Stanford
Software at Stanford

Microsoft M365 Add on Subscriptions and Services Ordering Instructions

Stanford’s Microsoft 365 Volume License Agreement currently runs from November 1, 2024, to October 31, 2028 (“Agreement”).  The annual term is November 1st to October 31st of the subsequent year. All orders placed are prorated and must co-termed with the Agreement. Please note that not all Microsoft 365 applications are available at Stanford.  To Learn more, please visit Microsoft 365 Supported Applications and Microsoft 365 Tools That Are Not Available at Stanford.

Some Microsoft applications can be purchased from our Microsoft Authorized Reseller, CDW, but are not supported by University IT.

These Ordering Instructions apply to several of the most in-demand licenses, including Power BI Premium, Power Automate Premium, and Windows 10 Extended Security Updates (ESU)*.  For license and services not listed herein, please submit a ticket for guidance.

Ordering Process for Non-UIT Orders

If you are not an employee of University IT, please follow the Ordering Process for Non-UIT Orders.

  1. Please email Simone Mikaelian, Account Manager simone.mikaelian@cdw.com (CDW Government, LLC, Stanford Payee/Supplier No. 500596) with the following information:
    • Email Subject Line: Stanford: <Name of your business unit/school>, <Name of license> Sample: Stanford: SoM’s RFQ for Power BI Premium
    • Name of your business unit/school
    • Bill To/Ship to Address
    • Billing Contact Email
    • Number of Licenses

CDW will provide you with a quote within 2 business days. You may then process a Purchase Order (PO) through Campus Procurement Services directly.  The PO must match the quote line for line. For example, a three-line quote requires a three-line PO.  A PO that is not co-termed with the Agreement will not be accepted by CDW. UIT is not an approver for such PO.

  1. Order Confirmation: Once you have placed the PO to CDW, please submit a ServiceNow Ticket to Academic Software Licensing with the following information:
    • Attached CDW Quote
    • Attached Stanford PO
    • Number of License
    • SUNet ID for the user(s)
  1. Invoice: CDW will invoice for each prorated or full annual term as specified per line in the quote.  You will not be invoiced for the full PO amount.
  1. Pcards, Blanket POs, and Change Orders will not be accepted.

Ordering Process for University IT Orders

If you are an employee of University IT, please follow the Ordering Process for University IT Orders.

  1. Please email Simone Mikaelian, Account Manager simone.mikaelian@cdw.com (CDW) with the following information:
    • Email Subject Line: Stanford: <UIT, <Name of license> Sample: Stanford: UIT’s RFQ for Power BI Premium License
    • Bill To/Ship to Address
    • Billing Contact Email
    • Number of License
  1. CDW will provide you with a quote within 2 business days.   Once you have a quote, please submit a ServiceNow Ticket to UIT Vendor Management
  • Select “Request purchase requisition.”
  • Attached the Quote, enter all required data, and provide SUNet ID for the user(s).
  1. Pcards, Blanket POs, and Change Orders will not be accepted.

Additional Requirements for Certain License

  • Extended Security Updates (ESU): To request a quote, complete the  Microsoft Server Workbook and submit it with your request to CDW.
  • Power BI Premium: A license is required for every user, including users with view-only access.

Delivery & In-App Access

The estimated license provisioning schedule is approximately 7 business days from acceptance of PO. No notice is generated when services are enabled for accounts, but confirmation that such action was taken will be noted in the ServiceNow Ticket.