Systems Training Hub

How to manage Microsoft 365 Copilot licences in MyHub

Overview

UQ is enabling organisational units to fund Microsoft 365 Copilot licences for staff. There are two tools available:

Copilot Chat: Available to all staff and students, included with the current Microsoft 365 licence. It is a secure application that uses information from the web and any uploaded documents to assist with tasks such as summarising documents, analysing data, and suggesting improvements.

Microsoft 365 Copilot: Available via subscription at $45 per staff member per month, includes Copilot Chat and extends AI capabilities into Outlook, Word, Excel, PowerPoint, and Teams. It assists staff in efficiently creating, editing, and managing content within these apps.

The following video, Copilot Chat or Microsoft 365 Copilot licence [1m21s] compares the two available versions at UQ.

Transcript

0:00 If your company uses Microsoft 365, now anyone can use Microsoft 365 Copilot Chat with Enterprise

0:07 Data Protection. Now if you're wondering how this is different from a Microsoft 365 Copilot licence,

0:13 I'll point out a few major areas. First, with Copilot Chat, you need to upload files into your

0:18 prompt in order for it to reason over your work information. And if you're building agents, those

0:24 can be directed to work information as a knowledge source and your billed based on what you use.

0:30 On the other hand, with a Microsoft 365 Copilot licence, work information that you have access to

0:36 is directly retrieved from SharePoint, OneDrive, Teams, email, and calendar via the Microsoft Graph

0:44 as you're seeing here with this chat example, without you even needing to reference or upload

0:49 files. And of course, a Microsoft 365 Copilot licence includes integrated in-context Copilot

0:56 experiences across apps like Word, Excel, PowerPoint, Outlook, Teams and more. And

1:05 you can create your own agents that will leverage Microsoft 365 knowledge sources like information

1:11 in SharePoint, but in this case, they're included with the flat rate Microsoft 365 Copilot licence.

Process

The process to manage the Microsoft 365 Copilot licences in an organisational unit is outlined below.

Microsoft 365 Copilot licence process

For organisational units

Requirements

  • Budget authority to approve payment.
  • Chart string details for invoicing.

Steps to request and manage licences

  1. Create a licence group:
  2. Add members:
    • Once the group is created, add nominated staff members.
    • It may take up to 30 minutes for the licence to become active.
  3. Manage Group:
    • Add additional group owners as needed.

For individual staff members

Requirements

  • Microsoft 365 Copilot Licence Group name (needed for the Group/team name field)

Requesting a licence:

  1. Submit a request:
  2. Licence activation:
    • It may take up to 30 minutes for the licence to become active.
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Lifecycle management

Licence terms 

  • Licences must remain with a staff member for at least 90 days.
  • Exceptions are allowed if the staff member is absent for an extended period or has left UQ. 

Billing information 

The following billing information is important to ensure that the cost is managed effectively.

  • Cost: Microsoft fee of $45 per user per month ($540AUD per user per year) which is recovered monthly from the responsible org unit. 
  • Org units must fund all purchased licences until the next annual Microsoft agreement anniversary date.
    The number of licences the org unit selects will be the minimum cost recovered until this date.  
  • Licences can be increased at any time. 
  • Additional licences: If the number of staff members in the Microsoft 365 Copilot Licence Group exceeds the number of licences requested, the group owner must do one of the following: 
    • Reduce the number of group members, ensuring compliance with Microsoft licensing terms. 
    • Complete the Manage | Microsoft 365 Copilot Licence Group form in MyHub to increase the number of purchased licences. 
  • Before the anniversary date, you will have the chance to increase or decrease the number of licences. 

Renewal

  • Annual renewal notifications will be sent to primary and secondary Group contacts. The renewal task confirms the Group owners, members, and the responsible org unit.
  • If not renewed, the group will be considered inactive, and the Group owners will be removed. Groups in an archived state for 6 months will be deleted. 
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Create a Microsoft 365 Copilot Licence Group

What you need

  • Budget authority to approve payment.
  • Chartstring details for invoicing.

Steps

  1. Open the MyHub app in Microsoft Teams. 
  2. Select the Start a request > Licensing
  3. Select Create | Microsoft 365 Copilot Licence Group. 
  4. Fill out the form and Submit. 

Microsoft 365 Copilot Licence Group creation requirements 

The following are the definitions of the terms you will encounter when filling out a request to create the  Microsoft 365 Copilot Licence Group. 

FieldDescription
Request summaryThe purpose of the group.
Additional NotesAny optional notes.
Primary contactAn internal user who will be responsible for managing the Group in MyHub and will receive approval request for the Microsoft 365 Copilot licence from staff members in their organisation unit; emails to review the permissions and information about the Group. 
Secondary contactThis is a second person also responsible for the Group. Two contacts are required in case one is unavailable or leaves UQ. They will also be added as a Group owner.
Group ownersOne or more internal users are to be assigned the role of Group owner. This role is an administrator who manages Group settings, adds or removes members, and handles administrative tasks directly in relevant Microsoft apps.  
Predefined Group ownersThe primary and secondary Group contacts are automatically populated in this field.
Department/OU

This is the department at UQ that will oversee the lifecycle of the Group. This may differ from the organisational unit you work for, such as if you work for multiple departments or are an IT staff member creating it on behalf of another department.

