sap licensing ebook by xpandion

8/10/2019 SAP Licensing eBook by Xpandion

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A Publication of Xpandion

THE COMPLETESAP

LICENSING

EBOOKA GUIDE FOR ACHIEVING OPTIMAL SAP LICENSING POWER

INCLUDING:

SAP Licensing Concepts: From Contract to Audit How to Negotiate with SAP for the Most Suitable

Licensing Plan

15 Essential Customer Recommendations aboutPreparing for SAP Audits

Special Topic: Indirect Use

Tools that Exist in the Market to Optimize SAPLicensing

And Much More to Help You Control Your SAPLicensing Audit

014 Xpandion. All Rights Reserved.P is a registered trademark of SAP AG in Germany and in several other countries.
http://www.xpandion.com/


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Request A Demo

ALL-IN-ONE LICENSEOPTIMIZATIONSOFTWARE

everything you need to gain control ove

SAP usage and licensing costs.

Utilize SAP licenses most efficiently

Determine which licenses are really needed, which best suit useractivity and which are underused, misclassified or dormant

Save substantially on licensing costs

50%-90% per reclassified licenses

15% on overall maintenance fees

Up to 50% on SAP license management resources

Be in the drivers seat while negotiating with SAP

Installed externally to SAP. No need for SAP expertise

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ProfileTailor LicenseAudito

Overview

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WRITTEN BY MOSHE PANZER

Moshe Panzer has over 15 years experience as a recognized ERP expert. He has worke

a senior ERP consultant, project advisor and project leader for large private corporationsworldwide and as development, conversions and interface manager for the Israel MinistryFinance.

Moshe has developed and managed large scale software integration, interfacing andarchitecture, and has played pivotal roles in more than 50 complex ERP implementationsIsrael, Europe, and the US. He led the development of the largest ERP implementation inIsrael, led by the Ministry of Finance and thought to be the largest IT project in Israel. Mr.Panzer was regional director, responsible for Microsoft-SAP solutions connectivity, and

personally developed a connector for MS-SAP. Over the years, ERP, as well as other majcompanies in Israel and Europe, have called upon him to lead dozens of courses in ERPmanagement systems.

His technological vision is the driving force behind Xpandion's product development. Inaddition to his technological expertise, he has founded and run three successful softwarecompanies.

Moshe Panzer has a B.Sc. in Information Systems Engineering from the Technion, and a

Masters degree in Information Systems (MSIT) from Clark University. He is also on theBoard of Directors of Enshav, a non-profit organization for the safe use of the internet.

FOLLOW ME ON TWITTER.

@moshepanzer

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1. INTRODUCTION2. UNDERSTANDING THE SAP CONTRACT

3. NEGOTIATIONTHE POSSIBILITIES

4. HOW TO PREPARE FOR AN SAP AUDIT

5. PREPARING FOR AN AUDIT15 ESSENTIAL

INSIDER TIPS & TRICKS

6. INDIRECT USE

7. SOFTWARE TOOLS FOR SAP LICENSING

OPTIMIZATION

8. FIVE LITTLE-KNOWN FACTS ABOUT SAP

LICENSING9. CONCLUSION

TABLE OF CONTENTS



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SAP licensing is quite complicated.

We have the experience.

Due to our time-tested knowledge of the field, Xpandion knows that

although the information is out there, it usually lies with SAPlicensing consultants who do not like to share it publicly or for free.

Theres also much confusion about this topic, particularly sinceSAP continues to buy more and more companies and because theychange their licensing terms from time to time.

After doing this for so long, were accustomed to seeing helpless

customers who just surrender to paying the same amount eachyear when they renew their contracts. We see others who, after amerger or acquisition, automatically pay more without checking firstto see if they needed to pay even an additional dime.

All of them are frustrated because there is no one out there to helpthem. No one has put the knowledge, the guidelines and the rulesof thumb into one document and said to them, Just read this

before you go to negotiation with SAP and youll be all set.

Now there is. And this is that document.

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WHY WE DECIDED

TO PUBLISH THIS EBOOK

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The resources for this eBook are a compilation of the articles andblog posts that weve written over the years, which have included

many different aspects of SAP licensing.

This eBook also includes recent updates and also new knowledgethat has never been written down before.

We strongly encourage you to register to our blog now (if youre notalready registered) in order to be constantly updated on the latestinformation.

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THE SOURCES

FOR THE EBOOK

Register to our blog now

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Tell Us Your Story

As SAP licensing is a bit different for every negotiation, we

encourage you to share your experience with us so we can helpothers be aware of the different scenarios. Writing us back will helpus to enrich the material with YOUR experience (without your nameor data of course).

