Dynamics AX 2012 Licensing Guide-CustomerEdition
Dynamics AX 2012 Licensing Guide-CustomerEdition
Dynamics AX 2012 Licensing Guide-CustomerEdition
Contents
Licensing for New Customers ............................................................................................................................ 1
Microsoft Dynamics AX 2012 Pricing and Licensing .................................................................................................................................... 1
Overview of Microsoft dynamics AX 2012 pricing and licensing:.......................................................................................................................... 1 Basic Licensing Requirements ........................................................................................................................................................................................... 1 Licensing Microsoft Dynamics AX 2012 Solution Functionality ............................................................................................................................. 2 Licensing User Access to the Microsoft Dynamics AX 2012 Solution Functionality ........................................................................................ 2 Potential Impact of Customization on Licensing Requirements ............................................................................................................................ 4 Access by External Users ..................................................................................................................................................................................................... 6 Licensing Device Access to the Solution Functionality for Specific Scenarios .................................................................................................. 7 Reassigning CALs .................................................................................................................................................................................................................. 8 Multiplexing ............................................................................................................................................................................................................................ 8 Business Ready Enhancement Plan ................................................................................................................................................................................. 8 Licensing Additional Software........................................................................................................................................................................................... 9 Ensuring Accurate Licensing .............................................................................................................................................................................................. 9
Additional Resources ........................................................................................................................................12 Appendix A: Use Rights by User and Device Type .........................................................................................13
Microsoft Dynamics AX 2012 solution functionality, which is licensed through the Microsoft Dynamics AX 2012 Server license, and Access to the ERP solution functionality by users (and in some specific scenarios, devices) is licensed through Client Access Licenses (CALs).
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Notes: All functionality is included with the Microsoft Dynamics AX 2012 Server license, so you do not need to choose between functionality and budget. The Server license includes one application object server. If you want additional application object servers, you may license additional Microsoft Dynamics AX 2012 Server licenses. A single Microsoft Dynamics AX 2012 solution (referred to as the ERP solution in the Software License Terms) is a logical entity that may utilize resources from multiple servers, or processors, or files. Replicas or copies, in compliance with the Software License Terms, of the system database (in full or partial) are considered part of the ERP solution. Please find the Software License Terms at http://www.microsoft.com/en-us/dynamics/erp-buy-ax-software.aspx Licenses for additional software required for the solution, such as Windows Server, Microsoft SQL Server, and Microsoft SharePoint Server and their client access license (corresponding to the users) are not included with the Microsoft Dynamics AX 2012 licenses. See Licensing Additional Software for more information. License Keys (Activation Keys) are used to activate the Microsoft Dynamics AX 2012 software, and are not to be confused with license entitlements (what you are entitled to run and use is based on the licenses you have acquired).
Any user who directly or indirectly accesses the Microsoft Dynamics AX 2012 solution must be licensed with a User CAL. All users are licensed on a named user basis. Named user licenses are specific to an individual user and cannot be shared. Note that if a user leaves the organization, the license may be reassigned to another user. With named user licensing, you have the control and flexibility to decide on what level of investment is appropriate for each individual in the organization by choosing the right CAL for each individual.
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These four user types were developed to encompass typical roles as predefined in Microsoft Dynamics AX 2012, thus giving you the flexibility to license users based on how they are likely to use and derive value from the solution. The four user types are: Enterprise User Functional User Task User Self Serve User
Microsoft Dynamics AX 2012 packaging out of the box maps a set of actions (called Menu Items in the Security structure of Microsoft Dynamics AX 2012) to predefined Roles. Those Menu Items are also mapped to one of the four user types. Each User CAL type provides the rights to perform actions that only that user type can do. The CAL required for a given user is determined by the highest level Menu Item to which that individual has access. For example, in order to approve customer credit limits (an Enterprise level Menu Item), the employee must be designated as an Enterprise User and, therefore, have an Enterprise User CAL. That employee also has license rights to perform actions that are designated at a lower user level (e.g. Task User).
Figure 2: User Type Overview
As you progress from the lowest level CAL (Self Serve User) to the highest level (Enterprise User), the user is licensed to use the solution in ways that will provide more value. You therefore have the flexibility to decide which level of investment to make for any given individual based upon the functions that user is performing on behalf of the organization.
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As the User CAL level increases, so does the price and the value derived from the solution by the end user, providing better control over your investment.
