Microsoft Office 365 offers a wide range of communication, collaboration, and document management tools, which are available in multiple cloud instances designed to meet differing security and compliance requirements. Microsoft 365 Commercial is the “worldwide” cloud instance, with the fewest restrictions. Microsoft 365 Government Community Cloud (GCC) and Government Community Cloud High (GCC High) adapt a more stringent shared responsibility matrix to accommodate government agencies, entities, and contractors handling sensitive government data. Microsoft 365 Department of Defense (DoD) is strictly for agencies and has the most built-in security from Microsoft in the shared responsibility matrix. Compared to the standard Office 365 license, the Microsoft 365 government license meets stringent defense security requirements and guidelines, allowing organizations to take advantage of Microsoft cloud services while still aligning to specific compliance frameworks. It aligns to government regulations such as FedRAMP and DISA, providing the infrastructure necessary to ensure that restricted data access is maintained and sensitive information is protected. Microsoft 365 GCC High is a sovereign cloud that offers a dedicated US government cloud infrastructure, providing a secure and reliable platform for government entities and contractors to meet compliance requirements.
Government licensing has added complexity that administrators might not know if they are used to standard (commercial) Microsoft 365 licensing. First, government entities must meet the criteria for a Microsoft Government tenant, which typically requires application and sponsorship into the sovereign cloud tenant. Second, the public sector has various licensing options, which are similar in name and feature to commercial Microsoft 365, but lack feature parity. The following discusses prerequisites for government licensing and compares the multiple license offers.
The Different Microsoft Government Clouds
Microsoft has a multitude of “sovereign clouds”, including specific clouds for China and Germany. Sovereign clouds are computing environments where data is stored in a data center located within the organization’s own country, and are typically referred to as “Cloud Instances”. Only Microsoft employees with country-specific compliance access can work on infrastructure designated for a sovereign cloud. In the US, the four most important clouds to understand are commercial, the Government Community Cloud (GCC), Government Community Cloud High (GCC High), and the Department of Defense (DoD). Depending on your regulatory requirements, you may be required to work within a specific cloud instance. We go into depth on this topic, and the benefits and requirements of the different government clouds in our blog, “What is GCC High, GCC, DOD, and Commercial Microsoft 365?“.
Microsoft Government License Eligibility
Volume licensing from Microsoft is available to government entities at the federal, state, local, and tribal levels. This category includes all federal, state, and local government departments, entities, instrumentalities, and other entities created by law. Any local or state agency permitted to make purchases via state contracts is also included. Any tribal organization discharging governmental duties and eligible for Department of the Interior support falls into this category.
Many government entities need help to obtain Microsoft Government Licenses because they also engage in commercial activities like transit, financial services, and telecommunications. After engaging in a licensing agreement with Microsoft, if the eligible status of the organization changes, the agreement will remain in effect, but the organization will not be qualified to extend the contract when it expires. Upon entering into a Microsoft government contract, entities must continuously meet the specified eligibility criteria to maintain their licensing agreement and ensure compliance with the terms.
Microsoft Government Licensing Options
Examining Microsoft’s many licensing options is a must for government entities. Each government Office 365 plan has its own benefits, features, and cost. Outside of the price and contract, the government agency’s size is a significant consideration. Microsoft offers government licenses for both small and medium-sized entities, as well as large entities.
Price Comparison for Office 365 Government Plans and Microsoft 365 Government Licenses
Government customers evaluating Microsoft’s GCC and GCC High environments must navigate the extensive range of government licenses, from F1 to G5, including key intermediate options such as Office 365 G3 GCC and Microsoft 365 G3 GCC.
The first step is to submit a GCC or GCC-High form to Microsoft and work with a qualified partner to determine your organization’s pricing. Office 365 government pricing depends on your plan, seats, and partner costs. Speak with your Agile IT representative to map out your pricing so that you can determine budgeting for GCC or GCC High.
