Navigating the wealth of licencing options available in Microsoft Dynamics CRM – Online and On-Premise 2015

Microsoft Dynamics CRM is still one of the few true CRM technologies that is available both on premise and in public cloud – CRM Online.  It can also be provided in a private cloud by hosting partners or if you already use a data centre.

The functionality of the two versions: - Online and On-Premise - is very similar.  The differences are in the licencing options and a few technical differences caused by how it is hosted.

Contrary to how it sounds, the on-premise version can also be hosted in a data centre, i.e. it can be private cloud.  Microsoft Dynamics CRM can also run in the Microsoft Azure Cloud.  Hosting partners, including Opsis offer Microsoft CRM as a public cloud offering and / or as Private Cloud. 

That you do not have to purchase Microsoft Dynamics CRM Online, because you need, or prefer, your Microsoft Dynamics CRM in the cloud, still causes confusion to some of our prospects.

There is a wealth of licensing options for Microsoft Dynamics CRM but it can be challenging to find just the right combination to suit your needs.

This article is an overview of the key differences.  There is fuller information available in the ‘Microsoft Dynamics CRM 2015 On-Premises Volume Licensing Guide’ from the Microsoft website and https://docs.microsoft.com/en-us/previous-versions/dynamicscrm-2016/deployment-administrators-guide/hh699677(v=crm.8) and  https://dynamics.microsoft.com/en-us/pricing/

Licencing of Microsoft CRM

The Licencing for Microsoft CRM has become more complex now that the range of functionality is growing, and many organisations do not need all the functionality.  From this release, the licence options for Microsoft CRM Online is significantly different to those available for Microsoft CRM On-Premise.  As always, Microsoft CRM is cost effective for smaller businesses with 5+ users and also up to enterprise organisations with several thousand users.  There are now CRM licences for Microsoft CRM Online specifically for sales, marketing and service users.

Microsoft CRM On Premises

The on-premise version of Microsoft Dynamics CRM uses the server and CAL model.  Microsoft CRM requires a Server licence for each CRM server and a CAL for each user or device.  Device CALS and User CALS can be mixed and matched.  A user or a device with a valid CAL may access multiple instances of CRM.  This means that no additional licences are required for development or test environments when used by the same users that use the production CRM environment.

As well as CRM licences you require a SQL Server and the associated licence for your CRM database and your users will require SQL CALS.

Microsoft Dynamics CRM and SQL Server, like many other Microsoft technologies have optional Software Assurance, or SA.  SA is support and grants you access to hot fixes, upgrades and support for the standard product from Microsoft.  It is highly recommended.

Pricing for all of the licences discussed here will vary depending on the licence agreement that you have with Microsoft and the type of organisation that you are in.  However, across all of these there will be options to include Software Assurance for the first two or three years with the initial purchase.  After this period it is highly recommended to renew your SA.

External users, i.e. people who are not employees, contractors or agents such as customers or suppliers of your organisation do not require a licence.  However, these people can only access CRM via a portal, not using any of the client options.

Microsoft CRM Server Licences

There are two different server licences

• CRM Server
• CRM Workgroup Server

The Server licence supports any number of CALs but does not include any CALs.  The CRM Workgroup Server includes, but is restricted to 5 user CALs.

Most organisations will require the Server licence.  If you have the CRM Workgroup Server and require more than 5 user licence you have to purchase the step up licence to the CRM server.

Microsoft CRM CAL licences

There are three different level of user CAL:

• Professional
• Basic
• Essential

The different types of CALs can be mixed and matched so each user gets the functionality that they require for their role without paying for additional functionality.

Summary of functionality of the different CALs

üfully includedLlimited functionality – read only ûnot included

Partner Hosted Microsoft Dynamics CRM

Technically, Partner Hosted Microsoft Dynamics CRM is on premise and so everything discussed in the section above is still true.  Partners may offer this as private cloud (an instance dedicated to your organisation) or public cloud (an instance shared with other organisations).  Partner hosted Microsoft Dynamics CRM may use the on-premise licences discussed above or SPLA licences.

SPLA licencing

Microsoft Dynamics CRM can be licences using the SPLA (Service Provider Licence Agreement) model.  This gives you a monthly (or occasionally quarterly or yearly) payment, which includes the software licence and the associated Software Assurance. 

SPLA licencing can only be purchased through a SPLA reseller.

There is full information in the Microsoft Dynamics CRM 2015 On-Premises Volume Licensing Guide

Microsoft CRM Online

Microsoft CRM Online uses a complete licence model.  Each user requires one licence, and should have the licence that best fits their role.  There are a range of licences aimed at different roles.  From a purely CRM perspective there is little difference between the various licences.  The differences are with the additional solutions such as Dynamics Marketing, Parature and Office 365 that are included in the licence.  There are no equivalent to the Basic and the Essential Licence for Microsoft CRM Online.

Microsoft Dynamics CRM Online has a minimum purchase of 5 licences and a minimum term of $12 months.

There are different price lists for commercial, education government and charity organisations.

For details of pricing of the different licences for your organisation in your location please review https://www.microsoft.com/en-us/dynamics/pricing-list.aspx .

Key differences between Microsoft Dynamics CRM Online and Microsoft Dynamics CRM 2015 On-premise

Broadly, the functionality of Microsoft CRM Online and Microsoft CRM On Premise is the same.  The differences are at a technical level, mainly associated with reporting, additional environments, for testing and the linkages to Microsoft Office 365.  In the table below, I have highlighted the differences and in green, showing my preference. 

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If you have questions about the best CRM licencing options for you, please call us on 02 82 1234 80.