New NHS Microsoft Licensing Arrangements



NHS Scotland Microsoft Licensing Frequently Asked Questions

13.07.2006 – Version 1.1

Frequently asked questions

Contact information

Reseller information

Appendices

A. Eligible bodies

Frequently asked questions (FAQ)

1. What does the Microsoft Enterprise Agreement mean for the NHS in Scotland?

The NHS in Scotland has a central licensing arrangement with Microsoft – called an Enterprise Agreement - which provides software licences to all personal computers (including desktops and laptops) for specific core Microsoft products across all of the NHS organisations in Scotland listed under Appendix A – eligible bodies. This is a three year agreement running until June 2009. It includes the right to use any new versions of the products included. The funding for this agreement is provided centrally. If you have any questions as a result of reading this document or about Microsoft licensing in general please contact either your Microsoft Account Manager or Trustmarque Solutions.

2. Why are these arrangements better than Boards purchasing these products with local budget?

By setting up this agreement centrally the NHS negotiated a substantially better price for these products than previously available.

Organisations do not need to order licences for any of these products. A single annual transaction between the NHS in Scotland and Microsoft replaces the many tens of thousands of individual orders that would otherwise be needed. NHS organisations are immediately covered for legal use of these products. See Question 8 for full list of included products.

3. Who is included?

• The Clinical Standards Board for Scotland

• The Common Services Agency for the Scottish Health Service

• A Health Board, constituted under section 2 of the National Health Service (Scotland) Act 1978

• The Health Education Board for Scotland

• The Health Technology Board for Scotland

• A local health council, established under section 7 of the National Health Service (Scotland) Act 1978;

• A National Health Service board operating or located in Scotland;

NHS 24;

A person providing general medical services, general dental services, general ophthalmic services or pharmaceutical service under Part 2 of the National Health Service (Scotland) Act 1978;

The following additional bodies:

i. The Post Qualification Education Board for Health Service

Pharmacists in Scotland,

ii. The Scottish Advisory Committee on Distinction Awards

iii. The Scottish Advisory Committee on the Medical Workforce,

iv. The Scottish Ambulance Service Board,

v. The Scottish Council for Post Graduate Medical and Dental Education,

vi. The Scottish Dental Practice Board,

vii. The Scottish Health Advisory Service,

viii. The Scottish Hospital Endowments Research Trust,

ix. The Scottish Hospital Trust,

x. The State Hospital Board for Scotland

xi. The Scottish Medical Practises Committee.

4. Our organisation does no seem to be included in the list/description above – how do I find out whether we are included or whether we could be added in?

You should contact your Microsoft Account Manager or Trustmarque Solutions.

5. Does this agreement mean that we have to use all of this software?

No, this is not an exclusive agreement with Microsoft. Similar Enterprise Wide Agreements have been set-up with other technology vendors.

6. What software is included?

For desktops and laptops, the following software is included:

• Office System 2003 Professional, Enterprise Edition which includes

o Word 2003

o Excel 2003

o PowerPoint 2003

o Access 2003

o Outlook 2003

o InfoPath

o Publisher 2003



• Upgrade to Windows XP Professional (includes Internet Explorer browser)

• Client Access Licensing which includes

o Windows Server 2003 CAL

o Exchange 2003 CAL

o Sharepoint Portal Server 2003 CAL

o SMS (Systems Management Server) 2003 CAL

(These licences enable you to have network access to a server running the server version of these products.)

Deployment papers on these server technologies are available from Microsoft. Please contact Microsoft to obtain further information.