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associated with a Role. For example, if you want everyone who is assigned the Customer Service Rep Role to be able to also approve customer credit limits (which is designated as an Enterprise User level action), then you can customize the Role to include the Approve customer credit limit Menu Item. Because the required User CAL is determined by the highest level action the user may perform, all users assigned to the Customer Service Rep Role would then require the Enterprise User CAL. Changing Menu Items Associated with an Individual through Custom Roles Further, you may assign specific actions to specific users by creating custom roles. Following the example above, if you have 20 employees assigned to the Customer Service Rep Role and want to allow only five of those employees the ability to approve customer credit limits, you may create a new role that contains all of the actions assigned to the Customer Service Representative Role plus the Approve customer credit limit Menu Item. Customers would then assign this new role to those five individuals. Those five individuals would then require the Enterprise User CAL, while the remaining 15 employees assigned to the Customer Service Rep Role would require the Functional User CAL. Creating Menu Items You or your Microsoft Dynamics Partner may also create Menu Items to fit specific scenarios. When doing so, those new Menu Items must be mapped to the User CAL type that best matches the type of use. Refer to Appendix A for further details on mapping usage scenarios to User CAL types.
Notes: Roles in Microsoft Dynamics AX 2012 are not the same as job titles. Menu Item means an object that allows users to display or view a form, subform or URL in a browser application; run a task that triggers a system class, function, workflow or web-action initiated by a user; or cause an output in the ERP solution or a separate device. For additional information about the menu items executed by each CAL type please see (Sign-in required.) https://mbs.microsoft.com/customersource/documentation/userguides/MSDYAX2012_SoftwareLicensingTer msAddendum. For any given Menu Item, a user may be granted View or Maintain access. For some Menu Items, View access is classified at a different User Type level than Maintain access, in which case the required CAL is determined by the specific level of access to the given Menu Item.
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Menu Items are classified at one of the User Type levels. Users with a given CAL have access to each Menu Item classified ator belowthat level.
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Limited Device CAL: Permits a single-purpose device, used by any user, to indirectly access the ERP solution to asynchronously feed data utilizing a staging data repository. This includes devices that do not interact with the ERP system directly. RFID devices and barcode readers are examples of devices that would be licensed with the Limited Device CAL.
Unlicensed users using a licensed device may use that device only for its designated purpose. For example, an unlicensed user may not use the licensed Device CAL to perform Self Serve or Task level actions. The Device CAL does not inherit the properties of the Limited Device CAL.
Notes:
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REASSIGNING CALS
You may reassign CALs in the following ways: Permanently reassign a device CAL from one device to another, as long as the new device complies with the limitations applicable to the specific device CAL type Permanently reassign a user CAL from one user to another Temporarily reassign a device CAL to an alternate device while the first device is out of service Temporarily reassign a user CAL to a temporary worker while the user is absent
MULTIPLEXING
Multiplexing is the use of hardware or software (including manual procedures) to reduce the number of devices or individuals that access or use the Microsoft Dynamics AX 2012 solution by pooling connections. Multiplexing does not reduce the number of licenses required to access the Microsoft Dynamics AX 2012 solution. Any user that accesses the Microsoft Dynamics AX 2012whether directly or indirectlymust be properly licensed.
Note: Licensed users may manually rekey information (when coming from non-licensed users) into the Microsoft Dynamics AX 2012 solution. This scenario is not considered to be multiplexing.
Figure 7: Multiplexing Does Not Reduce the Number of CALs Required
Note: For additional information about Multiplexing please refer to the following Microsoft Volume Licensing Brief: MultiplexingClient Access License (CAL) Requirements (1.28 MB Microsoft Word file).
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versions of the software when they become available, as well as to receive fixes, updates, service packs, and tax and regulatory releases. For additional information about the Microsoft Dynamics Business Ready Enhancement Plan, please refer to http://www.microsoft.com/dynamics/customer.
To help you navigate through the product flexibility and its impact on licensing, we have created a report within the application that looks at all of the Menu Items associated to each user directly accessing Microsoft Dynamics AX 2012 and computes the assigned number of users by user type. You are
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responsible for determining the number and type of third party users directly accessing Microsoft Dynamics AX 2012 and subtracting these users from the report generated by the system. You are also responsible for determining the number and type of internal users indirectly accessing Microsoft Dynamics AX 2012 and manually adding these users to the report generated by the system. As the actions of indirect users are not associated with Menu Items tracked by Microsoft Dynamics AX 2012, you determine appropriate User CAL types for indirect users according to the access rights detailed in Appendix A.
Note: As Microsoft Dynamics AX 2012 does not track devices, you are also responsible for manually tracking the number of Device CALs and Limited Device CALs.
By comparing this to your license information in CustomerSource, you can identify any discrepancies in your licenses. If you not currently on a plan, you can get your license information by contacting your partner. You are advised to check licensing by running the report whenever you make a change, but are required to run the report at least annually per the Software License Terms. You may voluntarily share the results of the User Report with Microsoft or any other third party, but are not required to do so. Running the report before and after changing Roles, security, and user permissions will help confirm the impact of changes to the license requirements and provide a chance to undo the changes if they had unintended consequences.
