All users have software applications that they use daily for their job role, less frequently for particular cases, or not at all. Knowing what applications are useful for which users is a critical part of strategically provisioning Office 365 licenses. Without proper provisioning, a user might lose valuable applications or have applications that they never use, leading to a poor user experience. In order to guarantee the optimal Office 365 experience for all users, it is important to understand: 1. what applications each license offers; and 2. what applications each user in your environment needs. Seems obvious enough, right? Unfortunately, the process of matching users to licenses can be unnecessarily tedious and time-consuming without an appropriate planning tool. That's where SysTrack's Office 365 Planning Kit can help.
To further explain the task at hand, let's first take a look at what each license offers. As shown in the table below, the lowest available license, E1, offers web-based versions of common Office applications, whereas the E3 license includes the full installable versions. E5, the highest and most expensive licensing option, contains everything available in E3 licenses in addition to database and publishing applications. The chart below briefly displays our logic behind our suggested licensing and highlights the distinctions between the licenses.
Within these 10 categories, we go on to look at each individual user and their interactions with applications for each category. It is a simple and straightforward process where users get suggested licenses based on their usage in each category. As displayed in the graph below, we divided the usage into three tiers (None, Low, and High) to further create the best fit license.
The logic behind our suggested licensing breaks down the daunting task into simpler, categorized steps, while showing enough detail to deal with edge case users. Even while broken down, it can remain a time consuming task. Luckily, SysTrack's Office 365 Planning Kit provides automated suggestions based on real user needs. In future posts, we will discuss further details on planning Office 365 with real world examples.