7. What software is not included?

Other desktop products, such as Project and Visio are not included, as they are not being used on every personal computer running Windows in the NHS

A copy of each of the following server products has been included to hold the price for the duration of the agreement to provide Boards with best purchase price.

|Server Product |Part Number |

|Project Server CAL Win32 All Languages Lic/SA Pack MVL Device CAL |H21-00419 |

|Project Pro Win32 All Languages Lic/SA Pack MVL w/1 ProjectSvr CAL |H30-00237 |

|Project Server Win32 All Languages Lic/SA Pack MVL |H22-00479 |

|Windows Svr Std All Lng Lic/SA Pack MVL |P73-00203 |

|Windows Svr Ent All Lng Lic/SA Pack MVL |P72-00165 |

|Exchange Svr Std All Languages Lic/SA Pack MVL |312-02177 |

|Exchange Svr Ent All Languages Lic/SA Pack MVL |395-02412 |

|SQL Svr Standard Edtn Win32 All Lng Lic/SA Pack MVL |228-04437 |

|SQL Svr Enterprise Edtn Win32 All Lng Lic/SA Pack MVL |810-04764 |

|MOM Ops Mgr Serv Entpr Ed All Languages Lic/SA Pack MVL |A4D-00040 |

|MOM Ops Mgmt License All Languages Lic/SA Pack MVL |A4J-00165 |

|SharePoint Portal Svr All Languages Lic/SA Pack MVL |H04-00232 |

|ISA Server Std Ed All Languages Lic/SA Pack MVL 1 Processor License |E84-00308 |

|ISA Server Ent Edtn All Languages Lic/SA Pack MVL 1 Processor License |F89-00346 |

|Content Mgmt Svr Std Ed All Languages Lic/SA Pack MVL 1 Proc License |R92-00032 |

|Content Mgmt Svr Ent Ed All Languages Lic/SA Pack MVL 1 Proc Lic |V04-00043 |

|Office LCS Standard All Languages Lic/SA Pack MVL |A9T-00053 |

|Office LCS Enterprise All Languages Lic/SA Pack MVL |A9R-00052 |

|Identity Intgrtn Svr Ent WinNT All Languages Lic/SA Pack MVL 1 Proc Lic |R15-00010 |

|BizTalk Server Std All Languages Lic/SA Pack MVL 1 Processor License |D75-00274 |

|BizTalk Server Ent All Languages Lic/SA Pack MVL 1 Processor License |F52-00379 |

|BizTalk HL7 Std WinNT All Languages Lic/SA Pack MVL 1 Proc Lic |BE8-00045 |

|BizTalk HL7 Enterprise WinNT All Languages Lic/SA Pack MVL 1 Proc Lic |BE3-00045 |

|VStudio Team Suite All Lng Lic/SA Pack MVL w/MSDN Prem |121-00003 |

|Technet Plus Single User Win32 All Languages Lic/SA Pack MVL |Q99-00001 |

|Technet Plus Single Svr Win32 All Languages Lic/SA Pack MVL |R10-00001 |

8. Can we get our hardware supplier to pre-install this software for us?

Yes, this will continue using the same process we use in the current Select Agreement. Any supplier wishing to do this for an NHS customer will need to sign an Outsourcer Agreement with Trustmarque Solutions and countersigned by The Common Service Agency and Microsoft which gives them permission to do this for you. See end of FAQ for reseller details.

9. How can I find out more information about the products included in this agreement?

Contact your Large Account Reseller or check the Microsoft website catalog

10. Where can I get hold of the software media?

Trustmarque Solutions can provide media for you in the same way that they do today. There is a small charge for provision of media as with the current agreement. Please check with your local IM&T department, as you will probably find that they already have what you need.

11. Does this agreement cover the licensing for Pocket PCs, PDAs, or Palms?

If the handheld device you use is running the Microsoft operating system Windows CE or Windows Mobile then the licence for this and all of the core Microsoft software included on it (such as Pocket Word and Pocket Excel) will have been included in the purchase price of your device.

If you wish to purchase an upgrade to a new version of Windows CE (e.g. upgrade an HP iPAQ to Pocket PC 2003) then check with the manufacturer or supplier for details of any upgrade programme as it is not always possible to upgrade such devices.

Alternatively see for information on how to order the software upgrade from Microsoft.