Just write us an email and tell us about your SAP licensingexperience. Other customers will thank you!

Share the LoveIf you enjoy reading this eBook, help us to distribute it to morerelevant people so they can succeed in their next SAP licensingaudits too.

Let your friends know about this eBook!

Sharing is caring and passing this knowledge on to morecolleagues from other organizations will give them the opportunityto do better at their jobs and in SAP negotiations.

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WE NEED

YOUR HELP TOO

mailto:[email protected]?subject=My%20storymailto:?subject=The%20Complete%20SAP%20Licensing%20eBook&body=Check%20out%20this%20free%20guide%20I%20found%20on%20SAP%20licensing:%20http://www.xpandion.com/Free-Tools/sap-licensing-ebook.html.%20It%20can%20help%20you%20use%20your%20SAP%20licenses%20more%20efficiently%20and%20save%20costs.http://www.xpandion.com/http://go.xpandion.com/licenshareinhttp://go.xpandion.com/licensharetwhttp://go.xpandion.com/licensharefbhttp://www.xpandion.com/mailto:?subject=The%20Complete%20SAP%20Licensing%20eBook&body=Check%20out%20this%20free%20guide%20I%20found%20on%20SAP%20licensing:%20http://www.xpandion.com/Free-Tools/sap-licensing-ebook.html.%20It%20can%20help%20you%20use%20your%20SAP%20licenses%20more%20efficiently%20and%20save%20costs.mailto:?subject=The%20Complete%20SAP%20Licensing%20eBook&body=Check%20out%20this%20free%20guide%20I%20found%20on%20SAP%20licensing:%20http://www.xpandion.com/Free-Tools/sap-licensing-ebook.html.%20It%20can%20help%20you%20use%20your%20SAP%20licenses%20more%20efficiently%20and%20save%20costs.mailto:?subject=The%20Complete%20SAP%20Licensing%20eBook&body=Check%20out%20this%20free%20guide%20I%20found%20on%20SAP%20licensing:%20http://www.xpandion.com/Free-Tools/sap-licensing-ebook.html.%20It%20can%20help%20you%20use%20your%20SAP%20licenses%20more%20efficiently%20and%20save%20costs.mailto:[email protected]?subject=My%20story


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INTRODUCTION

Getting to the SAP audit affects even the best of us. We becomeharried, stressed, and overburdened with the monumental task ofsorting through a huge amount of data, cross-referencing Excelspreadsheets, and tallying up oodles of figures and costs. By theskin of our teeth, we make it to the SAP audit, and pray that ourdata is accurate. Every year, we tell ourselves: There has to be a

better way.

There is.

Progressing to a sound, safe SAP audit is more than gatheringdata. Its about gathering it right. This eBook will give you thesteps from start to finish, from the philosophical to in-practice, soyou can walk into that audit feeling calm, cool and collected.

The eBook starts with explanation of the SAP contract. Since thecontract is the foundation of it all, we encourage you to read thissection thoroughly as we point out the most important issues inwhich to pay attention. The contract is also your baseline forrenegotiating current licenses or purchasing additional licensesfrom SAP, and hints for this are included too.

Tweet this!: Getting to a successful SAP licensing audit is aboutgathering the right data. This eBook gives you the steps.

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CHAPTER ONE

INTRODUCTION



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CHAPTER TWO

UNDERSTANDINGTHE SAP

CONTRACT



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When companies buy software from SAP, they are required to signa contract as they would with any other software vendor. Thiscontract defines a lot of issues like what the exact software is thattheyre buying and what exactly is included in the purchase.

For our purposes, the contract is also what defines the licensingstructure. As this is a practical eBook about SAP licenseoptimization and not a legal-oriented eBook, we will only highlightthe most important topics for our objective, which is to understandthe relevant contract parts for future negotiations.

We assume that the contract is already signed and youre a coupleof years beyond the initial purchase.

Before you continue reading, it would be best for you to getyour companys SAP licensing contract, and all of its

addendums, from the legal department.

Although companies from different industries and with differentcharacteristics buy software from SAP, most SAP contracts areactually very similar. This may surprise you because you mighthave thought that SAP had included special amendments for your

specific companywell, they probably didnt. If specialamendments are indeed required to support special needs, they willbe included in an addendum. Therefore, always look at the contractwith all of the addendums that come with it, especially the initialones and any updates.

UNDERSTANDING

THE SAP CONTRACT

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UNDERSTANDINGTHE SAP CONTRACT

How do addendums work with SAP licensing contracts? Allpurchases are documented in an addendum. From the initiallicensing purchase through the follow up licensing purchases, eachchange is documented in a separate addendum. This helps SAP,because their signing process is complex, but this helps you toobecause separate addendums enable you to track price changesand the maintenance percentage throughout the years. For

example, you may discover that you paid a lot less for aprofessional license type a couple of years ago than what you areabout to pay now.

