How to manage Microsoft 365 Copilot licences in MyHub
UQ is enabling org units to fund Microsoft 365 Copilot licenses for staff.
Microsoft offers two generative AI tools to enhance productivity: Copilot Chat and Microsoft 365 Copilot. All UQ staff and students have access to Copilot Chat which is a secure application included with our current Microsoft 365 licence. It 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 is available to org units via a subscription service at $45 per staff member per month. It includes Copilot Chat and extends AI capabilities into Outlook, Word, Excel, PowerPoint, and Teams, offering staff assistance to efficiently create, edit, and manage content within these apps.
Process
The process to manage the Microsoft 365 Copilot licences in an org unit is outlined below.
For org units
- An org unit commences the process by requesting a Microsoft 365 Copilot Licence Group in MyHub & indicates the number of licences to be purchased (one-off task).
- ITS will begin processing the request. It may take up to two (2) business days for the group to be ready for adding members.
- Once confirmation is received by the group owner (org unit), they can add nominated staff members immediately.
Additional group owners can be added to manage the Microsoft 365 Copilot Licence Group. - Once members are assigned to the Microsoft 365 Copilot Licence Group, the licence is assigned. It may take up to 30 minutes for the licence to become active for the staff member.
For individual staff members (org unit has a Microsoft 365 Copilot Licence Group)
- A staff member who has not been added to the group, can request a Microsoft 365 Copilot licence via Request Microsoft 365 Copilot licence in MyHub.
- If approved, the staff member is added to the Microsoft 365 Copilot Licence Group and the licence is assigned. It may take up to 30 minutes for the licence to become active for the staff member.
Microsoft 365 Copilot Licence Group lifecycle management
Licence terms
Licences assigned to a staff member must remain with them for 90 days at a minimum. 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.
- Each user licence has a Microsoft fee of $45 per user per month ($540 AUD per user per year) which is recovered monthly from the responsible org unit.
- The org units must fund all purchased licences until the next annual Microsoft agreement anniversary date. Therefore, the number of licences the org unit selects will be the minimum cost recovered until this date.
- You can increase the number of licences at any time.
- 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
Every 12 months, the primary and secondary Group contacts will receive a renewal notification. The renewal task confirms the Group owners, members, and the responsible org unit.
If the group is not renewed by the due date, the group will be assumed to be inactive, and the Group owners will be removed. Groups that have been in the archived state for 6 months will be deleted.
Create a Microsoft 365 Copilot Licence Group
What you need
- Budget authority to approve payment for the licences.
- Chartstring details to be invoiced.
Steps to create a Microsoft 365 Copilot Licence Group:
- Open the MyHub app in Microsoft Teams.
- Select the Start a request tab.
- Select the Licensing tab.
- Select Create | New Microsoft 365 Copilot Licence Group.
- Fill out the form (each field is explained in the section below).
- Once you have filled out all the required fields, select 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.
| Field | Description |
|---|---|
| Request summary | The purpose of the group. |
| Additional Notes | Any optional notes. |
| Primary contact | An 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 contact | This 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 owners | One 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 owners | The 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 Managers | This field is automatically populated when you enter the department for which you are creating the Group. |
| Workgroup | If you need to manage the users, license 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 Total | The number of Microsoft 365 Copilot licences to be purchased. |
| Chart String - Operational Unit Code | The operational unit code of the chart string to use for purchasing licenses. The operational unit code is 7 digits. |
| Chart String - Site Code | The fund code of the chart string to use for purchasing licenses. The fund code is 3 digits. |
| Chart String - Function Code | The function code of the chart string to use for purchasing licenses. The function code is 2 digits. |
| Chart String - Project Code (Optional) | The project code of the chart string to use for purchasing licenses. The project code is 6 characters and it is optional. |
| Account Code | The account code to use for purchasing licenses. 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 licenses. The FFT component is 10 characters and it is optional. |
| Budget Approval | Finance approval and billing acknowledgement. By selecting Yes you confirm you have budget authority or approval to fund the licenses requested. You understand that billing will be processed monthly and the next opportunity to reduce the number of licenses coincides with the annual renewal of the Microsoft agreement. |
Request a Microsoft 365 Copilot Licence
Steps to request a Microsoft 365 Copilot Licence:
- Open the MyHub app in Microsoft Teams.
- Select the Start a request tab.
- Select the Licensing tab.
- Select Manage | Request Microsoft 365 Copilot Licence.
- Fill out the form (each field is explained in the section below).
- Manage members
- Select Manage members.
- Select +Add.
- Search for users or groups
- Select the users or groups from the dropdown list.
- Select Save.
- Select Save again.
- 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.
| Field | Description |
|---|---|
| Request summary | The purpose of the request. |
| Additional Notes | Motivation 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 lthe 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 unit | If 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. |
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 licenses 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 licenses they use
Manage Microsoft 365 Copilot licences
What happens if a department exceeds the number of licenses they initially requested?
Group owners are responsible for managing the allocation of licenses. If they exceed the number initially requested, they will be billed for the additional licenses. 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 licenses they need?
Group owners can submit a form to update the number of licenses they need. The licensing team reviews and approves these updates to ensure availability.