12. What is the NHS paying for this agreement?

The NHS is paying a fixed amount per year. Microsoft & Trustmarque Solutions has provided a substantial discount to the NHS in Scotland based on the volume of devices covered and length of the agreement.

13. We don’t want to run Office 2003 and/or Windows XP yet on our site, can we use an earlier version?

Yes we provide downgrade rights within this agreement:

Office 2003: All software licenses acquired through this agreement are granted the right to downgrade (use a prior version).

Windows XP: System software licenses acquired within this agreement are granted the right to downgrade.

CAL: All of the Client Access Licenses within this agreement are granted the right to downgrade.

Support

Please refer to the support lifecycle website here:

to ensure that you are aware of the provision of Microsoft support for the earlier versions of Windows and Office that you may be using.

14. We want to implement a “thin client” approach; does this agreement include the software we need to do this?

Yes.  The licenses required for this environment are the Windows Server and Windows Terminal Server Client Access Licenses (also referred to as CALs).  This agreement does not include the Windows Server license that is also required for this environment (excludes handhelds and portable devices – see Q12 for more information on portable devices).

Installation Procedure:

A license server must be activated in order to certify the server and allow it to issue client licenses. A license server is activated using the Licensing wizard, which is located in the Terminal Services Licensing tool.

When you install licenses, you will be asked for information regarding your purchase of the licenses. The information requested may include your Microsoft Enterprise or Select Enrolment Agreement number.

When installing a License Code from an Enterprise Agreement, choose Other as your licensing program when prompted.

You may be asked for a Windows XP Volume License Product Key or activation key during installation.

Please contact Trustmarque Solutions for the Enrolment number and Product Key.

Further Information

Complete Terminal Server information is available from:



More Frequently Asked Questions



15. What happens when a new version of this software is released?

You will be immediately covered by this agreement for use of new versions of Office. You should contact your IM&T department for advice before installing any new versions, as there may be issues with your hardware or other software which should be addressed before upgrading to the new version.

16. Can we use this agreement to install software on home computers if we are using them for work?

“Work at Home” rights are not included within this agreement. However, obviously laptop users who take their work computer home are still licensed for use of these products on this NHS owned computer.

NHS employees can however purchase Microsoft Office for use on Home computers for a nominal cost.

The Home Use Program helps to increase employee productivity and maximize the value of your Microsoft Office System investment by enabling your employees to work at home. The Home Use Program enables eligible employees to get a licensed copy of most Microsoft Office desktop applications to install and use on a home computer. Eligible employees for each application include users of licensed copies of that application with active Software Assurance under the enrolment. Eligible employees can order online at the Microsoft HUP web site. In order to access this web site, your employees must use the unique program code provided for your organization.

Initially, please visit

In relation to employee liability for the software - it rests entirely with the user - so should they leave the NHS then they are required as per the terms and conditions on the web site to uninstall and return it to their Board.

Subject to your understanding of the details of the programme Microsoft, will give you details of how to communicate, obtain and manage this benefit within your organisation, and send you your programme code.

You will need to ensure you have an appropriate level of control to ensure that this is communicated appropriately and you have the facility to respond to questions and where necessary advise on support options. Due to the nature of the offer, issues regarding returns, payment and shipping need to be handled via the online tool, and Microsoft cannot respond to these queries.

If you have any questions about the nature of the programme, or anything not covered here – please contact Trustmarque Solutions or your Microsoft Account Manager.

17. Do we need to do anything when we buy new PCs?

You will be automatically covered by the Enterprise Agreement for the licences for the products that are included. You can install them immediately or ask your supplier to install them for you if he has signed an outsourcer agreement. The base operating system will always come with the PC and it is cheaper for the NHS to buy it in this way. However, this agreement enables you to upgrade it to the new version of the Windows desktop operating system including Windows XP Professional if that was not the version on the system when you bought it.

If you wish to install the Windows XP Professional Upgrade, or Office 2003 Professional you will need a Volume License Key to complete installation. Once you have received the disks from your Large Account Reseller, they will be able to supply you with the License key you need.