Addendums can include the option for additional purchases at thesame price and at the same discount rate. It is not rare to find aclause that says that the customer is entitled to purchase licensesfrom type X at the same price up until two years after the

addendums signing date. If your company happened to require thisclause at the right time, you could become a budget hero.



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Initial purchase price

The initial purchase price is the ideal price in many cases; its the

price that the first negotiation endedwith. The reason why isbecause this was the only point in time when the customer didnt

have to buy SAP. They had the power to choose which ERP vendorto go with, so they were in the best position when bargaining onprice with SAP. Later on, when buying more licenses or disputingmaintenance fees, the customer becomes captive and the decisionto continue with SAP or not isnt so easy. This is the reason that

licensing consultants will always seek to understand the initial priceof the deal and its structure.

Maintenance fee

The maintenance fee is a very important part of the contract, and ismainly the core of SAPs revenues. Since it is enterprise software,

SAP is granting the privilege to use their software by users at thecompany. After an initial period of time, which varies between threemonths and a year, the customer needs to pay maintenance fees ifthey would like to receive updates and fixes to their software.

On average, the price is 20% of the initial license price; in mostcontracts it ranges between 17%-22%. In recent years, SAP hasraised the maintenance fee to 22% but customers are still fightingagainst it.

UNDERSTANDING

THE SAP CONTRACT

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Confusing the issue are the definitionsof SAP user and licensetypes, which are quite vague, as you can see from these shortdefinitions of the three most-popular SAP license types:

Professional Useris a named user who is authorized to perform

operational-related and system administration / management rolessupported by the licensed software, and has also been given therights granted under the SAP Application Limited Professional User.Limited Professional Useris a named user who is authorized toperform limited operational roles supported by the licensedsoftware.Employee Useris a named user who is authorized to performthe following roles supported by the licensed software, all solely for

such individuals own purpose and not for or on behalf of otherindividuals.

Source: SAP Licensing Guide CMP21089 (13/06)

Be advised that there are many more types of SAP Licenses thanthe common Professional, Limited Professional, Employee and

Employee Self Service (aka ESS). If you need to buy licenses

from SAP, remember that there are more license types beyond the

common ones and also remember that in certain cases your localSAP representative can tailor a special license for your situation.

UNDERSTANDING

THE SAP CONTRACT

Tweet this!: If you need to buy licenses from SAP know that there aremany more types than the common ones.

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Licensing: Named UserAdditional Things to Remember

In recent years SAP has been buying more and more companiesand integrating their products into its main package. Since SAP

tries to stick with the known licensing method, the license types aredivided into three basic categories:

1. Licenses for combined SAP applications2. Licenses for individual, or separated, applications3. External licenses for applications that were bought by SAP, but

the license types remain as they were beforehand

Licenses for Combined SAP applications

Most classic SAP customers fall into the first category.

Professional, Limited Professional and Employee are defined

as global licenses for a suite of products from SAP, including SAPERP, SAP CRM, SAP BI, SAP APO, and more. These areemployee-based licenses, meaning that the organization buys themfor an employee and this employee can freely use the SAPproducts as long as the license type covers him; in other words, foras long as he is doing what is covered by the definitions of thelicense.

UNDERSTANDING

THE SAP CONTRACT

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Licenses for Individual, or Separated, Applications

Some SAP customers need additional licenses just to use a specificapplication. For example, if a customer has a lot of external

employees that only use an SAP portal, it would be a waste to buyglobal licenses. Instead, the organization would buy a license forthe portal itself and give it to each employee.

If your organization has bought a special license just for a specificapplication, this would be stated in the contract.

External Licenses for Applications That Were Bought by SAP,

But the License Types Remain as They Were Beforehand

Other customers migrate to SAP after SAP buys the company orapplication that they are using. This has recently happened withBusinessObjects and Sybase customers, who before theacquisition knew almost nothing about SAP. In some cases, currentcustomers who want to buy applications that were recentlypurchased by SAP are also required to obey the original migrated

licenses until SAP includes them in its regular license types.

UNDERSTANDING

THE SAP CONTRACT

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Special License Types

Surprisingly, some customers use specially created license typeswith names like Manager, Top-User and Safety. These arentofficial SAP license types, they are invented by the local SAP

office, and you cant find definitions for them in SAP documentation.

If you have Special License Types in your organization, make surethat they are clearly defined. An example of a good definition issomething like: The license type Top-User will be for an employeewho uses one of all the SAP systems above 10,000 dialog stepsper month. When the definition of a specially created license type

is clear, nobody can argue with it and you can even buy more

licenses of this type if your company is expanding and needs extralicenses.