Figure 9: Using the User Report to Verify Accurate Licensing
Remedying License Discrepancies The license review may expose discrepancies between the number of licenses required for certain user types and what the customer has licensed. Here are the options for remedying those discrepancies:
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Remedy
Convert the excess lower level User CALs to higher level User CALs through the CAL step-up, which allows you to convert a lower level User CAL to a higher level User CAL by paying the difference in price between the two CAL types. Note: Step-ups are not available for Device CALs
Example
A company has 20 users accessing Enterprise level Menu Items, but only 10 Enterprise User CALs. The company also has 20 users accessing Functional level Menu Items (and below), but has licensed 30 Functional User CALs. The company may convert the 10 excess Functional User CALs to Enterprise User CALs by paying the difference in price. A company has 40 users accessing Task level Menu Items, but only 32 Task User CALs. They also have 10 excess Functional User CALs. The 8 users that need a Task User CAL are covered by 8 of the excess Functional User CALs. A company has 25 users accessing Functional level Menu Items, but only 20 Functional User CALs and no excess CALs. The company must license five additional Functional User CALs.
You have too few CALs for a certain user type, but have at least the same number of excess CALs for a higher user type to cover those users.
No action required. The higher level CALs include access to lower level Menu Items, so you are sufficiently licensed.
You have too few CALs for a certain user type an does not have excess licenses.
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Additional Resources
Microsoft Dynamics Website
Learn about what Microsoft Dynamics solutions can do for your organization and how to get started. http://www.microsoft.com/dynamics
CustomerSource
Microsoft Dynamics CustomerSource is a password-protected site for customers who use Microsoft Dynamics products. Included as a benefit of your service plan, CustomerSource allows you to search a powerful Knowledge Base for Microsoft Dynamics, view online training for Microsoft Dynamics, download updates, and find other timely information and resources virtually 24 hours a day. (Sign-in required.) https://mbs.microsoft.com/customersource
Product Availability
For Microsoft Dynamics AX country-specific functionality and languages for currently supported versions, go to http://www.microsoft.com/en-us/dynamics/erp-buy-ax-software.aspx
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Examples
Any system administrator AX system developer Any project manager that manages cross organizational projects Financial controller Accounts receiver clerk/manager Legal team Human resource manager and payroll administrator
Enterprise User
Manage complete cross organizational activities and business including: Legal, Financial, Payroll, Compensation & Benefits and IT Setting up and Defining Organizations, Business Unit, departments, divisions, Positions, and employee Jobs Access to all Manufacturing Roles and functions excluding Shop Floor Control and Quality Management Managing cross organizational processes Approving professional user processes
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Manage a set of activities in the process to create, fabricate, sell, deliver, or support the product or the service sold by their company Manage a shop floor within a production or manufacturing cycle Manage a set of projects and related services incl. the management of relevant resources Manage HR cycles: Recruitment, Trainings, and On/Off boarding of employees Manage budget transfers and requests pertaining to his / her operational department, , division, or unit Create applicants / employee master data records, create a job or a position requisition within the organization Raise invoices pertaining to their clients Approve Vendor invoices or voucher for rendered services Create and Manage master data records pertaining to their Customers, Vendors, as well as their product inventory or catalog Approver of Self Serve or Task Users.
Recruiter, Training and HR personnel All Project Managers, Service managers, Quality assurance supervisors Warehouse managers, Shop floor supervisors, Retail store managers All Employee managers
Functional User
Functional Users do not and cannot perform (these are completed by Enterprise Users): ERP system setup, Data base setup or reports customizations functions related to setting up (System Configuration) projects, productions, services or financial parameters (Product, Inventory, projects, production, route, service grouping, etc.) financial Transactions related to Employee Payroll, Customer and vendor settlements, payments, credits, checks, cash dispenses, all Accounting functions & activities transaction spanning cross Business Units or Legal entities processes: Budgeting and Resourcing
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Machine operator Field technician Consultant Project team members Service team members Employees who manage their own performance and goals
Task User
Enter billable time (Project Activities, Production card, etc.) Billable expenses (project and other types) Performance management and goal setting, annual reviews, etc.
Employee Self Serve Discrete Scenarios (Payroll Clock In/Out, Expense Report, Personal Data, Time & Attendance, Personal Service Requisitions
All employees not using ERP to perform their job like laborers (e.g. clock-in/clock-out, creating travel requests, viewing W2s)
Device Type
Use Rights
Directly or indirectly access the ERP solution solely for purposes of managing functions or processes using a warehouse management system or call-center system Indirectly access the ERP solution to asynchronously feed data utilizing a staging data repository
Examples
Centralized warehouse device Call center station
Device
Limited Device
This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. 2011 Microsoft Corporation. All rights reserved. Microsoft, The Microsoft Dynamics Logo, Excel, InfoPath, SharePoint, SQL Server, and Windows are either registered trademarks or trademarks of Microsoft Corporation or Microsoft Business Solutions in the United States and/or other countries. Microsoft Business Solutions is a subsidiary of Microsoft Corporation.
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