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Page 1 of 2 <br />Information Technology “Study Session Staff Report”, 1/27/2025 <br />KITTITAS COUNTY <br />BOARD OF COUNTY COMMISSIONERS <br />STAFF REPORT FOR <br />STUDY SESSION <br /> <br />Information Technology <br /> <br />STUDY SESSION DATE: 1/27/2025 <br /> <br />TOPIC: Requesting the Approval for the County's Microsoft True-Up <br /> <br />ACTION REQUESTED: Approval <br /> <br />LEAD STAFF: Zane Kinney and Bill Davis <br /> <br />RECOMMENDATION: The approval of the County’s Microsoft True-Up. <br /> <br />BRIEFING SUMMARY: The County is in the middle of their annual Microsoft True-Up <br />with the IT department regularly meeting with their account manager, CDW-G. Their <br />Microsoft licensing specialist provides clarity on technical questions that opens doors to <br />cost effective options. We have received a 3-year planned quote for a total of $674k, <br />$224k annually. Note that this is a preliminary quote and the total amount will change <br />once the True-Up has been finalized. Auditors have been informed and assured us that <br />the Enterprise Technology Fund can handle this expense. <br /> <br />BACKGROUND: The Microsoft True-Up is an annual license review and renewal the IT <br />department undergoes with their account manager, CDW-G, to ensure the County’s <br />Microsoft product needs are satisfied and that the County adheres to Microsoft’s <br />regulations. <br /> <br />DISCUSSION: The IT department is planning some Microsoft changes, such as <br />migrating Exchange into the cloud, that requires the County to upgrade their standard <br />license up a tier which has caused the cost difference to be greater than previous years. <br />Without the upgraded license, some suite products, such as outlook, will no longer be <br />accessible. <br /> <br />To help offset the upgraded cost difference, IT is reducing the number of main licenses <br />for a basic license for staff who don’t need a full license. This will give those staff <br />members the ability to clock in via web browser but will not have access to outlook or <br />other suite products. <br /> <br />CDW-G is performing a license audit that will tell us if we’re over or under provisioned, <br />so the quote amount is subject to change once this audit is complete. We expect the final <br />amount to be close to our quoted amount. <br /> <br /> <br />