Office 365 Licensing: How Did I Enable EMS For 6000 People in 10 Minutes?

office 365 licensing

The growth of SaaS apps brings another waterfall of tasks and risks for IT and compliance departments – the hell of managing those on-line licenses. Who gets what kind of license? When does it get revoked? How can we optimize its usage? Who should physically assign those? You can say it might be something there when 8 out of 10 links on the first page of Google query for office 365 licenses management leads to automation tool.

This is actually one exact answer to above questions – AUTOMATION. You don’t want to do it on your own or even delegate it to your team members or some helpdesk personnel. They have better things to do in life, right?

I thought about it today while helping one of our pharmaceutical customer to configure licenses assignment for their newly purchased Enterprise Mobility Suite licenses. We got the request to enable them for all active people now and in the future. And, of course, to revoke it when it is not needed (why to pay for something which no longer is in use?)

It took me 10 minutes to accomplish this task. What’s more – it will be working for each and every new person as well. AUTOMATION.

There are at least three ways how you can easily handle this task without anyone being involved daily.

  1. PowerShell scripting
  2. Azure AD Premium license management
  3. Microsoft Identity Manager

Let’s quickly overview all of them with their advantages and bumps.

PowerShell scripting

It is where everyone starts when it comes to license automation. It is easy. Start with the documentation from the Internet. There is plenty of examples how to do this. Customize it to your needs. Done! Life is easy now.

Few things to consider here:

  • As any other scripting solution, it requires maintenance. It will contain some business rules. Make sure you have it documented. There is nothing like trying to figure out why it works this way when someone is not getting their e-mail.
  • It requires some place to be run. It is a script, so it needs some environment to be executed in. Put it somewhere it will not get easily disrupted. If you have Azure environment, using Azure Automation or Azure Functions provides a great and simple-to-use environment for this purpose. Without the need to provision dedicated machine for it. Or, what is worse, run it on the author’s computer.
  • It requires some privileges. Make sure those are not just stored lightly within the script. Again – Azure Automation provides the environment for that kind of things to be stored or use Azure Key Vault.

Aaaand it’s done. You wrote it. You put it to work. Nothing left.

Well, in the end, life is a bit more complicated. Usually, there is a need for some business rules in there. And these are changing.

Moreover, someone will need a way to check why this license was assigned. With PowerShell, there is no easy way to look into it for helpdesk people.

And actually – is scripting all that IT can come up with? (it is in many cases a “good enough” solution).

Azure AD Premium

PowerShell is a pretty good solution, but it requires maintenance and space. Can we make it better? Azure AD comes for help.

Azure AD has built-in license management feature which is in preview at the time of writing. It is allowing you to assign various types of licenses for users – among other licenses for Office 365 or EMS

When in Azure AD tenant (using old portal), go to the Licenses tab, and you will see licenses existing in your directory.

office 365 licensing

Click on it, and you will be able to assign a license to a particular user or a group.

Hey! Wait! Am I saying you will have to “ASSIGN”? Manually? Really?

You can do that, but the deal is to get rid of it. And to do this we can combine this capability with another Azure AD Premium;

  • Create a dynamic group that will automatically manage your users
  • Assign license to this group.

This way you will have a dynamic way of assigning people to various licenses – like we have at Predica (inherited = group based).

office 365 licensing

This can be combined with other capabilities like self-service groups to create license management vehicle in Azure AD.

The group can also be managed on-premises and synchronized to Azure AD where membership will grant the right license to people. When you remove a person from the group – the license is gone.

Changes to this mechanism are coming to bring license management to the new portal and provide more granular options to assign licenses plans in UI.

Microsoft Identity Manager

We have gone through PowerShell (scripted, custom), Azure AD (feature, product based) ways to manage licenses. There is always the third way – let’s explore this now.  License management is often a task to assign to IAM teams maintaining employee identities. Those teams usually have some tools to use. And this very tool I’m talking about easily automates your tasks.

Hey – maybe it can also automate license management.

This is a common request which we fulfill for customers using Microsoft Identity Manager (MIM). It is not exclusive for MIM – if you have another identity management tool you can also do this – you will easily find an implementation for ForgeRock (where we can also help you BTW).

With on-premises identity management tool you can take two strategies for Office 365 licenses management;

  • Use it to manage on-premises groups membership, synchronize these groups to Azure AD and use Azure AD feature to manage licenses
  • Use it with a combination of PowerShell or Graph API to manage licenses directly.

The first approach is simple – it connects both solutions I have mentioned earlier. You manage group membership on-premises (every  IAM tool will let you do this) and then use AAD Connect to synchronize group membership to Azure.

In Azure, you can assign a license to the group, and that’s it.

If you need more flexibility and granularity in license management, you can take advantage of MIM as identity management tool and connect it directly to Azure AD for license management.

This requires a connector – management agent. There is one built-in into the product, but luckily, we have a community for that. Soren Granfeldt has created flexible PowerShell connector for MIM which is up to the task.

When you have the connection from MIM to O365, you can easily create a process of assigning licenses in MIM either manually or through automated business rules.

MIM allows you to create rules allocating licenses based on employee type, location, and other user attributes. And then can carry on this information to Azure AD either through groups or directly through license assignment.

MIM provides the end-user portal with which you can assign licenses directly. In many cases, there are standard licenses assigned to users and some additional products to be assigned on-demand. In this case, MIM allows you to provide this option either for a user as self-service or delegated to manager or helpdesk.

office 365 licensing

If you have existing MIM setup and you want to include this option for your users, just contact us. We might have something ready for you.

Two points to mention here:

  • Yes, it requires some configuration. It is not out of the box feature. Still, it is not a massive project and can save you tons of work hours.
  • MIM requires a license for users (CAL) if you want to use MIM portal to manage licenses. If you have a source of assignments and just want to synchronize it to Office 365, it is license fee free. MIM Synchronization Service, required for automation, is a part of Windows Server license. With a little planning ahead, the synchronization engine might be just enough for a task.

If you have Azure AD Premium you are licensed for MIM anyway – in that case, it is worth exploring to manage licenses this way.

Well, time to answer a question from the title of this post…

How did I enable EMS for 6000 in 10 minutes? Office 365 licensing comparison

As simple as that. Our customer had license management with MIM deployed. I had to create licensing option and assign it to people. It takes around 10 minutes to do this in this setup.

Here it is.  We’ve explored three ways of managing license assignment for SaaS applications like Office 365:
office 365 licensing

I hope this will help you select the right tool for your license management strategy. If you need help – jump on an online 1-on-1 with me here.  If you want to see how to do this in a large organization with practical examples – here it is (How Microsoft is automating license management in its environment). With more than 100k users it is quite a challenge. Enjoy and see you next time!

Comments

See also

3 Challenges Companies Will Face In The Rise Of PaaS Solutions

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Case Study: Digital Transformation At Colian Group

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Keeping Your Cloud Secure and Compliant – Tools For Azure Monitoring And Auditing

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