Closure Report

Project Summary

The project aimed to  ensure that O365 licences are assigned to ensure best value for money for the business. Procedures were designed  to  allow support staff tp re-assign licences to both groups and individual users, according to the requirements of both agreed cohorts of user or of an individual user.

Analysis of Resource Usage:

Staff Usage Estimate: 40 days

Staff Usage Actual: 12 days (ITI and Project Services)

Other Resource Estimate:NA

Other Resource Actual: NA

Other Resource Variance: NA

Explanation for Variance

IS Apps effort not recorded

Outcome

All requirements were successfully delivered

1. Identify cohort(s) which require downgrade from A5 licence and assign appropriate licences to these cohorts as a one-off task.

• Staff acccounts with the role of "student ambassador" were reassigned A1 licence

2. Identify future cohort(s) of staff accounts which will not require A5 licences

• Staff acccounts where the user had a role of either "student ambassador" or invigilator"  and no other role, were reassigned A1 licences 

3. Agree process(es) to ensure that staff accounts which do not require A5 licences receive appropriate licences

• Agreement was reached with line managers of student ambassadors and invigilators that such accounts can be re-assigned licences without future confirmation by line managers
• Scripts were developed to change licence assignment
• Business processed updated to identify new (or expiring) accounts which should have licences changed

4. Agree process(es) to ensure that staff accounts which do  require A5 licences can retain or request these.

• Unidesk will be the route to action such requests

5.Input to IDAM replacement project to ensure more accurate licensing.

• project Sponsor has shared information with IDAM project

All  Benefits were  wholly or partiallyachieved

1. Increased number (500) of A5 licences immediately available for entitled staff

• The actual number of licences released was 277

2. More efficient use of A5 licences.

• Two cohorts not requiring A5 licences were identified
• Should more cohorts be identifies, processes are in p[lace to release mote A5 licences

3. Better understanding of types of users registered as “staff” for payroll.

4. Saving of £50K pa, based on reduced requirement for staff A5 licences.

• The project reduced the number of licences required at renewal by 75   at a cost saved of £100 per licence

Key Learning Points

1.  There are many staff job roles,  where the employee is a student and where it is not possible to identify from HR records which licence is adequate for that staff role. There are more that 3000 such job roles. 
2. There may have been a disconnect in the past between what traditional HR would report as "staff" requiring MS 365 A5 licences (excluding student job toles) and the number of staff roles recorded in people and Money

Outstanding Issues

1. There are no outstanding issues, but it is likely that Service Management and Production Management will continue to work together to refine the procedures developed by this project.