President's Letter
Software Compliance
When was the last time you conducted an audit of your company’s computers to check for unlicensed software? According to the Business Software Alliance, as many as 25% of organizations that do business in the U.S. have some form of noncompliance, resulting in an estimated $6 billion in lost revenues to software manufacturers.
Software piracy is the unauthorized copying or distribution of copyrighted software. When you purchase software, you are actually purchasing a license to use it, not the actual software. The license is what tells you how many times you can install the software. If you make more copies of the software than the license permits, you are breaking the law. Whether you are copying, downloading, sharing, selling, or installing multiple copies of software onto personal or work computers, you are committing software piracy.
Potentially noncompliant organizations are identified in a variety of ways by software vendors:
- They compare their records for license sales against public information including the published number of employees and send a bill for the difference. The organization receiving the bill incurs the burden of proof to demonstrate compliance.
- They conduct audits themselves or through audit firms, often doing sweeps by geographical region or industry.
- They learn of suspected software piracy from disgruntled employees via anonymous Web sites and toll-free hotlines. With increasing IT turnover rates and offshore outsourcing, the incidence of piracy reporting by disgruntled employees has risen exponentially.
How do organizations fall out of compliance?
- Lack of an asset management system
- Misuse of MSDN media and licenses
- Reimaging of systems
- Assumption that vendor records are accurate
- Failure to perform periodic software audits
- Poor contract record keeping
- Lack of understanding of software rights as granted in license
- Overbuying server license but under buying client licenses
- Lack of centralized or consistent procurement policies
How should an organization manage software compliance?
- A basic software asset management (SAM) program that includes a software audit can ultimately protect your organization from the risks associated with using pirated software, penalties, and ethics problems while maintaining accuracy, security and SOX compliance.
- Enrollment in a vendor licensing program such as Microsoft Volume Licensing will shift the record keeping responsibilities to the vendor.
For more information on Microsoft licensing terms, compliance audits or volume licensing programs, please email me at cgherardini@turnkeytec.com.
Mark Your Calendar for Turnkey's Microsoft Dynamics GP December User Group Meeting
Microsoft Dynamics GP Quarterly User Group Meeting on December 9, 2010! Visit here to register!
Microsoft Gold Advanced ERP Competency
Turnkey Technologies has achieved the new Microsoft Gold Level Advanced ERP competency for Dynamics GP. Turnkey team members are proud to be the only Microsoft Dynamics partner in the St. Louis Region to achieve this recognition. This achievement requires a partner organization to have six (6) full-time certified Microsoft Dynamics GP professionals. The six Turnkey team members who hold this required Microsoft Certification are: Chris Gherardini, Michelle Giebe, Dan Greer, Diane Seider, Egle Gherardini and Mike Schenck. Congratulations team!!!
Microsoft Dynamics GP Light User Announcement
Effective September 1, 2010, Microsoft introduced three lighter access license rights to help customers more affordably extend their Microsoft Dynamics GP to more people within their organization.
Microsoft is committed to helping customers get more out of their Microsoft Dynamics GP solution by enhancing their ability to easily extend the reach of their solution to virtually everyone within their organization. Microsoft is restructuring their Microsoft Dynamics Client for Microsoft Office (DCO) offering as a suite providing customers who have people with lighter needs the power of choice. Customers have new licensing options when accessing their GP solution by means other than the rich client. These options are available whether deploying a web-based experience or taking full advantage of the great interoperability with Microsoft Office & Microsoft SharePoint.
Business Ready Licensing customers have access to three new licensing rights: The Microsoft Dynamics Light User (DCO rebranded), the Microsoft Dynamics Employees Self Service User, and the Microsoft Dynamics Limited Device CAL. The Microsoft Dynamics Light User and the Microsoft Dynamics Self Service User will also become available to Microsoft Services Provider License Agreement (SPLA) customers on October 1, 2010.