Agile IT Microsoft Licenses for the Public Sector
Agile IT offers two primary licensing options: licensing as a CSP and AOS-G. We can help you determine the best route for your business, but this section covers basic features with each option. Microsoft now allows small entities to purchase under 500 seats for GCC High licensing, so small government agencies can get the improved security of dedicated infrastructure without signing an Enterprise Agreement (EA). Agile IT is a Microsoft-approved partner that can offer GCC and GCC High licenses and Azure Government as an AOS-G (Agreement for Online Services - Government) partner.
Agile IT is authorized to transact within the AOS-G (Agreement for Online Services - Government) space for GCC High and Azure Government, and maintains a Tier One partnership with Microsoft, transacting as a CSP (Cloud Solution Provider) for GCC, Azure Government, and commercial organizations. Your regulatory requirements will determine which program is right for you.
As a CSP, Agile IT is the intermediary between Microsoft and your business. You work with us (the CSP) to determine your Microsoft licensing strategy and all licensing and billing requirements. Agile IT becomes your first level of support for your Microsoft 365 and Azure environments, keeping you secure in the knowledge that your technical requests are handled by on-shore, dedicated technical staff. Agile IT offers the following additional services to our CSP customers:
- Microsoft 365 Migration Services (including tenant-to-tenant, such as when moving from a commercial Microsoft 365 tenant into a GCC or GCC High tenant)
- Office 365 Consulting & IT Support
- Azure Migration & Support
- Azure Managed Services
- Azure Hosting
- Microsoft 365 Managed Services
- Identity & Single Sign On provisioning
- Mobile Device Management (Intune management)
- Windows client Management (through Intune)
- SharePoint consulting
The Microsoft AOS-G program allows organizations to purchase fewer than 500 seats for GCC High licensing, enabling small government agencies to get the improved security of dedicated infrastructure without meeting the 500-seat minimum necessary for an Enterprise Agreement (EA).
GCC High is a more secure licensing option where your organization is guaranteed to host services in data centers located in the United States. Only Microsoft personnel with US citizenship or special clearance can access data center infrastructure licensed with GCC High plans. GCC High adds more security to your government infrastructure and meets compliance regulations up to DOD CC SRG Level IL4 and ITAR. It also meets several requirements for DFARS 7012 and CMMC.
Microsoft Office 365 Government Cloud
Several other licensing options are available for small, large, and medium-sized government entities.
Open License for Government: Combining the purchase of licenses and Software Assurance into a single agreement, this Microsoft Office for government license gives entities the flexibility to work with any qualified reseller.
Features: Your organization must have at least five desktops to use this plan, but the license condition is not necessary for web-based services and is even waived in some cases.
- Software Maintenance: Available as an add-on to a purchased license.
- Options for purchasing licenses include standalone licenses, bundles with software assurance, and recurring software assurance plans.
- Depending on collections of products, prices are set with volume discounts available.
- Two-year duration of the agreement, but the license is not renewable.
- Up-front payments or pay later.
- Direct from the manufacturer or via a distributor/reseller
- Provision of Online Services
Open Value for Government: This government license makes buying and monitoring technology easier by allowing for easier asset management, spread payouts, and predictable expenses. A five-desktop minimum is required for this license, as opposed to two for the Open License. It includes many additional advantages such as access to newer versions of the software, educational opportunities, assistance with deployment, and technical support.
Features:
- Five or more desktop computers are required except if you’re using it for Online Services.
- Constant updates and security patches for your software.
- Provided license options include initial licenses, updates to existing software, and extended licenses with software assurance.
- Costs assumed to be incurred by desktop computers.
- Three-year duration of the agreement, and it can be renewed.
- You can pay monthly or yearly.
- Direct from the manufacturer or via a distributor/reseller.
- Provision of Online Services.
Open Government Value Subscription: Similar to the Open Value License, but with lesser initial investment, this license is ideal for startups. If your desktop count drops, it’s also possible to reduce the licensing cost. During the contract’s duration, the government agency will have the option to incorporate Microsoft’s cloud services and Microsoft Office for government licenses and the single platform option.
Features:
- Five or more desktop computers are required.
- Constant updates and security patches for your software
- Provided license options, including initial licenses, updates to existing software, and extended licenses with software assurance.
- Costs assumed to be incurred by desktop computers
- Three-year duration of the agreement
- A yearly payment schedule is available.