Licensing: Software Engines

Additional to the user-based licensing, there is also licensing for theactivated SAP engines (which are also called SAP packages). SAPsoftware engines are optional software components that thecompany can choose to use in certain situations. For example, a

company could choose to use the SAP payroll engine if they haveimplemented the SAP HCM module and would like to produce payslips using SAP software. In this case, theyd activate and

implement the SAP Payroll engine and pay for it separately.

UNDERSTANDING

THE SAP CONTRACT

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UNDERSTANDING

THE SAP CONTRACTEach engine has its own unique metric that sets the pricing modelfor it. The metric is based upon the objects that exist in the relevantarea. In the example above, the metric for the SAP payroll engine isthe number of pay slips that the company produces. Other

examples for metrics are the number of active employees or thenumber of purchase orders that are produced using the engine. Inorder to measure the metrics value, SAP has different function

modules that can be activated regardless of the SAP audit toidentify the current situation.

An important day-to-day issue to be aware of with SAP engines isthe need for alerting. Normally a company will buy a license for an

engine before its implementation and will pay for it according totheir expectations of usage. The payment would be according tothe set bar. For example, from 0 to 500,000 sales orders, 500,000would be the paid bar, and from 500,001 to 1,000,000 sales orders,1,000,000 would be the paid bar, etc.

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UNDERSTANDING

THE SAP CONTRACTWith ongoing business activities, nobody really notices whether theengine value is going up above the paid bar, which can lead thecompany into a situation of being non-compliant with the SAPcontract. In order to prevent this, an alerting mechanism should beset up, to alert when the engine has reached 90% usage. This waythe company can prepare for the occurrence beforehand and

extend their licensing.

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LicenseAuditor shows the usage amount of each engine and sends an

alert when the value goes above the bar.

http://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://www.xpandion.com/http://go.xpandion.com/licenshareinhttp://go.xpandion.com/licensharetwhttp://go.xpandion.com/licensharefbhttp://www.xpandion.com/http://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=An%20important%20day-to-day%20necessity%20with%20SAP%20engines%20is%20the%20need%20for%20alerting.%20Get%20the%20eBook.%20http://go.xpandion.com/lebook%20@xpandion


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CHAPTER THREE

NEGOTIATION:THE

POSSIBILITIES



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NEGOTIATION:

THE POSSIBILITIESCan I negotiate with SAP about my contract?

Heres a fact that many customers forget: SAP wants you to be

their customer. Moreover, SAP wants you to be a satisfied

customer so that your company will purchase moresolutions fromSAP in the future. If you have always assumed that negotiatingSAP contracts is impossibleas impossible as negotiatingcontracts with a bank, an internet provider, or a cell phonecompanythen assume again.

SAP clients are large enterprises and no company is identical to theother. Therefore, inevitably contracts need to be adjusted and

tailored to the specific needs of each client. Your goal is to try andget the best deal and the most suitable contract for yourorganization in terms of license types, price, payment terms,possible add-ons and other various adjustments that can be madeto fit your organization.

Negotiating with SAP: When, Why, How and Who

SAP customers will usually refer to their contract only as a result ofan occurrence that demands changes to their SAP licensingstructure, such as an M&A (merger or acquisition of/with anothercompany), restructuring, purchasing a new SAP module, etc.

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NEGOTIATION:

THE POSSIBILITIESFor example, in the case of an M&A, the buyer may take over thepurchased companys contracts, but sometimes the purchased

company has many unused licenses that they dont need and the

buyer can just include them in their global licensing plan. Another

situation in which to consider contract re-negotiation, which is morerelevant to this eBook, is when facing an imminent audit.

From our customers experience, prior to implementing SAP isdefinitely the optimal time for the most successful negotiations andadjustments to the contract. This is when companies are in the bestposition to negotiate, and this is also when negotiating can makethe biggest differencebefore actually signing the contract.

If your company has already signed the contract, the rule of thumbis simple: The ideal time for reevaluating and improving an existingcontract is just before purchasing newor additionallicenses. This iswhen you have the best chance to set a good price for each currentand future license type.

Tweet this!: Prior to implementing SAP is definitely the optimal time forthe most successful negotiations and adjustments to the contract.

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NEGOTIATION:

THE POSSIBILITIES

Xpandion has worked with many SAM consultants over the years.For a list of available SAM resources in your area, send us an emailand well share it with you!