Microsoft Dynamics Light User is a named user that accesses the system database indirectly for purposes of using a limited set of services or functionality. They allow for unlimited interaction between Microsoft Dynamics GP and other external applications for each licensed named user. For instance, these users may access Business Portal Applications, Workflow Approvals & Actions, Dashboards, over 200 built-in Microsoft Office Excel Reports, SQL Server Reporting Services Reports, Charts, Metrics & KPI’s, as well as other applications.
The Microsoft Dynamics Employees Self Service license is a named user that accesses the system database indirectly for completing Employee Time & Attendance, Employee Requisition, Employee Human Resource Management & Employee Travel & Expense.
A Microsoft Dynamics Limited Device CAL is for a single-purpose devise, used by any user, to access the system database indirectly for either capturing or displaying data.
For more information on Light Users, please visit CustomerSource or contact Turnkey at (636) 777-4110.
Mainstream Support for GP 9.0 will End January 11, 2011!
Mainstream support for Microsoft Dynamics GP 9.0 will end January 11, 2011 per the Microsoft Support Lifecycle Policy. Customers who are current on a service plan can continue to access the following benefits through CustomerSource:
- Previously released Upgrades, Updates, Service Packs, Fixes and Regulatory/Tax Updates
- Self-help Support through KnowledgeBase articles and online content
- Unlimited Online Training
- CustomerSource Community and Tools
To upgrade your system to Microsoft Dynamics GP 10 or 2010, please contact Turnkey at (636) 777-4110.
Need Support?
Email consulting@turnkeytec.com
Turnkey’s Tidbits: Importance of Continuing Training
Too often Dynamics GP training is like a big version of the whisper game. The consultants train the trainers, usually functional leads, who then train the rest of the users. When employees leave or change positions, they train their replacements, maybe. With each training pass, a little more knowledge leaks from the system. Occasionally, there's some re-training, usually around a major upgrade. Alternatively, a new hire may have Dynamics GP experience he or she brings in to the organization. But really, that's about it.
Also, during a brand new GP implementation, users are so focused on only the specific training elements that relate to their daily tasks, that they forget much of the rest of the training. I have found that an assessment and supplemental training is often needed 6 months to 1 year after the initial GP go live date.
We don't tolerate such lapses in other parts of the company. Getting and keeping a commercial truck driver's license is a real pain with lots of monitoring. Forklift drivers need to be regularly certified. With all due respect to forklift drivers, a poorly trained accountant can ruin a lot more lives than a poorly trained forklift driver.
Still, companies continually whine that there's no budget for training. They seem to think that complex issues like adequate controls, tax consequences and regulatory compliance should be magically handled by software. Well, despite the magic of software, it's still all about people.
So what can you do to improve your Dynamics GP training without breaking the bank? Here are some ideas:
1. Spend some dough. The following tips will enable you to reduce the amount of formal training you need, but they won't eliminate the need, especially around major upgrades. Training is still cheaper than consulting hours. Leverage Turnkey’s in-house training. Yes, it will cost you, but it might save a lot of pain.
2. Use CustomerSource. CustomerSource is the primary support portal for Microsoft Dynamics GP. If you are current on an enhancement plan, you should have access. But CustomerSource is more than just support. It includes access to eLearning materials. The Dynamics GP 10 eLearning modules and manuals are really well done. They are downloadable, making them easy to go through at home or on a plane. They are self paced, so fast readers/listeners can get through them quickly. They are short, typically 45 minutes or less. Finally, they should be included with the plan you are already on, so there is nothing new to buy.
3. Leverage the "train-the-trainer" model. As one approach, assign an eLearning module to a different employee each month. Ask the individual to study and then present the module at a company-paid lunch for the appropriate people. Lunch is much cheaper than group training. If you rotate the presenter, you'll be building a stable of experts and giving your team valuable presentation experience. You'll likely find some employees who have a natural talent for training, and know how to make it fun at the same time. It doesn't hurt to reward the presenter with something like an Amazon or Starbuck's gift card as well.
4. Anoint a training champion. Maybe it's the Controller or Chief Accountant. Such individuals are pretty good at enforcing accountability that has the effect of controlling costs. It's not the champion's job to deliver training, but to coordinate it, so it helps if they have a little organizational muscle. The champion makes sure the monthly lunches occur, and helps set up a rotating presentation program. The champion goes to bat for paid training with some ROI measure to prove the point. If it's part of their objectives, it will get done.
