Microsoft Access Runtime Licensing in SPLA

In the world of Microsoft hosting, few things are as dangerous as the word "free".

Many Service Providers host Line-of-Business (LOB) applications for customers that are built on Microsoft Access. To save money, the temptation is to install the Microsoft Access Runtime - a free downloadable component from Microsoft that allows users to run Access applications without the full Office suite installed.

However, in the Services Provider License Agreement (SPLA), relying on "free" runtimes is a critical compliance error. Below is the guide to why the Runtime isn't free in SPLA, and how to license it correctly.

The golden rule of SPLA is simple: You can only provide hosting services using products listed in the SPUR (Services Provider Use Rights).

If a product is not listed in the SPUR, you generally cannot use it to provide a service to a third party. While the Access Runtime is free for a user to install on their own home PC, it is not a paid SKU listed in the SPLA program.

• The Mistake: Auditors explicitly flag the installation of "non-SPLA products" (such as SQL Runtime or other free redistributables) as a compliance breach.
• The Reality: To host an application that relies on the Access database engine for a customer, you must license the commercial product that contains that engine. In SPLA, that product is Microsoft Office.

Since you cannot license the Runtime separately in SPLA, you must license the full Office suite to legitimize the use of the Access engine on your servers.

• Subscriber Access License (SAL): You must report an Office Standard or Office Professional Plus SAL for every user authorized to access the application.
• Zero-Use Fallacy: Even if the user is only using the "Runtime" aspect and not opening Word or Excel, you are using the Office components to deliver the service. Therefore, the Office SAL is required.

RDS Dependency: Because these users are accessing an application on a shared server, they are almost certainly using Remote Desktop Services (RDS). Consequently, you must also report an RDS SAL for each of these users.

1. The "Hidden" Office Installation 

Some providers install Microsoft Office Professional Plus on the server to get the drivers/engine, but only report "Office Standard" (or nothing) because they hide the shortcuts from the users.

• The Rule: You must pay for the edition that is installed. If you install Professional Plus to support the database, you must report Professional Plus SALs, even if the user only "sees" the Access application.

2. The "SQL Runtime" 

Parallel Microsoft training explicitly highlights that installing "SQL Runtime" with a third-party product is a violation; SQL Server must be reported through SPLA,. The exact same logic applies to the Access Runtime.

If the cost of SPLA Office SALs + RDS SALs is too high for your customer just to run a simple database, the Flexible Virtualization Benefit (FVB) offers a "Bring Your Own License" alternative.

The Scenario: Your customer, DataCo, has a custom Access application. They already have Microsoft 365 Apps for Enterprise subscriptions (which includes Access) for their employees.

The Solution (FVB):

1. Authorized Outsourcer: As long as you are not a "Listed Provider" (Amazon, Google, Microsoft, Alibaba), you are an Authorized Outsourcer.
2. Deployment: Under FVB, DataCo can run their Microsoft 365 Apps software on your shared servers.
3. Licensing:

• The Customer (DataCo) uses their existing M365 subscriptions to cover the Office/Access usage.
• The Customer must strictly use Shared Computer Activation (SCA) for the Office install.
• You (the Provider) do not report Office SALs on your SPLA.

RDS Requirement: The customer must also have RDS CALs with active Software Assurance (or equivalent subscription rights) to access the solution remotely. You do not report SPLA RDS SALs.

Navigating Microsoft Access Runtime licensing in SPLA can be tricky, but with the right guidance, it doesn’t have to be a compliance risk. Octopus Cloud helps service providers and hosters understand SPLA, FVB, and all the nuances of Microsoft licensing, so you can deliver solutions confidently and cost-effectively. 

If you want to ensure your deployments are fully compliant and optimized, reach out to our team for expert advice.