Questions
What does the Microsoft Enterprise Agreement mean for NHS Scotland?
The NHS 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, contact details are at the end of this document.
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Why are these arrangements better than Boards purchasing these products with local budget?
By setting up this agreement centrally a substantially better price for these products has been negotiated for NHS Scotland than previously available.
Organisations do not need to order licences for any of these products. A single annual transaction between NHS 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).
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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 Trust 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:
- The Post Qualification Education Board for Health Service Pharmacists in Scotland,
- The Scottish Advisory Committee on Distinction Awards
- The Scottish Advisory Committee on the Medical Workforce,
- The Scottish Ambulance Service Board,
- The Scottish Council for Post Graduate Medical and Dental Education,
- The Scottish Dental Practice Board,
- The Scottish Health Advisory Service,
- The Scottish Hospital Endowments Research Trust,
- The Scottish Hospital Trust,
- The State Hospital Board for Scotland
- The Scottish Medical Practises Committee.
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Our organisation does not 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.
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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.
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What software is included?
For desktops and laptops, the following software is included at the start of the agreement and any upgrade to that software which becomes available during the term of the agreement:
- Upgrade to Windows XP Professional (includes Internet Explorer browser)
- Client Access Licensing which includes
- Windows Server 2003 CAL
- Exchange 2003 CAL
- Sharepoint Portal Server 2003 CAL
- 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.
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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.
One of each server product has been included to ensure best price, Boards should continue to purchase these as required.
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Can I purchase additional Microsoft software under the Microsoft Enterprise Agreement for items not included nationally under this agreement?
Yes organisations eligible to use this agreement (see question 3) can purchase Microsoft products more competitively than the existing Select contract.
These products will however have to be funded at the local level, and ordered via PECOS. A core catalogue, containing new part codes and prices has been uploaded to CDSNet and PECOS.
The prices for these products are set, but will reduce at each anniversary of the agreement. This is because all items under the Enterprise Agreement contain software assurance, currently this software assurance coverage runs for 3 years. In June 2007 this will reduce to 2 years and again to 1 year in June 2008, at these anniversary dates the cost of licenses will reduce to reflect the reduction in the remaining term of software assurance coverage.
For further information please contact your Trustmarque Solutions Account Manager.
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Can we get our hardware supplier to pre-install this software for us?
Yes. The process used in the current Select Agreement will continue. For any hardware supplier wishing to pre-install software a 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 complete this task.
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Contact your Large Account Reseller or check the Microsoft website www.microsoft.com/catalog
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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.
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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 http://www.microsoft.com/mobile/pocketpc/ for information on how to order the software upgrade from Microsoft.
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What is the NHS paying for this agreement?
The NHS is paying a fixed amount per year. Microsoft and Trustmarque Solutions has provided a substantial discount to the NHS in Scotland based on the volume of devices covered and length of the agreement.
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We don’t want to run the latest version of software 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 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. http://support.microsoft.com/gp/lifeselect.
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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 included limited Windows Server license 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
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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.
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Can we use this agreement to install software on home computers if we are using them for work?
NHS employees can purchase Microsoft Office for use on Home computers for a nominal cost, via the Home Use Program.
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 www.microsoft.com/uk/nhs
http://www.microsoft.com/licensing/programs/sa/productivity/home_use_rights.mspx
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.
“Work at Home” rights for other Microsoft software 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.
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What technical support services are available?
Via this agreement a number of telephone based technical support instances are available for use on a call of basis. In the first instance a technical support query should be logged by contacting Trustmarque on 0870 121 0322 or nhsteam@trustmarquesolutions.com
Your query will then either be resolved utilising Trustmarque Solutions technical support team, or if appropriate escalated to Microsoft for further action.
When logging a technical support incident, you should provide as a minimum the following information;
- Contact Name
- Contact Number
- Email address
- PC / Server Specification
- Description of issue, including screenshots if available
- Severity of issue
In addition to the problem resolution incidents available to you as part of the EA software assurance benefits as described above, your organisation may already have in place a direct technical support contract with Microsoft known as “Premier support”. Such “Premier” technical support contracts offer an enhanced and managed technical support service. For more information on this, or if you would like to discuss the various support offerings available from Microsoft please contact Louise Phipps on 0118-9093313 or email or refer to http://www.microsoft.com/uk/services/premiersupport/default.mspx#assurance
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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 they have 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 and Vista if that was not the version on the system when you bought it.
If you wish to install the Windows XP Professional Upgrade, Vista or Office 2003 Professional or Office 2007 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.
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We sometimes buy specialist equipment (e.g. audiology systems) which has 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.
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I have heard that training and e-learning are part of this agreement, how do I access them?
Yes, Microsoft and Trustmarque Solutions have funded a considerable about of training and e-learning packages. The distribution of which will be managed by NHS Education for Scotland.
Your health board will shortly be contacted by NHS Education Scotland, to assess your ongoing training requirements, this includes off site technical training courses intended for IT staff to develop further skills in latest Microsoft server technology, along with e-learning packages suited for all NHS Scotland staff.
It is envisaged that a training co-ordinator will be established at each board, to enable the accurate distribution of the training resource.
For further information, and details of your internal training co-ordinator, please contact Trustmarque on 0870 121 0322, or nhsteam@trustmarquesolutions.com
A full list of training co-ordinators will appear on this FAQ once this has been established (currently thought to be late March).
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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 to learn what is available and how you can take advantage of the benefits, please see Contact Information on the following page if you are unsure as to who to contact.
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National Services Scotland
- License queries - Mark Salveta Procurement Manager
- National Services Scotland Tel 0131-275-6752
- Training queries - Dr Ann Wales
- Programme Director for Knowledge Management
- NHS Education for Scotland
- 2 Central Quay 89 Hydepark St GLASGOW G3 8BW
- Tel 0141-223 1551
Licensing and Software Assurance Benefits
- Ben Jones
- Senior Healthcare Account Manager (Scotland)
- T: 0870 121 0323
- E: Ben.jones@trustmarquesolutions.com
- Microsoft Ltd
- Thames Valley Park
- Reading
- Berkshire
- RG6 1WG
- Microsoft Ltd
- Lismore House
- 127 George St
- Edinburgh
- 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@microsoft.com
- T: 0118 909 4177
- Aileen Clark is your Services Executive
- Her contact details are:
- E: aileenc@microsoft.com
- T: 0118 9093461
- Louise Phipps is your Support Executive
- E: louised@microsoft.com
- T: 0118 9093313
Please see link below for more information on Microsoft Premier Support http://www.microsoft.com/uk/services/premiersupport/default.mspx#assurance
- Caroline Finlay
- Regional Business Manager, Microsoft Ltd | Scottish Central Government and Health
- T: 0118 909 3361
- E: cafinlay@microsoft.com
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Eligible Bodies
“NHS Entities” means:
The Clinical Standards Board for Scotland;
- The Common Services Agency for the Scottish Health Service (Scotland) Act 1978;
- 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 trust 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:
- The Post Qualification Education Board for Health Service Pharmacists in Scotland,
- The Scottish Advisory Committee on Distinction Awards
- The Scottish Advisory Committee on the Medical Workforce,
- The Scottish Ambulance Service Board,
- The Scottish Council for Post Graduate Medical and Dental Education,
- The Scottish Dental Practice Board,
- The Scottish Health Advisory Service,
- The Scottish Hospital Endowments Research Trust,
- The Scottish Hospital Trust,
- The State Hospital Board for Scotland,
The Scottish Medical Practises Committee.
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