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1. Understanding the Microsoft Dynamics CRM 2016 Licensing Options

Understanding the Microsoft Dynamics CRM 2016 Licensing Options

With the release of Microsoft Dynamics CRM 2016, Microsoft has expanded its license offerings to better suit the needs of its diverse customer base.

License Options Explained

As detailed in Figure 4.8, Microsoft now offers four levels of subscriber licenses for Online:

• Enterprise—This top-end license for CRM Online includes all features as well as most of the rest of the items that fall under the Dynamics CRM umbrella, such as Parature and Social Engagement.

• Professional—This license includes access to the core functionality, the ability to customize and access all modules delivered by Microsoft, and xRM solutions developed in house or by external vendors.

• Basic—This mid-tier license provides basic access to several core entities, such as Contact, Account, Case, and Lead (in addition to xRM solutions). This is a good option for organizations that do not use the Sales Force Automation, Customer Service, or Marketing components that are delivered with CRM.

• Essential—The entry point for CRM Online is the Essential license. With this level of license, the user cannot access any of the core components or core entities. A good example is a pure xRM solution, as described in Chapter 3, “Customizing and Designing Applications Within Dynamics CRM 2016 (xRM).”

Figure 4.8 User capabilities by license level for CRM Online.

The availability and licensing options by user vary, and as new products are added, they continue to evolve. Figure 4.8 provides a sample breakout of the features available at each license level, but be sure to check out the licensing and purchasing options available at the time of purchase for changes to this list.

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In addition to the access and functional rights provided with each license, as the number of licensed users within an organization grows, additional free capacity enhancements are included. A quirk that existed before Dynamics CRM 2016 was that regardless of the number of users, every organization received 5GB of storage. This meant that organizations with only one or two users had 5GB, and organizations with thousands of users also had 5GB. Luckily, Microsoft has recognized this deficiency and added scaled storage, as described in the next section.

For On-Premises deployments, the following options now exist:

• Server

• Enterprise users

• Professional user or Device client access license (CAL)

• Basic user or device CAL

• Essential CAL

Although this new licensing is significantly simplified over previous licensing, it still requires some conversation with regard to the actual pricing because Microsoft licensing is as diverse as its many offerings.

Online Add-on Features

Microsoft recognizes that the number of users is not always a clear indicator of the needs of an organization and that the additional storage and non-production instance scale-up outlined previously may not meet an organization’s needs. To address this, Microsoft allows an organization to, on a monthly basis, purchase additional capacity:

• Additional production instance—An organization may purchase an additional production instance as an add-on license. Each user licensed in the main production instance has access to this new production instance. The projected cost for this is $549 per month per additional production instance. For example, a service organization may decide to use the additional production instance to segregate a client’s data.

• Additional non-production instance—An organization may elect to purchase additional non-production instances for activities such as development, testing, or demonstrations. The cost for a non-production instance is $150 per month for each additional non-production instance. This comes as a great relief for organizations that require additional instances but do not want to purchase full production instances.

• Additional storage—For each additional 20 licensed users, an organization is granted 2.5GB, up to a maximum of 995GB total, at no charge. However, if the organization wants to purchase more storage than allocated, it can do so at $9.99 per gigabyte.

Figure 4.9 shows the options available.

Figure 4.9 Optional add-on features for CRM Online.

New License Paradigm

The new license levels and features are part of a shift in licensing for Microsoft:

• Multitier model—Organizations have flexibility to license the right level of functionality for every user; it is no longer one-size-fits-all.

• Parity between offerings—Now there are consistent multitier license offerings for Online CRM and On-Premises CRM.

• Mobile access—Mobile access for Windows, Android, and iOS devices is included with each license at no additional charge.

• Non-production instances—Non-production instances provide better support for organizations with non-production needs.

• Updated EA (Enterprise Agreement) availability—Microsoft offers favorable terms for license transitions from On-Premises to Online.

• Flexible premium support offerings—Microsoft offers several different levels of premium support for each Online client.

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Microsoft provides guidance on migrating your Dynamics CRM (on-premises) database to Dynamics 365 and Microsoft Dataverse. We provide guidance in the form of tools and documentation and by performing configuration tasks where applicable and feasible. This is available for all eligible customers with Dynamics 365 services who are invited into the programme.