18. We sometimes buy specialist equipment (e.g. audiology systems) which have Microsoft software included. Should we tell these suppliers to leave this software out now because of this agreement?

If the suppliers are using normal version of Microsoft products covered by this agreement then you have the following options:

• Ask them not to include this software and then install it yourself.

• If they have signed an outsource enrolment then they can pre-install this software for you against your Enterprise Agreement – they may make a small charge for providing this service but should not charge you for the licence.

• If they work with an existing hardware supplier such as Dell or HP and they have an outsourcer enrolment than this should cover the pre-installation of software.

If the suppliers have added special software to work with the specialist equipment, it may not be possible for them to do any of the above without invalidating that software or stopping it working correctly in some other way. The supplier will usually tell you this at the time of purchase.

20. What Software Assurance benefits are included in this Agreement ?

For Details of the Software Assurance benefits that are included in the NHS Enterprise Agreement please contact your Trustmarque Solutions Account Manager see Contact Information on the following page if you are unsure as to who to contact) to learn what is available and how you can take advantage of them

Contact Information

|Microsoft Ltd |Microsoft Ltd |

|Thames Valley Park |Lismore House |

|Reading |127 George St |

|Berkshire |Edinburgh |

|RG6 1WG |EH24JN |

Peter Butler is your Internal Account Manager based in Thames Valley Park, and he will be available and contactable in our office and is your point of contact internally within Microsoft.  Peter will also be tasked with increasing our overall contact with your organisation.

E: v-petb@

T:  0118 909 4177   

Caroline Finlay

Regional Business Manager, Microsoft Ltd | Scottish Central Government and Health

T: 0118 909 3361

E: cafinlay@

Aileen Clark is your Services Executive.

Her contact details are:

E: aileenc@

T:  0118 9093461

Trustmarque Solutions

Trustmarque House

Alpha Court

Monks Cross Drive

Huntington

York

YO32 9WN



Robert Newburn

Healthcare & Local Government Manager

T: 0870 121 0322

E: Robert.newburn@

Ben Jones

Senior Healthcare Account Manager (Scotland)

T: 0870 121 0323

E: Ben.jones@

Chris Eldon

Senior Healthcare Account Manager (Scotland)

T: 0870 121 0322

E: Chris.eldon@

Appendix A

Eligible Bodies

In this ordering document the following terms shall have the meaning set out below.

1. “NHS Entities” means:

3.1 The Clinical Standards Board for Scotland;

2. The Common Services Agency for the Scottish Health Service

(Scotland) Act 1978;

3. A Health Board, constituted under section 2 of the National Health Service (Scotland) Act 1978

4. The Health Education Board for Scotland;

5. The Health Technology Board for Scotland;

6. A local health council, established under section 7 of the National Health Service (Scotland) Act 1978;

7. A National Health Service trust operating or located in Scotland;

8. NHS 24;

9. A person providing general medical services, general dental services, general ophthalmic services or pharmaceutical service under Part 2 of the National Health Service (Scotland) Act 1978;

10. The following additional bodies:

i. The Post Qualification Education Board for Health Service

Pharmacists in Scotland,

ii. The Scottish Advisory Committee on Distinction Awards

iii. The Scottish Advisory Committee on the Medical Workforce,

iv. The Scottish Ambulance Service Board,

v. The Scottish Council for Post Graduate Medical and Dental Education,

vi. The Scottish Dental Practice Board,

vii. The Scottish Health Advisory Service,

viii. The Scottish Hospital Endowments Research Trust,

ix. The Scottish Hospital Trust,

x. The State Hospital Board for Scotland,

xi. The Scottish Medical Practises Committee.

In each case operating or located in Scotland.

3. “NHS Party” shall mean each of the agents, contractors, directors, officers, employees and sub-contractors of any NHS Entity (whether employed directly by the NHS Entity or by an agent, contractor or sub-contractor engaged by an NHS Entity) in their role working with NHSS.

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