Microsoft SQL Server License Selection and Purchase Guide

This guide offers an overview of SQL Server license models and factors to help you select the appropriate version and licensing model for your project needs. It also includes step-by-step instructions on purchasing the license from the university's preferred vendor.

1. SQL Server Editions Overview

Microsoft SQL Server comes in different editions tailored to various use cases. The most relevant ones for university projects are:

• SQL Server Standard: Offers core database features, ideal for small to medium-sized applications. Best suited for departmental or small-scale IT operations.
• SQL Server Express: A free edition with limited database size and features. Suitable for lightweight, small-scale applications, like development or non-critical systems.
• SQL Server Developer: Free edition with full feature set of SQL Server Enterprise, but only for development and testing, not for production environments.

2. SQL Server Licensing Models

SQL Server licensing is available in two main models:

a. Per Core Licensing:

• When to choose: Ideal for server environments with heavy processing requirements or where multiple virtual machines (VMs) are hosted.
• Details: Licenses are sold in 2-core packs. To determine the total number of licenses, you will need to count the number of physical or virtual cores used by SQL Server.
• Key Consideration: No need to purchase additional CALs (Client Access Licenses), making this a good option if many users or devices are accessing the server.

b. Server + CAL Licensing:

• When to choose: Best suited for smaller environments with fewer users, where SQL Server is hosted on a single server and accessed by a known number of users.
• Details: You must license the server itself and then purchase CALs for each user or device accessing the server.
• Key Consideration: This model can be more cost-effective for small teams with a limited number of users but becomes costly with larger user bases.

3. Factors to Consider When Choosing a License

When selecting the appropriate license, consider the following factors:

• Virtualization: If you plan to run SQL Server in a virtual environment, Per Core Licensing is recommended as it’s more flexible and cost-effective.
• Project Scale: Number of users or devices that will access SQL Server.
• Budget: The budget available for the project.
• Performance Needs: For projects with high processing demands, Per Core licensing may be more appropriate.

4. SQL Server License purchase option: license only or license with Software Assurance (SA)

When deciding between license-only and license with Software Assurance (SA) for Microsoft SQL Server, consider cost and license expiration. License-only is a one-time expense with no recurring charges and no expiration, making it ideal for long-term stable projects with limited budgets. However, it doesn't include upgrades, requiring new purchases for newer versions.

License with SA typically requires license renewal every 3 years therefore has an additional renewal cost. However it offers benefits like version upgrades and technical support. If not renewed, these benefits are lost, though you can still use the current version. This option suits projects needing continuous support, upgrades, or cloud mobility (such as moving to a cloud environment), making the extra cost valuable for evolving requirements.

5. Licensing Recommendations Based on Common Scenarios

Understanding basic licensing models and your project's specific needs will help you pick the best SQL Server license. SQL Server Standard with Per Core Licensing is a common choice, but keep in mind free options like SQL Server Express and Developer for lighter or non-production use.

Below are some typical situations your college or department might encounter in IT projects, along with licensing recommendations:

a. Small Departmental Projects:

• Scenario: A small department needs a database to support an internal web application or a small administrative tool.
• Recommended License: SQL Server Standard with Server + CAL licensing.

b. Research Projects with Limited Budget:

• Scenario: A research team requires a database to manage data but with a limited budget.
• Recommended License: SQL Server Express (Free). If the project scales, they could consider upgrading to Standard Edition.

c. Development & Testing Environments:

• Scenario: The IT staff is setting up a development environment for testing applications.
• Recommended License: SQL Server Developer (Free) for development purposes. Upgrade to Standard when the application is ready for production.

d. Multi-user, High-access Environments:

• Scenario: A project where multiple users (students, staff, etc.) will access the system.
• Recommended License: SQL Server Standard with Per Core Licensing. Avoid per-user CALs as they may become expensive.

e. SQL Server in a Hosted Cloud Environment (e.g., AWS)

• Scenario: You are running your SQL Server databases in a hosted cloud environment, such as Amazon Web Services (AWS), for flexibility, scalability, or cost-efficiency.
• Recommended License: SQL Server Standard with Bring Your Own License (BYOL) in combination with Per Core Licensing.

5. How to Purchase SQL Server Licenses

The Microsoft SQL Server licenses can be purchased via University’s online ordering system iBuyNU. CDW government LLC is the authorized vendor providing a variety of Microsoft products for educational institutions, including SQL Server licenses at competitive academic rates.

Below are some basic steps to order a SQL Server license:

(1). Log into iBuyNU as a shopper using your NetID credential.

(2). Click on the shopping cart icon to go to Shopping-> Browse By -> Suppliers

(3). Click the “PunchOut Supplier” icon on the right side of the supplier “CDW government LLC”, this will direct you to CDW website.

(4). Enter “Microsoft SQL Server” in the search box

(5) Refine the filtering options to select the desired license type.

e.g. below are the choices for per 2 core standard license.

Below are choices of Standard Core Edition with SA options.

(6) Contact CDW service representatives listed below to verify the license product before ordering.

Angela Bania (Executive Account Manager), 877-826-1289, angieandbrian@cdwg.com

T. Brian O'callaghan(Executive Account Manager), 877-208-4881, angieandbrian@cdwg.com