5. Build your own bite-sized training program. If you have a specialized process that isn't covered by traditional training, build your own. Thanks to YouTube and other sites, screen capture and video software is easily available. If you leverage these tools, make sure to keep sessions short--15 minutes max. If they are longer than that, break them down into smaller bites. You want things that people can absorb and reuse. No one will hunt through a 45 minute video for a 30 second nugget of info they need.
6. Use multiple media. Mix it up with cheat sheets, videos, live presentations, eLearning and manuals. Different people learn differently. Use all the tools available.
7. Don't Quit! Remember that training is not an event, it's a process. We often think of training as a special and costly event that takes place before the work really starts. Training, though, needs to be going on continuously.
Marketing tells us that people need to hear a message over and over before they get it. Training is no different. Perhaps most important, it can be a fun process-fun partly because your employees are more productive, at lower cost, than the old-fashioned way.
If you have any questions or would like to inquire about in-house or on-site training, please contact Turnkey at (636) 777-4110.
Microsoft Dynamics Promotions
Microsoft Dynamics GP Extending the Reach Promotion
Now through December 22, 2010
- Module Based Licensing (MBL) customers can receive a 100% discount on license fees for purchases of Microsoft Business Portal (BP) User Licenses (and the $1,500 Business Portal module if applicable).
- Business Ready Licensing (BRL) AM customers can receive a 100% discount on license fees for purchases of Microsoft Dynamics DCO/BP user licenses.
Note: Annual maintenance is based on system list price.
The Sky is the Limit Lapsed Customer Re-enrollment Campaign
Now through April 22, 2011
"The Sky is The Limit", a customer offer that enables Microsoft Dynamics GP and NAV customers with a Microsoft Dynamics Business Ready Enhancement Plan that lapsed prior to, November 10, 2010, to get back on plan with all lapse and re-enrollment fees waived. Customer must commit to 3 years of Enhancement before the lapse and re-enrollment fees will be waived.
Microsoft Dynamics ERP Holiday Season User Offer
Now through December 23, 2010
Existing customers can purchase additional user licenses for up to 20% off of the standard price list for their current solution. Minimum of 2 licenses to be eligible for the discount and the discount can be applied on up to 20 additional users.
License Model Transition 30/30 Sales Offer
Now through December 23, 2010
- Customers with up to 20 users are eligible for a 30% discount off of the minimum $10K license model transition (LMT) fee.
- Customers with up to 30 users are eligible for a 30% discount off of the $500 fee per user LMT.
- Customers with 35+ users are eligible for a 30% discount off of the $500 per user LMT fee on the first 30 users transitioned. Additional transitioned users will be calculated using the standard LMT fee of $500 per user.
Product Edition Transition (PET) Sales Offer
Now through December 23, 2010
Microsoft Dynamics GP existing customers who are currently licensed on BRL BE can upgrade to the AM Edition with a discount of 20% on the regular cost of the transition as well as purchase additional user licenses and modules at 20% off standard list prices.
BAM 2 Sales Offer: Breadth for Advanced Management
Now through December 23, 2010
For every four Advanced Management (AM) licenses a new customer purchases under this promotion, they will receive one additional AM user license at no additional charge, up to a maximum of three additional AM user licenses at no charge.
Move Now—Legacy Customer Offer
Now through December 23, 2010
Microsoft Small Business Financials customers that purchased their product prior to August 1, 2008 can receive a 100% discount on their first 5 full system users and a 50% discount on users 6-10. In addition, limited a la carte functionality is available at a 100% discount.
Reenrollment Award for Microsoft Dynamics GP Promotion
Now through June 30, 2011:
Renew your service plan and receive up to 20% off your next qualifying license purchase (additional users, new modules or transitioning to Business Ready Licensing). Discount is based on tenure of customer and consecutive years of being current on Microsoft Dynamics Service Plan.
For more information on any of these promotions, please contact Michelle Giebe at (636) 777-4110 x17.
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