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When the decision to negotiate the contract terms is made, the bestthing to do is to hire a professional consultant, one that can reallyassist in understanding the SAP contract. Contradictory to commonassumption, a Purchasing Negotiator usually does not have theright know-how SAP terminology that is so essential for achieving

the best-negotiated agreements. Of course, price negotiation (thePurchasing Negotiators expertise) is vital, however it is not the only

element in an SAP contract, and not necessarily even the mostimportant one. Companies MUST enter negotiations knowing whatalso to expect in terms of SAP jargon, SAP methods ofclassification, what their current licensing requirements are, and asmart forecast oftheirfuture corporate needs.

The right person to assist in negotiating SAP contracts is a SAM(Software Asset Management) consultant with SAP expertise. SAMconsultants bring with them the most relevant experience forhelping enterprises tailor a contract that fits both their current statusand future licensing needs. In fact, an experienced SAM consultant,together with a proficient purchasing negotiator, can obtain the bestprices, the most suited applications and the overall best terms in anSAP contract.

mailto:[email protected]?subject=Please%20send%20me%20a%20list%20of%20SAM%20consultantshttp://www.xpandion.com/http://go.xpandion.com/licenshareinhttp://go.xpandion.com/licensharetwhttp://go.xpandion.com/licensharefbhttp://www.xpandion.com/mailto:[email protected]?subject=Please%20send%20me%20a%20list%20of%20SAM%20consultants


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CHAPTER FOUR

HOW TOPREPARE

FOR ANSAP AUDIT



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User classification is the heart of any SAP licensing audit.Therefore, were dedicating a separate chapter to it.

Important note:We assume that youre already familiar with thestandard preparation tasks, like how to technically combine users

and change their license type using SU01. We also assume thatyoure familiar with how to use T-Code SLAW and how to send thereports to SAP. This eBook will teach you more than the routinestuffits beyond the simple pack-and-send-to-SAP process. ThiseBook focuses on the how and why to classify users to license

types and where you can make smart decisions that affect thebottom line. If you need the basics, you can find them in SAPsguide.

Classifying UsersDistinguishing between SAP users and determining the correctclassification for SAP users is fraught with difficulties. For example,if a user is utilizing three different usernames in three different SAPsystems(1) a BI system for managerial reports, (2) an ERPsystem for stock transfer reports, and, (3) a second ERP system formonthly invoice approvalsshould he be classified as an

Employee, a Limited Professional or a Professional? Or perhapsone of the many other license types that populate the SAPuniverse?

HOW TO PREPARE

FOR AN SAP AUDIT

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Unfortunately, SAP does not supply a simple tool to quickly classifyusers according to their de-facto activity. You can find such toolsonly externally, outside of SAP (see the chapter on licensingoptimization tools, below). What SAP does supply is a standardSAP program (SAP transaction SLAW) to collect and consolidate

the classifications that the customer has previously defined in all ofthe organizations systems. From here, the report can be sent to

SAP for annual inspection.

The matter of assigning license types to users becomes morecrucial when we consider two issues: The cost of the licenses, andthe size of the companies involved. The difference between aProfessional user license type ($4,000-$5,000, plus 22% annual

maintenance fee) and, say, an Employee license type (

$1,000,plus 22% annual maintenance fee) is significant, and causes one tothink twice before assigning a user a higher-level license type. Inaddition, an average SAP customer has 5,000-8,000 SAP users ofwhich 700 are typically replaced and another 900 change positions(and, thus, SAP usage) each year, making user classification alengthy and Sisyphean task.

For all these reasons, SAP customers try to create simple, logical

ways to classify their users: Simple, in order to save time andresources, and logical, in order to maintain the spirit of SAPs

contractual definitions. Over the years, many SAP customers havesuccessfully developed a number of quick and informal methods toclassify users to license types. The following are the most commonexamples:

HOW TO PREPARE

FOR AN SAP AUDIT



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Classifying SAP Users by Authorizations

Organizations often begin the search for a workable classificationmethod by considering the classification of their users according totheir static granted authorizations. In effect, this means that if auser is authorized to perform certain activities, he will be classifiedaccordingly, even if he has never actually performed theseactivities. Organizations typically abandon this method ratherquickly since it is based on the assumption that users are utilizing100% of their authorizations, when in fact most users actually useless than 10% of their static authorizations. Having understoodthat this method will not deliver accurate results and in most caseswill incur extra costs, they search for ways to classify usersaccording to actual authorization usage, i.e., dynamic or de-factoauthorizations.

Classifying SAP Users by Usage

Below are the three most popular usage-based, customer-developed methods of classification, although theyre notnecessarily the best (more on that to come).

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Classifying SAP Users by Usage

Amount of ActivityThe most common method of assigninglicense types to users is by their amount of activity. The moreactivity a user performs in the system, the higher the level oflicense type he should have. SAP measures SAP Activity by

Dialog Steps, which in practical terms are the number of key-strokes and screens that are used.

