In this training video, Angelica Choo Quan provides an insightful overview of the licensing and administration setup for Microsoft Viva, which is essential for anyone looking to implement and manage this tool in their organization. The focus is on understanding the various Microsoft Viva applications, their pricing models, and the necessary admin roles required to set them up properly.
Understanding Microsoft Viva Licensing
Microsoft Viva is not just a single product, but a suite of multiple applications that can be licensed in different ways. Here’s a breakdown of the main licensing options:
- Microsoft 365 Basic License: Includes basic features such as Viva Connections, Viva Engage, Viva Insights, and Viva Learning.
- CNC Plan: The Viva Employee Communications and Communities Plan (CNC) provides premium experiences for Viva Connections, Viva Engage, and Viva Amplify.
- Viva Workplace Analytics and Employee Feedback: This costs $6 per user per month and includes access to Viva Insights, Viva Glint, and Viva Pulse.
- Viva Suite: This is the full suite that includes all Viva apps with cross-app capabilities. This plan is the most comprehensive and ideal for organizations looking for a complete Microsoft Viva experience.
Licenses for individual apps like Viva Learning or Viva Insights cost around $4 per user per month. However, Viva Glint, which is the enterprise-level survey and feedback application, has its own licensing and requires at least 50 active licenses to provision it in your organization.
Admin Roles in Microsoft Viva
Setting up and managing Microsoft Viva requires specific admin roles, each with distinct responsibilities. Here’s a summary of the critical roles needed to configure and manage Viva apps:
- Microsoft 365 Global Admin: This role is required to set up the initial Viva environment and assign licenses.
- Teams Admin: Essential for managing Viva applications within Teams, ensuring apps are pinned and pushed out to users, and configuring app settings.
- SharePoint Admin: Since much of Viva content is SharePoint-based, a SharePoint admin is needed to manage the backend of applications like Viva Connections and Viva Amplify.
Delegating these roles to appropriate personnel ensures that the various Viva apps are properly configured and ready for deployment.
Specific Roles for Each Viva Application
Below are the key admin roles required for specific Microsoft Viva applications:
- Viva Connections: Requires a SharePoint Admin to set up a home site and a Teams Admin to configure app deployment within Teams.
- Viva Insights: Managed by an Insights Administrator who can configure privacy settings and run organizational data queries. An Insights Analyst is also needed for analyzing data and running custom queries.
- Viva Engage: Managed by an Engage Administrator, this role is responsible for setting up the platform and ensuring compliance with governance policies.
- Viva Amplify: A SharePoint Admin and a Groups Admin are needed to manage campaigns and publication distribution within the organization.
- Viva Learning: A Knowledge Admin is required to configure and manage the learning platform, along with the support of a Teams Admin and SharePoint Admin for proper deployment.
- Viva Pulse: The Pulse Admin role is needed for managing settings like privacy, data sharing, and customization, with the global admin required for initial setup.
Proper delegation of these roles ensures the smooth setup and ongoing management of Microsoft Viva applications across the organization.
Best Practices for Setting Up Microsoft Viva
Angelica emphasizes the importance of planning roles and licenses before implementing Microsoft Viva. Here are some best practices:
- Licensing: Be deliberate about who needs which Viva license. Not everyone in the organization will need access to all applications.
- Role Assignment: Avoid assigning global admin roles unnecessarily. Assign only to the individuals who need them for specific setups, and consider rolling back the role once their task is complete.
- Ownership and Accountability: Clear ownership of each app and its respective admin role ensures that no Viva app is left unmanaged or misconfigured.
Skipping the planning phase or assigning unnecessary roles can dilute the effectiveness of Viva within the organization. A well-structured approach to licensing and role assignments will lead to a more efficient and successful Viva implementation.
Conclusion
Setting up Microsoft Viva requires careful planning, from understanding licensing options to assigning appropriate admin roles for each application. By following the outlined best practices and ensuring correct role delegation, organizations can streamline the implementation of Viva and maximize its potential to improve employee experience and productivity.
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