Microsoft 365 License Usage and Optimization Assessment [Template]

Overview

With annual subscriptions of licenses and adhoc purchases, it can be easy to lose track of what’s being utilized. Once off license requests from employees can see a license being allocated but not necessarily being utilized. Furthermore, not being able to associate license use against job roles (i.e. do all my Sales Directors have access to Power BI Pro) may be costing organizations from the loss of insights one might gain from the license use.

The Voleer Microsoft 365 License and Optimization Assessment pulls information across both M365 and Azure AD to determine license availability, allocation and utilization for individuals and across job roles. License cost information can be manually adjusted from the provided RRP to determine actual subscription cost and under-utilization loss.

How it works

This template will retrieve data across Microsoft 365 to generate a report detailing information including

  • Total license usage, subscription costs, assigned costs and overspend

  • License and license combination usage for individual users and grouped by job title

  • Utilization of licenses per user based on activity for OneDrive, Teams, Yammer, SharePoint, Exchange and Skype for Business

For more information on how to interpret the information from the assessment, read article License Usage and Optimization Assessment Guide

Requirements

To run this report, you will require an Azure account with the rights to

  • Create an application registration
  • Assign admin-consent application permissions

The inbuilt Global Administrator role has these rights enabled

The App Registration created by Voleer will be assigned the following permissions:

  • Read directory RBAC settings and data
  • Read users’ full profiles
  • Read audit log data
  • Read applications and service principals
  • Read usage reports

Getting started

To start using this template, perform the following:

  1. Sign in to your Voleer account or sign up for a new account

  2. Find and click on the tile labelled Microsoft 365 License Usage and Optimization Assessment template from the list of templates within the library

  3. Select a workspace from the dropdown and click on Launch
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  4. When presented with the authorization form, copy the device code and then visit the link Sign in to your account. Note - you will have to complete the authorization steps within 15 minutes. If you take longer than 15 minutes, you will have to click on the Validate button to retrieve a new device code

  5. Paste the device code into the form and then click on Next
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  6. When presented with the sign-in dialog, there are 2 options available, each causing the template to behave differently.

  • Providing Partner Center credentials - this will allow you to select from a list of customer tenants associated with your Partner Center account. Continue to step 7 for instructions on how to proceed with Partner Center credentials
  • Providing M365 credentials - this will generate a report against the tenant associated with the M365 credentials. Continue to step 10 for instructions on how to proceed with M365 credentials
  1. Provide your Partner Center credentials and then click on Sign in, then close the browser tab / window
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  2. Click on the Validate button

  3. When presented with a list of customers, choose the customer to run the report on and then click on Submit. Continue to step 13.
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    Alternatively, selecting Run On Non-Customer Tenant [Varies] will allow you to enter in M365 credentials associated with a non-customer tenant.
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  4. Provide M365 credentials and then click on Sign in, then close the browser tab / window
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  5. Click on the Validate button

  6. Select if you would like to enable the Simple Replay Option, then click on Submit
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  7. Configure the template options, then click on Validate Template Configuration

  8. Validate the details of the configuration and then click on Execute. Note - if the configuration is incorrect, cancel the run and start a new instance

  9. Once completed, you can save the template configuration and schedule the template as a recurring job

Sign in or sign up to use this template