You can see these metrics, for example, in SAP Activity ST03N(Workload Statistics). Using this method, the customer pre-sets ascale for each license type and inspects each user according to thisscale. For example, users whose activity reaches 1,000 dialogsteps per month, will be set to Employee, those with dialog steps

totaling between 1,001 and 5,000, will be set to LimitedProfessional, and so forth. The scale can be set for an entire year,

as a monthly average, or as a monthly maximum (i.e., themaximum value for all the months in the previous year).

Number of Different ActivitiesAnother popular methodemployed for classifying users to license types is according to thenumber of different activities they perform. This is based on theassumption that the more the various activities a user performs, themore widely he is using the system and therefore should be

classified to a higher level user type.

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As with the Amount of Activity method, here, too, the customerpre-sets a scale. For example, if a user has up to 2 differentactivities per month, the license type would be set to Employee,

and between 3 to 10 activities it would be set to Limited

Professional, etc. With this method, the scale can be set for anentire year, as a monthly average, or as a monthly maximum.

Though it is common when classifying users with multipleusernames in multiple systems to consider the highest value as theusers representative value, the calculation is sometimes more

complicated (mainly with BI or CRM systems) when using thismethod.

HOW TO PREPARE

FOR AN SAP AUDIT

Do you classify users according to Amount of Activity or

Number of Different Activities, and are about to go to an

audit? If Yes, read this:

Amount of Activity and Number of Different Activities are the most

common and quickest methods for classification, but they are alsothe most debatable. The auditor can claim that the scale is too low;

Who told you that a Professional user is 1,500 dialog steps and not1,300? If you chose one of these methods, be sure that you have agood answer to this question beforehand.

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A More Accurate Method of Classifying Users

Activity Group/Type of ActivityThis method is considered to bethe closest method to SAP contractual definitions. However, it is

also the most time-consuming to perform without automatedsoftware.

The Activity Group method sets the license level by the type of

activityperformed by the user. Generally, more important activitiesrequire a higher-level license. For example, only Professional userswould perform activities associated with monetary transfers, whileEmployee users would typically perform activities related to viewing

reports.

The Activity Group method requires a definition of groups, such as

Create, Change, and Display, and content for each group.

Then you can say, for example, that a user who utilizes activitiesfrom Group Display will be classified as Employee, while a user

who utilizes activities from Group Change will be classified as

Limited Professional. If a user utilizes activities in two or more

Activity Groups, the license type would be set to the highest typeattached to these groups.

HOW TO PREPARE

FOR AN SAP AUDIT

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Some SAP customers include additional inspections when usingthis method and may also classify users according to the number ofdifferent activities or other conditions.

HOW TO PREPARE

FOR AN SAP AUDIT

Classifying users according to this method and other optimalmethods is of course, much easier and more logical than classifyingthem according to the strict definitions of the SAP agreement.However, performing these methods manually requires a significantinvestment of time and resources, so many SAP customers useautomated tools dedicated to SAP licensing. A leading example ofsuch a tool is ProfileTailor LicenseAuditor by Xpandion.

www.xpandion

Example: Complex classification combining a few methods and conditions to

match customers SAP licensing contract. From LicenseAuditor by Xpandion.

http://xpandion.com/SAP-Licensing/licenseauditor-enterprise.htmlhttp://xpandion.com/SAP-Licensing/licenseauditor-enterprise.htmlhttp://www.xpandion.com/http://go.xpandion.com/licenshareinhttp://go.xpandion.com/licensharetwhttp://go.xpandion.com/licensharefbhttp://www.xpandion.com/http://xpandion.com/SAP-Licensing/licenseauditor-enterprise.htmlhttp://xpandion.com/SAP-Licensing/licenseauditor-enterprise.html


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Combining Users to Employees

Select a Method for Combining Usernames

After youre done with user classification, you then need to combineusers to employees. Unless your contract specifies otherwise, theSAP licensing model permits employees to hold several usernameswithin the organizational SAP systems, hence the importance ofcombining varying usernames and linking them to the specificemployee.

For example, combine JOHNS in the ERP system and JOHNSM

in the CRM system, linking both usernames to the employee JohnSmith from the finance department.

Combining usernames manually from different SAP systems is acomplicated and tedious task, which inevitably leaves a hugemargin of error. Best to manage this process via automatedoptimization software.

HOW TO PREPARE

FOR AN SAP AUDIT

Tweet this!: Manually combining usernames from different SAPsystems is complicated, tedious and risky. Best to automate it.

