WorkSpace Step 3: ELP Using the Other Data Spreadsheet

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1 WorkSpace Step 3: ELP Using the Other Data Spreadsheet What is the Other Data Spreadsheet? The Other Data Template is a spreadsheet used during the creation of an Effective License Position (ELP) within the WorkSpace. It is an option to be used when there is a need to add new licenses (OEM, FPP, ISV, MPN, MPSA, and Subscription Entitlements) not captured within the Microsoft License Statement (MLS) or used to manage manual adjustments to the ELP (Manual MLS Adjustments, Deployment Adjustments, and Licensing Allocation Adjustments). ELPs are generated only after a Microsoft License Statement (MLS) has been uploaded to the engagement. After the MLS has been uploaded the Other Data is used by WorkSpace. What are the types of adjustments handled within the Other Data Spreadsheet? Row Type Use ELP Adjustment Column OEM Used to add OEM licenses to the ELP OEM Licenses calculation. OEM licenses do not get captured within the MLS. FPP Used to add FPP licenses that are not captured FPP Licenses within the MLS ISV Used to add ISV licenses to the ELP. ISV Licenses MPN Used to add MPN specific licensing that is not MPN Licenses captured within the MLS MPSA Used to add MPSA licenses to the ELP. MPSA Licenses Subscription Entitlement Used to add subscription entitlements that are missing from the MLS. Subscription Entitlements (Non-MLS) Manual Adjustment Manual Adjustments that need to be made to the licensing quantities within the MLS. Manual MLS Adjustments Deployment Adjustment Manual adjustment to incorrect deployment quantities. This could be a result of incorrect EDP datasets after finalizing. The note field is required if a deployment adjustment is made. Manual Deployment Adjustments Licensing Allocation Adjustment Manual Adjustment to the Licensing allocation quantities being calculated in the ELP. Manual License Allocation Adjustments

2 Where is the Other Data Spreadsheet available for download? There are two places on the WorkSpace site where users can download the Other Data spreadsheet: within step 3 landing page and on the WorkSpace Guides & Templates Tile at the home page. In both places users can download a sample file that will pass validation or download a template file which defines the data type requirements and validation criteria for each column within the spreadsheet. If licenses are missing from the Microsoft License Statement (MLS) how do I include them in the ELP? There are certain license types that are not captured within the MLS. To capture these types of licenses (OEM, FPP, etc.) the Other Data spreadsheet can be used to modify the ELP. Example The customer purchased a subscription to Office directly from Microsoft and the licenses are not being captured in the MLS generated for the customer. 1) Download Other Data sample file from the WorkSpace for latest Other Data column set. 2) Add required information to the Other Data spreadsheet. Licensing Product Family Name Accepted values can be found in Sheet 3 Product Licensing Product Version Name Accepted values can be found in Sheet 3 Product Customer Name on License Document Name of the customer, must be less than 255 characters. Row Type One of the following OEM, FPP, ISV, MPN, MPSA, Subscription Entitlement License Document Start Date date time field of the license start. For OEM, FPP purchases can mark this as 1/1/1900. License Document End Date date time field of the license start. For OEM, FPP purchases can mark this as 1/1/ ) Add appropriate Effective License Quantity for the licenses purchased by the customer.

3 4) Navigate to the Manage Other Data tab under Step 3 of the engagement. 5) Click the upload button and select the Other Data spreadsheet. 6) ELP is generated entitlements uploaded are reflected in the Subscription Entitlements (Non-MLS) column of the ELP for this specific row type. If Row Type = OEM licenses would be shown under the OEM Licenses column. How do I adjust deployment quantities reflected in the ELP? In certain scenarios manual adjustments need to be made to license allocations made by the system or incorrect deployments quantities pulled from the finalized EDP. In these cases, there are two types of entries that can be made through the Other Data spreadsheet. Example The Established Deployment Position (EDP) was finalized, but a change to the deployment quantities of SQL Server is required. 1) Download Other Data sample file from the WorkSpace for latest Other Data column set. 2) Add required information in the Other Data spreadsheet for adjustments. Licensing Product Family Name Accepted values can be found in Sheet 3 Product Licensing Product Version Name Accepted values can be found in Sheet 3 Product Row Type One of the following Manual Adjustment, Deployment Adjustment, or Licensing Allocation Adjustment. In this case Deployment Adjustment is used. Deployment Adjustment Quantity numeric deployment qty of the adjustment. If this was an adjustment to the license allocation, the quantity would be added to the License Allocation Adjustment Quantity column. Notes Notes detailing why the adjustment was needed.

4 3) Navigate to the Manage Other Data tab under Step 3 of the engagement. 4) Click the upload button and select the Other Data spreadsheet. 5) ELP is generated adjustment is reflected in the Manual Deployment Adjustments column of the ELP for this specific row type. If this was a license allocation adjustment the Row Type = License Allocation Adjustment Quantity licenses would be shown under the Manual License Allocation Adjustments column. Is it possible to make all Other Data Template adjustments directly into the ELP? Adjusting ELPs can now be made directly in the WorkSpace without using the Other Data spreadsheet. You can use this new web form to edit Entitlement, Deployment, & License Allocation adjustments. After your ELP has been generated click on the Make Adjustments link next to the ELP you would like to edit. This will take you to a new screen populated with a summary of your ELP grouped by Product Pool.

5 The following adjustments can be made on this screen: Total Software Entitlements: in the Other Data spreadsheet, this was known as a Manual Adjustment. Adjustments made here will be offset using the Manual MLS Adjustments column within the ELP. Total Software Deployments: in the Other Data spreadsheet, this was known as a Deployment Adjustment. Adjustments made here will be offset using the Manual Deployment Adjustments column within the ELP. Manual Allocation Adjustments: in the Other Data spreadsheet, this was known as a Licensing Allocation Adjustment. Adjustments made here will be offset using the Manual License Allocation Adjustments column within the ELP. Notes: Notes can be recorded using this field and will be recorded in the ELP Notes column. Add Product: Additional Products can be added using this button on the manual adjustment page. If you are going to be adding products in bulk, it recommended to use the Other Data spreadsheet. Note: All adjustments can still be made using the Other Data spreadsheet. No change has been made to the functionality available in the other Data spreadsheet. Additional Questions? If you have further questions regarding the Other Data Template and usage, please contact APExWSSupport@microsoft.com for assistance.