Visio & Project Licensing in SPLA

While Word and Excel are the "utilities" of the business world, Microsoft Visio and Microsoft Project are the "power tools." They are specialized, expensive, and critical for specific roles like architects and project managers.

For Service Providers, hosting these applications can be lucrative, but the high cost of the licenses means that compliance errors here are financially devastating. In the Services Provider License Agreement (SPLA), these products follow the standard desktop rules, but with heavy infrastructure dependencies.

Below is your guide to navigating Visio and Project SALs, the Project Server web, and the "Bring Your Own License" opportunities under the Flexible Virtualization Benefit.

In the standard SPLA model, both Visio and Project are licensed by User via the Subscriber Access License (SAL).

• The Rule: You must report a SAL for every unique individual authorized to access the software.
• Authorized vs. Actual Use: Just like Microsoft Office, the "Zero Use" rule applies. If a user is added to the "Visio Users" security group in Active Directory, you must pay for the SAL, even if they never launch the application that month.

Editions Matter: SPLA price lists typically differentiate between Standard and Professional editions. You must report the SAL that matches the specific version installed and available to the user.

The most common mistake when hosting Visio or Project is focusing solely on the application license and forgetting the "tax" required to deliver it.

1. Remote Desktop Services (RDS) 

Since you are likely hosting these applications on a Windows Server to provide remote access, every user accessing Visio or Project also requires an RDS SAL (Remote Desktop Services Subscriber Access License).

2. Project Server Dependencies 

If you are hosting Microsoft Project Server (the backend collaboration tool, rather than just the desktop client), the licensing web gets complex:

• Project Server SALs: Users accessing the Project Server functionality need a Project Server SAL.
• SharePoint Dependency: Project Server is built on top of SharePoint. Therefore, hosting Project Server usually requires you to license SharePoint Server (via SALs or Core) and the underlying SQL Server (via Core or SAL).

The Trap: Reporting "Project Server SALs" but reporting zero SharePoint or SQL licenses is a red flag for auditors.

1. The "Viewer" Misconception 

Microsoft provides free "Viewers" for Visio and Project for internal use. However, in a hosted SPLA environment, installing the full software but trying to restrict users to "read-only" mode often fails compliance checks. If the user has access to the full software executable, a full SAL is required.

2. Version Mismatch 

Installing Visio Professional because it was the only ISO file you had handy, but reporting Visio Standard licenses, is a direct compliance violation. You must report the specific edition installed.

Visio and Project are expensive in SPLA. For customers who already subscribe to Visio Plan 2 or Project Plan 3/5 (formerly Project/Visio Pro for Office 365), paying for SPLA licenses on top of their subscriptions is frustrating. The Flexible Virtualization Benefit (FVB) solves this.

‍The Scenario: The Architect Firm Your customer, BuildCo, has 20 architects. Each architect has a Visio Plan 2 subscription assigned via their Microsoft 365 admin center. They want to work on a virtual desktop hosted in your datacenter.

1. Authorized Outsourcer: As long as you are not a "Listed Provider" (Amazon, Google, Microsoft, Alibaba), you can host this.
2. Shared Hardware: Under FVB, BuildCo can run their Visio and Project software on your shared servers. You do not need dedicated hardware.
3. Licensing:

• The Customer: Uses their existing subscriptions (Visio Plan 2 / Project Plan 3/5).
• Shared Computer Activation (SCA): The customer must use the Shared Computer Activation feature (available in the subscription/cloud versions of these apps) to ensure the license activates properly on a multi-tenant server. 
• The Provider: You do not report Visio or Project SALs on your SPLA.

4. Windows Dependency: If hosting on Windows Server, the customer still needs RDS CALs with SA (or equivalent subscriptions) to access the session. If hosting on Windows 10/11 (allowed under FVB), they need Windows Enterprise E3/E5.

‍Why this matters: This makes hosting "high-end" desktops feasible. Previously, the combined cost of SPLA Visio + SPLA Project + SPLA Office + SPLA RDS was often too high. By allowing the customer to "Bring Your Own License" for the expensive apps (Visio/Project), you only have to charge for the infrastructure and management.

Octopus Cloud enables service providers to deliver Visio, Project, and other specialized applications while staying fully compliant. By supporting the Flexible Virtualization Benefit and customer-owned subscriptions, Octopus Cloud ensures accurate SPLA reporting, smooth audits, and cost-efficient infrastructure, letting you focus on providing high-value virtual desktops without licensing headaches.

Reach out to our team today, and learn how to streamline your SPLA licensing and confidently deliver hosted desktops and apps.