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Using Fuzzy Logic to Match Users

When there are a lot of user accounts, it is best to consider usingfuzzy algorithms to combine usernames between different systems.Fuzzy algorithms can find names and email addresses that are

similar to each other when there is no exact match. Of course, afuzzy match should be done only after the exact match pass-through and there are still unattached user accounts.

From our experience, the best way to use a fuzzy match is tocreate a route of matching. For example, combining usernames byemail address, then applying a secondary method for the remainingunclassified usernames and then by yet another (full name), and

finally, using some fuzzy algorithms as well (connect John Smith toJohnSmith).

Unfortunately, advanced methods, particularly fuzzy algorithms, arehard to implement manually and this can be done only by dedicatedsoftware like ProfileTailor LicenseAuditor.

HOW TO PREPARE

FOR AN SAP AUDIT

Confused? Write to us. Wed love to shareour experience.

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CHAPTER FIVE

PREPARING

FORAN AUDIT:

15 ESSENTIALINSIDER TIPS &

TRICKS



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PREPARING FOR AN AUDIT:

5 ESSENTIAL INSIDER TIPS & TRICKThis chapter is a bit different than a regular book chapter,because we felt there isnt anything better than the real thing. Its

a collection of select tips, tricks and advice that have beengathered from real customers who continuously pass onelicensing audit after the next, and are well prepared at all times.

These customers are continuously checking their licensing statusand constantly optimizing it according to changes that occur attheir companies.

All these tips should be carried out prior to an SAP licensing audit.If you werent able to manage to do so this time, theres always

next years audit to be better prepared for

Tip #1: Prepare ahead of time

A successful SAP audit begins with the realization that you arefacing a process that requires time, effort and teamwork. Braceyourself and make sure to prepare your manager for the fact thatsince SAP licensing is based on complicated contracts, asignificant part of your time and attention will be demanded.

If you think that this material can help your colleagues, please bea good friend and forward this eBook to them now.

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Was this tip helpful? Tweet it! Tip #3: Prep for SAP licensing auditfirst by determining which systems to inspect and to ignore.http://...


5 ESSENTIAL INSIDER TIPS & TRICKTip #7: Dont take the standard instructions for granted

If you think that following SAPs detailed instructions on how to

produce an audit report is sufficient, then think again. SAP indeeddescribes how to create the report, however classifying users to

the right licensing typewhich is after all the essence of SAPlicensingis not addressed in the email from SAP.

Generating the licensing report according to only SAPs guideproduces an output of your current licenses, however, there ismuch more to consider. For example, your licensing outputincludes misclassified and dormant accounts that will all becounted as valid licenses. Moreover, unclassified accounts will be

counted as expensive Professional license types if not eliminated.

To produce an optimal report, you need to first gather the actualdata and then combine and classify usernames. Once this isdone, you are ready to send the results.

Was this tip helpful? Tweet it! Tip #7: For your SAP licensingaudit, dont take the standard SAP instructions for granted.

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5 ESSENTIAL INSIDER TIPS & TRICKTip #8: Ignore certain users

Several users and activities, such as SAP*, DDIC andEARLYWATCH, are preconfigured by SAP and should be ignored.In many SAP systems, approximately twenty users or more from

this type are created. This means that if you do not pay attention,you are taking into account twenty avoidable users! Considerclassifying these preconfigured users as license type Test to

avoid counting them unnecessarily (for detailed SAP instructions,see SAP note 1402837).

In addition, attempt to identify instances where users tried toperform certain activities yet did not succeed. In certain cases, the

SAP log will indicate these attempts as actual usage of thesystem, whereas with the right software you can easily distinguishreal consumption versus an attempt only. Knowing this enablesyou to correctly classify users to license types by analyzing theiractivity. Be aware of flaws along the process: For example, if youcount according to dialog steps, the T-CodeSESSION_MANAGER (the first screen after login) is calculatedunnecessarily, increasing the amount of activity of each user.

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5 ESSENTIAL INSIDER TIPS & TRICKTip #9: Gather all the data

Gathering all the data literally means all the data. You should notignore certain users and/or license types. Xpandion experts havewitnessed many audits where during the process of collecting

data, various user types, like Communication and System werefalsely ignored. Usually, such license types are utilized for remoteconnection and they should not be disregarded. Furthermore, inmany cases, users with empty license types in their user recordsare mistakenly overlooked in the final report.

Follow this simple rule: if a user is registered in SAP, consider thisvalid unless you have good reason not to (also, make sure your

reason is well documented in your contract).

Was this tip helpful? Tweet it! Tip #9: If a user is registered inSAP, consider it valid for licensing unless theres a reason not to.

