Ordering and Renewing Microsoft Licenses at UB

• The term for all licenses begins on November 1st and ends on October 31^st.
• The cost to add MS 365 Licenses after the November 1st renewal date will be pro-rated based on the date licenses are purchased to October 31st.
• MS 365 A5 Suite licenses, MS Project and Visio licenses are named licenses, and are transferrable if needed.
• See Product Licenses below.

The VPCIO's area (Central IT) will provide the following MS licenses (see note below for exceptions)

• MS A5 product suite – Faculty/Staff appointments and Volunteer/Retiree appointments upon request
• MS Project – upon request
• MS Visio – upon request
• Defender for Endpoint Desktop – for devices or individuals not covered with an A5 License
• Defender for Endpoint Server

Note: Licensing costs for UB Foundation, Graduate Student Association, Student Association, FSA and Practice Plans must be covered by the organization.

Departments will need to order the following license types if needed:

• Remote Desktop Cals
• Remote Desktop Connectors for Servers
• Power BI Premium
• Power Automate
• Power Automate RPA
• Power Apps Per App
• Teams Premium

1. Departments submit orders for licenses to their purchasing agent.
2. Options for submitting licensing orders are as follows:
   
   • Purchase Order 
   • Procurement Card
   • Please email CIOFinanceOffice@buffalo.edu the following information along with the purchasing method (Purchase Order or Procurement Card):
     • Requestor Name
     • Quantity(s)
     • UB Purchase Order Number and SHI Order Number
     • Date of Order
     • Department
     • SKU/Part Number
     • Microsoft Product Name(s)

Determine what licenses are needed.

1. Determine what licenses are needed.
2. Request a quote from SHI. Send email:
   • TO:  SUNYOGS  ( SUNYOGS@shi.com) and Charlie McClelland (charlie_mcclelland@shi.com)
   • CC: CIOFinanceOffice@buffalo.edu
   • Subject: UB Microsoft Renewal (Department Name the Licenses are for)
   • Include the following in the email:
     • UB Tenant Enrollment Number: 7317941
     • Billing address and contact person information
     • License SKUs and quantity of each license
     • Tax exempt form (if applicable and this is the first order by your department)
3. SHI will email you a quote.
4. SHI will create a customer billing account for you.  Once the account is created, SHI will email you a customer token and access key. This information will be needed for setting up an account on the SHI.com website for making P-card or PO online purchases.

Need MS365 A5, MS Project or Visio licenses? Need other MS licenses?

• UB Foundation, Graduate Student Association, Student Association, FSA and Practice Plans:
  1. Request a quote from SHI.
  2. Place a license order through departmental purchasing agent or directly through SHI as stated above.
  3. Once your order is placed, provide CIOFinanceOffice@buffalo.edu with the following:
     • Requester Name
     • Date of order
     • Department
     • SKU/part number
     • Microsoft product
     • Quantity
     • Purchase order number
     • SHI order confirmation

• Licensing: Contact your distributed/node IT director or create a ticket
• Purchasing: Michele Nixon
• ShopBlue: Contact ubs-shopblue-support@buffalo.edu
• Other Inquiries: Contact CIOFinanceOffice@buffalo.edu

• The VPCIO's area (Central IT) provides Licenses for faculty and staff appointments, and Volunteer/Retiree appointments upon request.
• Licenses for UB Foundation, Graduate Student Association. Student Association, FSA and Practice Plans must be purchased through the organization.

MS365 A5 License requires the purchase of 2 SKUs.

Note: These licenses are assigned to an individual. Everyone needing access to the MS 365 product suite will need to be assigned a license.

For purposes of this contract, a Microsoft license includes the Microsoft Product Suite for Mac or Windows. The license covers access to all the products in the Microsoft 365 suite (Word, Excel, Teams, OneDrive, SharePoint, etc.) in addition to the local installation of the Office products. These products cannot be purchased individually and must be purchased as part of the suite.

Note: These two plans are separate, you do not need to purchase the lower plan if you choose the more inclusive plan.

The VPCIO's area (Central IT) provides licenses upon request.

Licenses for UB Foundation, Graduate Student Association. Student Association, FSA and Practice Plans must be purchased through the organization.

Microsoft Project Plan 3 is a subscription service that combines the capabilities of Microsoft Planner and Project for the web, along with access to the Project Online desktop client. It's designed for project managers and resource managers who need to create schedules, manage resources, and collaborate on projects. Project Plan 3 offers features like real-time collaboration, task dependencies, Gantt charts, and integration with other Microsoft 365 apps. 

Microsoft Project Plan 5 includes all Planner and Project Plan 3 functionality, plus Demand management, Enterprise resource management, Portfolio analysis and optimization.

• Available through  https://m365.cloud.microsoft/apps/

Note: These two plans are separate, you do not need to purchase the lower plan if you choose the more inclusive plan.

• Visio for the Web is free for anyone with a MS A5 license, available through https://m365.cloud.microsoft/apps/
• The VPCIO's area (Central IT) will provide licenses upon request.
• Licenses for UB Foundation, Graduate Student Association, Student Association, FSA and Practice Plans must be purchased through the organization.

Defender for Endpoint is included with a MS A5 license purchase. Additional licenses may be needed for devices that are not covered by an A5 license:

• Lab desktops not using Windows Defender
• Shared department desktops/laptop where all users do not have an A5 MS 365 license. This includes students, student employees and faculty/staff that have a Volunteer appointment.

The VPCIO's area (Central IT) provides licenses for servers and desktop clients.

Licenses for UB Foundation, Graduate Student Association, Student Association, FSA and Practice Plans must be purchased through the organization.

If you need licenses for something not listed above, please create a UBIT Help Ticket.