The FastTrack Centre benefit includes providing guidance with source environment migration to Dynamics 365 and Dataverse.

Note

• Data migrated through the FastTrack services may be transferred to, stored, and processed anywhere that Microsoft maintains facilities (except as otherwise provided for your particular FastTrack engagement). The FastTrack services aren't designed or intended for data subject to special legal or regulatory requirements.
• In order to perform the migration, your source environment must be a version of Dynamics CRM 2011, Dynamics CRM 2013, Dynamics CRM 2015, or Dynamics CRM 2016, and SQL Server must be a version of SQL Server 2008, SQL Server 2012, SQL Server 2014, or SQL Server 2016, whereas Dynamics CRM and SQL Server versions must be aligned with the documented supportability statements.
• Unforeseen issues (including but not limited to unreadable or corrupt items in the source environment) may prevent some items from being migrated.
• It is the customer's responsibility to perform the mitigation or fixing of unsupported customisations or SQL Server-level changes that might block the database migration via this method.

The following table describes what's expected for migration in your existing source environment.

Migration to Microsoft Dataverse

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Enable to migrate

If you use Microsoft to migrate your data, we might provide guidance to enable both Microsoft Dataverse and the source environment for migration. Depending on the source, we might perform various enable steps. We provide guidance for you by using a combination of tools and documentation and by performing configuration tasks where applicable and feasible.

You need to provide appropriate access and permissions to Microsoft to perform some activities.

Migration policy and steps

• The technical migration orchestration is carried out through tooling hosted in the Dynamics 365 Lifecycle Services portal. Microsoft will make the Dynamics 365 Lifecycle Services portal available to you in accordance with an agreement to use the migration tooling to manage the migration process.
• All migrations require appropriate access and permissions to the source environment.

End state

The expected end state after a migration batch includes:

• Dynamics CRM environment from appropriately scheduled and eligible sources in the source environment is migrated to Microsoft Dataverse.
• A post-migration report for the migration environment is provided by Microsoft.

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The expected end state after all migrations are complete includes:

• Data from the eligible source is migrated to Microsoft Dataverse as defined in the following table.
• The type of data to be migrated depends on the source environment as described in the following table.

Microsoft performs the following during migrations:

• Conduct a migration walkthrough workshop covering the process and approach for the selected migration scenario.
• Provide prerequisites for assessment and migration tools as applicable for the scenario.
• Provide prerequisites for migration team access to the source and target environment for the purpose of assessment and migration.
• Make the Dynamics 365 Lifecycle Services portal and the Dynamics CRM On-premises to Dynamics 365 Online Migration Tool available to customers in accordance with the terms and conditions for such usage.
• Assist in running assessment and migration tools (if applicable).
• Configure migration infrastructure in preparation for content migration (when applicable).
• Conduct a limited test migration to validate the migration infrastructure and required prerequisites.
• Conduct one pilot migration prior to production CRM migration.
• Provide guidance on migration scheduling for the selected scenario.
• Participate in migration issues triage and provide guidance on potential remediation options.
• Provide a final migration report for each migration.
• Provide post-migration assistance during user acceptance testing up to five days past migration completion.

You perform the following during migrations:

• Provide project resources recommended for assessment and migration activities. These include:
  • Project management.
  • User acceptance testing (UAT).
  • Admins responsible for source and target content platforms.
• Provide infrastructure prerequisites for assessment and migration activities (if required).
• Provide access and permissions to the staging and target environments to Microsoft personnel to perform migration activities (if required).
• Complete assessment data gathering activities (if applicable).
• Complete remediation activities outlined in the FastTrack-provided remediation report (if applicable).
• Provide a migration schedule using FastTrack templates and guidance.
• Conduct migration quality assurance and user acceptance testing.
• Conduct post-migration remediation (if applicable).
• Plan and implement change management and user communications (if applicable).
• Administrate and configure any changes to the source system and devices required for successful completion of assessment and migration activities.

Note

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Migrations only use accounts that adhere to security requirements defined during onboarding. If you don't use such accounts, you might experience migration delays.