Important: The department you select will be responsible for the Group’s lifecycle (e.g., existence, archiving).

To enter the department, select the tag symbol on the right to locate and input the department, or start typing the department name in full and select it from the search results when it appears. 

Department (Acronym)This field is automatically populated when you enter the department in the previous step.
Relationship ManagersThis field is automatically populated when you enter the department for which you are creating the Group.
WorkgroupIf you need to manage the users, licence count and chart string at a workgroup or team level, not for the whole department, please enter the name of the workgroup.
Microsoft 365 Copilot Licences TotalThe number of Microsoft 365 Copilot licences to be purchased.
Chart String - Operational Unit CodeThe operational unit code of the chart string to use for purchasing licences. The operational unit code is 7 digits.
Chart String - Site CodeThe fund code of the chart string to use for purchasing licences. The fund code is 3 digits.
Chart String - Function CodeThe function code of the chart string to use for purchasing licences. The function code is 2 digits.
Chart String - Project Code (Optional)The project code of the chart string to use for purchasing licences. The project code is 6 characters and it is optional.
Account CodeThe account code to use for purchasing licences. The account code is 6 characters. The field is prepopulated with 700980 but can be updated if required.
FFT (Optional)The Free Form Tag component of the chart string to use for purchasing licences. The FFT component is 10 characters and it is optional.
Budget ApprovalFinance approval and billing acknowledgement. By selecting Yes you confirm you have budget authority or approval to fund the licences requested. You understand that billing will be processed monthly and the next opportunity to reduce the number of licences coincides with the annual renewal of the Microsoft agreement.
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Request a Microsoft 365 Copilot licence

What you need

  • M365 Copilot licence group name (needed for the Group/team name field)

Steps

  1. Open the MyHub app in Microsoft Teams. 
  2. Select the Start a request > Licensing. 
  3. Select Request | Microsoft 365 Copilot Licence. 
  4. Fill out the form (each field is explained in the section below). 
  5. Manage members
    1. Select Manage members.
    2. Select +Add.
    3. Search for users or groups
    4. Select the users or groups from the dropdown list.
    5. Select Save.
    6. Select Save again.
  6. Once you have filled out all the required fields, select Submit. 

Request a Microsoft 365 Copilot Licence creation requirements 

The following are the definitions of the terms you will encounter when filling out a request for a  Microsoft 365 Copilot Licence. 

FieldDescription
Request summaryThe purpose of the request.
Additional NotesMotivation for the request
Add User(s) to Microsoft 365 Copilot Licence Group
Group/team name

Enter the name of the Microsoft 365 Group that manages the Copilot licences for your organisational unit / workgroup.

NB: If you do not know the team name, enter the Department/OU and the list of Group/team names will display in Copilot licence groups for this organisational unit.

Department/OU

To enter the department, select the tag symbol on the right to locate and input the department. If Microsoft 365 Copilot is available, one or more licence groups will be listed under Copilot licence groups for this organisational unit.

Copilot licence groups for this organisational unitIf multiple groups are listed, click the arrow to the right of the box to display the list. Hover over the list to see each group displayed one per line.
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Add or remove Microsoft 365 Copilot licences from staff members

Steps to add staff members: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Licensing section and select Manage | Update Microsoft 365 Licence Group Members. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. Select Manage members. 
  8. Select Add from the pop-up window. 
  9. In the Select users or groups field, enter the name or email address of users within the UQ Microsoft 365 environment; you can also enter the name of any known existing Groups. 
  10. Select the appropriate user from the search results. By hovering your cursor over each entry, you can identify whether it is a staff member, student, or Group. You can also enter multiple entries at once.  
  11. Select Save. 
  12. Select Save again to exit the pop-up window. 
  13. The table will summarise your membership changes. 
  14. Click Submit. 

Steps to remove existing staff members: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Licensing section and select Manage | Update Microsoft 365 Licence Group Members. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. Select the Manage members. 
  8. Select the name of the member you want to remove. 
  9. Select Remove, which has now become visible next to Add. 
  10. Select Save to exit the pop-up window. 
  11. The table will summarise your membership changes. 
  12. Click Submit. 
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Frequently asked questions

Microsoft 365 Copilot Licence Group

How does MyHub handle multiple requests from the same area?

The system prevents the creation of duplicate group names. The licensing team reviews all requests and can reject duplicates. Requests must include confirmation of budget authority approval, and Finance receives monthly reports to identify discrepancies.

Purchase of Microsoft 365 Copilot Licences

What is the cost of the Microsoft 365 Copilot licence

Copilot licences cost $45 per person per month, and users must commit to this cost until the renewal date in March of the following year.

How are billing and financial approvals handled?

Requests must include confirmation of budget authority approval. Finance monitors and reports on the billing, ensuring that departments are billed correctly for the licences they use

Manage Microsoft 365 Copilot licences

What happens if a department exceeds the number of licences they initially requested?

Group owners are responsible for managing the allocation of licences. If they exceed the number initially requested, they will be billed for the additional licences. Finance will monitor and report any discrepancies, and group owners will be notified if they exceed their allocation.

How can group owners update the number of licences they need?

Group owners can submit a form to update the number of licences they need. The licensing team reviews and approves these updates to ensure availability.

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