- Direct from the manufacturer or via a distributor/reseller
- Provision of Online Services
Business Partnership with the Government: This public sector license, designed for companies with more than 250 employees, helps set current enterprise-wide IT benchmarks. Acquiring technology is streamlined by using a single agreement, providing more stable pricing, and allowing for installment payments. Included in the subscription fee is a period of software assurance. With Microsoft Office for government, organizations can ensure their IT infrastructure meets the highest standards efficiently and effectively.
Enterprise Subscription Agreement for Government: An Enterprise Agreement is comparable to this alternative, except this one has a lower initial investment. During the contract’s duration, you’ll also have access to Microsoft’s cloud services and software licenses, and software assurance.
Microsoft Products and Services Agreement (MPSA): This license aids government entities in consolidating their IT product purchases under one umbrella. All software and online services are bundled into one agreement that gives you more leeway in how and where you use each and more control over your software and data. For example, you can have software installed locally, in the cloud, or a hybrid configuration. MPSA gives users the option to include software assurance at no additional cost. The minimum number of users or devices required to qualify for the agreement is 250.
Select Plus for Government: If your organization cannot use MPSA, Select Plus offers a government license with similar features. The company can benefit from the license, while specific divisions can purchase software licenses as needed. There are some significant distinctions between MPSA and Select Plus, despite their similarities.
- The MPSA’s Online Services are available and can be factored into the cost calculation.
- Multiple business associates can be grouped into one MPSA profile.
- With MPSA, multiple types of accounts can be covered by a single set of terms.
- Self-provisioning is legal, and entities can try out Online Services before placing an order thanks to MPSA.
- Sales of licenses to all sizes of government entities
Contracting Microsoft’s Cloud Services for Government Use: This contract allows you to acquire cloud services on a pay-as-you-go basis. Models of cloud solutions exist to meet the specific requirements of any government organization that needs infrastructure specific for government compliance requirements.
Microsoft Azure Government (GovCloud)
Microsoft Azure Government is a cloud platform tailored to the needs of government entities, with features like built-in governance, multi-factor authentication, and support for FedRAMP and FIPS. The platform can be customized in three different ways: United States Department of Defense, State and Local Government, and Federal Government.
State, Local and Federal Government Plans for Microsoft Office 365
Microsoft developed specialized versions of Office 365 to cater to government requirements and comply with regulations. The choices are:
F1: The F1 Microsoft Office 365 plans are meant for frontline workers, meaning they interact more with the public rather than spend their work day at a desk. An example of a frontline worker is an emergency healthcare professional. This package includes everything offered in the Exchange Online U.S. Government Plan 1 package, plus:
- Servers used internally or by a group
- Communication in high definition via video
- Communications via the Internet, such as chats and conferences
- Free and secure cloud-based file storage and collaboration
- Just add on the extras you want!
F3: The F3 plan has everything in the F1 plan, but it offers several upgrades. F3 plans include:
- Voicemail that is hosted and has an attendant can help save time.
- Methods for Electronic Discovery
- Application Management in a Business Environment
- Business Intelligence as a Service
- Software for the Workstation Office
- Just add on the extras you want!
F1 and F3 plans can be used for private or public sector frontline workers, but G3 and G5 plans are specific for government entities.
G5: You get the same features in the G5 plan as you get in the G3 plan but with these additional benefits:
- Advanced security and compliance capabilities, including threat protection and intelligence to combat evolving cyber threats.
- Sophisticated safeguards against phishing and zero-day threats.
- Scalable business analytics with Power BI.
- Advanced audio conferencing capabilities for up to 1,000 attendees, including dial-in for external participants within Microsoft Teams.
Obtaining Microsoft Government Licensing
Agile IT was one of the first partners selected by Microsoft to provide licensing and services for Azure Government, Microsoft GCC and GCC High, focusing on advanced security measures and customized solutions for managing sensitive data. We have been providing IT and managed services since 2006, with over two million accounts migrated to the cloud. We are authorized to provide licensing and support to State, Local, Federal, and tribal governments and their contractors. Request a quote today.
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Sales@AgileIT.com