert from the Microsoft product regulations:
The client may only allow two users without CALs to access server software running in permitted OSEs for administration purposes only. Customer may also allow remote access to other products for the sole purpose of providing rechnical support to licensed users or licensed equipment.

2. Question regarding iOS-App for Outlook

“Please clarify how the iOS-App for Outlook needs to be licensed and taken into consideration that most of the companies currently are provided with on-prem Core-CALs.”

Answer from ConSalt experts:

For the iOS-app for Outlook itself, no license is required. It is available as a free download from the Apple App-Store.
However, the access to (i) the Exchange-Server or (ii) to Exchange Online requires a license:
(i) The existing CoreCAL needs to be per user to grant access rights to every device of this user (User-CALs were in the current CPS).
(ii) Either an Exchange Online Plan or an O365E1/E3/E5 plan is required to get access to the online-features or to an On-Premise Exchange Server through the "dual use right", which means that the user is allowed to access both Exchange Online and/or Exchange Server.
The On-premise CoreCAL only allowes access to On-Premise servers, not the Exchange Online Version.
Best regards

3. Question regarding SAP user license type for budget planning

“For our budget planning, we currently use an add-on where budgets plans are generated and subsequently approved by management. We have assigned the types of users as Professionals to these activities but are not sure whether a slightly less expensive user type (e.g. MSS) would suffice.”

Answer from ConSalt experts:

Our understanding of the currently used infrastructure is as follows:
Employee A plans his budget in the Add-On and saves this planning. Employee B (superior) receives an info, checks the budget planning and then gives his approval / disapproval. In the case of planning approval (supervisor action), the budget plans are forwarded to SAP System and saved.

In this scenario, only the supervisors who release the plans and forward these to the SAP systems are to be licenses. These users are called “aggregators” by SAP. An SAP Professional Named User license is indeed excessive in this case. There is potential for cost-savings.

The MSS user could be the correct user license type. In the SAP PKL 2017, the MSS user is described as “a defined user who is authorized to perform one or more of the following Manager Self-Service roles: […] (v) View budget overviews, […] (vii) perform planning tasks […]” If you apply this description to your current budget planning process, the supervisors first have the budget overviews displayed and then carry our further steps (approval, forwarding to SAP systems) within the framework of these plans. As the supervisor summarizes a further processing of the budget planning and therefore an execution of planning tasks. Thus, the conditions for the SAP MSS Names User are given. Unfortunately, the definitions of individual named user types are often vague on the part of SAP and can rarely be applied 100% to specific usage scenarios on the customer side. In this case, an MSS user license is sufficient.

Ask without fear

Even seasoned IT-professionals cannot know everything in an enormously complex subject area. But incorrect licensing can quickly become expensive for businesses. It is worthwhile to consult a specialist.
Obtaining support and asking questions is a sign of prudence, not incompetence! Protect your business from possible severe penalties and reduce costs via an intelligent licensing strategy.

Contact us today!

About the Author

Portrait Julia Bender

Julia Bender, ConSalt Service Manager for ConFour, has more than eight years experience in the IT industry. Julia's core competencies include IT license manangement, contract manangement and IT controlling, making her a perfect contact for SAM Helpdesk.



Go back

We use cookies to analyse the usage of our website and to improve the user experience. You agree that we use cookies when you use our site. Read more …