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5 ESSENTIAL INSIDER TIPS & TRICKTip #10: Eliminate duplicate usernames in the same systems

Duplicate usernames tend to turn into a complicated issue in largeenterprises. Employees may have more than one username in thesame system; one being used for routine activities and one that isdormant. In most cases, duplicate usernames are merely a

mistake, the result of employees changing usernames yetforgetting to lock their previous ones. This means that anemployee occupies an expensive license for no real reason.

In other cases, employees submit several requests for a newusername and the requests are fulfilled repeatedly. Surprisingly,we have witnessed numerous cases as such. These duplicateusernames should be closed and their licenses freed.

To identify duplicate usernames, apply at least one of thefollowing methods:

Same email addresssearch for users who have the sameemail address, in which one is active and one is not. They areprobably duplicate users for the same employee.

Same full namecarefully search for user accounts whichhave the same name and check each one. You should do this

with care as there are popular names and surnames and thesame full name doesnt necessarily prove a duplicate user for

the same employee. In this case it is very important to inspectthe usage of each of the suspected user accounts.

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5 ESSENTIAL INSIDER TIPS & TRICKOur experience shows that neglecting to eliminate duplicateaccounts is the most common mistake made throughout pre-auditprocesses (by 80% of our customers!).

Tip #11: Consider closing unused accounts

Inactive usernames imply that users have not entered the systemfor a long time (e.g., for 6 months, 9 months, year). Unless thereis a specific reason for these usernames to be defined, yetinactive, they should be eliminated and their licenses should befreed (reallocated or cancelled).

Tip #12: Complete missing data in user master records

Make sure to complete user master data in all relevant SAP

systems (at least: full name, department and email address). Aclear user record is crucial in the process of identifying duplicateaccounts, enabling you to eliminate such accounts and savevaluable licenses. Completing the email address is extremelyimportant since email matching is the most reliable method forlocating duplicate usernames in large enterprises, and also forattaching usernames to employees.

Tweet it! Tip #10Neglecting to eliminate duplicate accounts isthe most common mistake made while preparing for a licensingaudit.

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ost%20common%20mistake%20in%20licensing%20audits.%20Full%20tip%20list%20here:%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=Not%20eliminating%20duplicate%20accounts%20is%20the%20most%20common%20mistake%20in%20licensing%20audits.%20Full%20tip%20list%20here:%20http://go.xpandion.com/lebook%20@xpandionhttp://twitter.com/home?status=Not%20eliminating%20duplicate%20accounts%20is%20the%20most%20common%20mistake%20in%20licensing%20audits.%20Full%20tip%20list%20here:%20http://go.xpandion.com/lebook%20@xpandion


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5 ESSENTIAL INSIDER TIPS & TRICK

Tip #13: Analyze a sufficient amount of data

Examine three months worth of data at minimum. The more data

you analyze, the more accurate your conclusions will be. In most

cases the recommended period for analysis is one year.Note: For the purpose of analyzing a large amount of data,consider using a dedicated software tool for SAP licensingthatcan handle this extent of data correctly and effectively.

Tip #14: Never classify users to license types according to

their granted authorizations

Although it sounds reasonable that a user with powerful

authorization roles is classified as Professional, this is not alwaysthe case. Classifying users according to their grantedauthorizations means you are classifying them based onresponsibilities rather than by de-facto usage. (continued on nextpage.)

FYI, this is an important tip that most people dont know. Tweet it

now! Tip #14 for SAP licensing audit: Never classify users tolicenses according to their authorizations!

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5 ESSENTIAL INSIDER TIPS & TRICK

Tip #14, continued: Never classify users to license types according to

their granted authorizations

Most employees do not use all functions granted to them. In fact, theaverage user utilizes only 7%-10% of their granted authorizations!

Taking this into account, classifying users by their authorizations is not

recommended as it can be inaccurate and result in a waste of resources.

Tip #15: Do not assume that your license types are finite

Often, organizations will purchase only a few types of licenses,

whereas SAP sells various license types. If your organization haspurchased only a couple of license types, check whether otherlicense types can better fit your needs, which will give you a moresuitable alternative.

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CHAPTER SIX

INDIRECT USE



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This chapter deals with a topic that most customers have ignoredover the years. Recently SAP began to pay more attention toindirect use of SAP systems. Therefore customers got a specialannouncement to also pay attention to their indirect use and toreport it at their annual licensing audit.

Indirect use (also often referred to as indirect access) is a term

for SAP data use by an end user or by an application, which is notvia SAPGUI. Heres the exact definition from the SAP system

measurement guide:

13.8 Indirect Use

Named users are also upstream and intermediary technicalsystems that exchange information with the SAP softwaresystem, as well as the users of those systems, if the usersexchange information with the SAP software in dialog orprompt mode. It makes no difference whether the software

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