Purchasing Copilot Full License

There is a process in place for areas within the university to purchase licenses for users or group of users. We know and recognize that the ordering process is very complex and can take some time to process. It is complicated by licensing constraints, as Microsoft's preference for institution-wide agreements limits our flexibility for small group or individual license purchases.

This is NOT the process for Medical Center employees. Medical Center employees will need to follow the process at the top of this page for their instance of Microsoft 365.

1. Start by requesting a quote from Microsoft Reseller Software House International (SHI) by sending an email to MSMidatlantic@shi.com.
   In the body of the message state that "this is for The Ohio State University Main Campus to be assigned to the Production tenant".
   1. You will have to provide SHI with
      1. SKU name: AAU-89322 Microsoft 365 Copilot EDU Add-on
      2. Number of licenses
         • A license must be purchased for each user who will be utilizing the specific license. They will be assigned to each user.
         • Current license costs are $18 per user per month. The entire fiscal year must be purchased for each user. A pro-rated cost will be provided based on what month of the current fiscal year it is requested.
2. SHI will send a quote to the requestor. When approved, the requestor will need to request SHI to enter the quote into Workday.
   Please make sure that you state the email address of the OSU staff member who will be making the purchase in Workday, so the quote gets attached to the Workday Store correctly.
3. Complete the purchase through Workday using the quote. SHI will provide you with the quote number to be used in the Workday Marketplace Store. The steps to order through the Workday Store are located at Create a Requisition to Procure Goods and Services and use the following link, Marketplace Quote User Guide (osu.edu) [step-by-step instructions begin on p. 2} to use the quote that SHI provides.
4. SHI will complete the purchase within their system and reach out to Microsoft to have the licenses assigned to The Ohio State University.
   1. This is not an immediate action when you get notified from Workday that your PO has been completed and sent to the vendor. Please be patient in this process and follow the procedure to avoid any additional delay.

5. SHI will notify you that this is has been processed and is available for deployment. You CANNOT move forward with the process UNTIL you receive the email. Attempting to move forward will delay the process.
   Once the email as been received continue to step 6.

   Critical Note

   You MUST wait for the email from SHI that states they have completed their process and then you MUST continue with Step 6.

   Do not submit a ServiceNow request when you receive the quote (Step 3) - entering your request into Workday is the next step after you receive the quote.

   You can check the status of your purchase order by emailing MSMidatlantic@shi.com.

6. Once the email from SHI has been received, submit a Service Now generic request with the IT Service Desk http://go.osu.edu/it.
   In the request provide the following information:
   1. PO Number
   2. Name/description of licenses purchased
   3. Quantity of licenses purchased
   4. Email Address for person(s) that need to be assigned a license
      • Example – jones.1234@osu.edu
   5. The First and Last Name for each listed email address.
   6. Please state in your request to have this request assigned to the "Microsoft Copilot Support" assignment group.
7. The ticket will be assigned to the appropriate OTDI assignment group to assign the license(s) to the user(s).
8. The OTDI Services Team will verify licenses have been assigned to the tenant. Once verified, the license(s) will be assigned to the users. The requestor will then be notified that they have been assigned.
   • If the licenses have not been assigned to the tenant, the UES/O365 team member will reach out to the requestor to inform them and will work with the requestor and SHI to resolve the licensing issue.
9. Once a license has been purchased, you will not need to submit a new purchase order (PO) in Workday when your license comes up for renewal. When the Microsoft Agreement year ends, typically in the April/May timeframe, renewal notices will be sent to the individuals who submitted the original POs. At that time, they’ll be asked whether they would like to renew their license(s) for the upcoming year. A new PO is NOT required in Workday for these renewals—renewals will be processed using the existing PO unless changes are needed.
   • The requestor will be responsible for responding to the notice about renewals for the next year.
10. Any changes to the license assignment of the individual users will need to be requested. Please submit a Service Now generic request and have it assigned to the "Microsoft Copilot Support" Assignment Group to request the updates.