This article originally appeared on our sister site, TechRepublic.

Confusion over how the Server/CAL (Client Access License) model works for Microsoft Project 2002 Pro/Standard and Project Server 2002 has sparked quite a bit of discussion on Microsoft’s newsgroups on the applications as well as at meetings of the Microsoft Project Users Group (MPUG). In some cases, people are not buying enough CALs for their installation, while others are purchasing too many.

This article will help you understand how the model works and what to recommend based on your company’s needs.

Application licensing for Project 2002 Pro and Standard
Application licensing refers to the licenses you purchase for either Project 2002 Pro or Standard. For each license of Project 2002 you own, you can install the application on one desktop machine and one portable machine for one employee. Both of these machines must be for use by a single employee. This is to take into account the fact that many users have a desktop machine they use while in the office and also a laptop device they use on the road.

Figure A illustrates the relationship between a license, a user, and that user’s machines.

Figure A
MS Project 2002 application licensing

For example, if you have 200 employees who need to have Project 2002 Pro, and each employee has both a desktop and a laptop, then you only need 200 Project 2002 Pro licenses. If you have 200 users who have only one machine each, then you still need 200 licenses.

Project Server licensing and CALs
Every Project Server 2002 installation in your company must have a Project Server License, regardless of how many machines make up your Project Server installation. This means that if you have Project Server installed in a distributed configuration across three machines, you still need only one Project Server License.

Project Server CALs are by far the biggest source of confusion in the whole picture. The one-sentence version is: “Any device accessing Project Server data must have a CAL.” The key word here is “device.” For example, if you have a device that will be used to access Project Server data, you need a CAL. This means that if you have a machine that sits on a shop floor and is used by several people to get into Web Access—the user interface you get when you connect to Project Server with Internet Explorer—to update their time sheets, you have to buy only one CAL for that machine.

The other part of the CAL that is confusing deals with SQL Server CALs. The requirement for SQL Server CALs is the same as that for Project Server CALs. (Remember that your device needs a SQL Server CAL in order to access data on a SQL Server.) This means that any machine needing a Project Server CAL also needs a SQL Server CAL, as shown in Figure B.

Figure B


If you have SQL Server licensed on a per-processor basis, none of the examples listed in this article will require a SQL Server CAL; they all would be covered under the Server license.

Now since a Project 2002 Pro or Standard license is based essentially on the user, and Project Server CALs are based on the device, there is one more place for people to be confused. This is because every license of Project 2002 Pro or Standard includes one Project Server CAL.

Remember from Figure A that you can install this one “copy” of Project 2002 on two machines for a single user if one machine is a portable. But since each device needs a CAL, then the situation pictured in Figure A would require the purchase of an additional Project Server CAL as well as two SQL Server CALs, as shown in Figure C.

Figure C

Custom applications
So, from this information, you can gather that if you are doing systems development for a client and the system you develop needs to access Project Server data, then your new system will need to buy Project Server CALs. To determine how many you need, you have to look at how many devices are accessing the data. Here’s an example.

If your system is a SQL Server database system that’s pulling data from Project Server, that SQL Server machine needs to have a Project Server CAL. Then any device that accesses your system will need a Project Server CAL. If the device already has a Project Server CAL, an additional CAL would not need to be purchased.

Let’s say you have five executives using Web Access to look at Project Server data; 200 users, each accessing Web Access from their own machines to fill in time sheets; and 20 project managers using Project 2002 Pro on one machine. You would need a total of 20 Project 2002 Pro licenses and 225 Project Server CALs (but remember that you get 20 CALs with the 20 Project 2002 Pro licenses, so you would need only 205 CALs) as well as one Project Server License. So if you develop an integration between an application and Project Server, you will need a Project Server CAL for the SQL Server where the application resides.

If the 225 users above were the only users of this other application, you would not need to buy any more Project Server CALs because the devices they use already have CALs. However, if you needed 20 users in the accounting department that were not a part of the 225 people above, you would need to buy them each a SQL CAL and a Project Server CAL.

The basic rules are:

  • A Project 2002 Pro or Standard license is for a single user but can be installed on two machines if one is a mobile device and they are both used only by that single user.
  • A Project Server CAL is needed for any device used to access Project Server data.

When in doubt, contact your local Microsoft Sales Office.