In the first 3 parts of our SAP blog series, we’ve walked through SAP’s more challenging indirect use licensing model, from its history, the new Digital Access Model, to some tips on selecting the licensing model that is best for you. However, even with all of the indirect use knowledge, indirect use only covers one part of your SAP environment; should SAP audit you, they will be reviewing your entire SAP environment.
While many companies know they should perform self-assessments and evaluations before an official audit, most hesitate to perform them due to a lack of skills, resources, or time.
Introducing the “SAP License Assessment in 21 days” which is powered by our Connor for SAP Optimization tool.
To support companies in baselining and fine-tuning their SAP environments with a quick turnaround, minimal effort, and actionable insights, we have created a risk-based assessment program fuelled by the latest in automation software. By taking a deep dive into your SAP usage data, and combining it with unparalleled expertise in SAP licensing, we can craft a vendor negotiation playbook so you can ace an SAP audit, or prepare for an upcoming contract renewal in just 21 days. Our phase by phase approach is described below.
Day 1 to 10: Software baselining & reconciliation. Create a complete overview of your SAP landscape.
Together, we will define the specific application and engagement scope with the customer. Once set and agreed upon, we’ll proceed to the initial phases of the assessment: data collection and validation.
The first phase of the SAP License Assessment is the most complex and is often the most difficult for companies to complete. It involves a combination of data collection and validation techniques to provide a holistic picture of what the customer owns and what is deployed (and used) across all systems.
By centralizing and interpreting all software purchase records (SAP master agreements, order forms, transfer of license, termination letters, etc.) we’ll help to create a comprehensive inventory of all your software and support entitlements that can be compared to actual product installations. In parallel, we’ll measure your SAP application usage for any in-scope products leveraging our Connor for SAP Optimization tool.
The tool was designed to rapidly scan all SAP systems across both production and non-production environments, and baseline every SAP user and detectable product deployment across reachable application servers. It not only detects created users in the SAP systems, but it also pinpoints any indirect access anomalies or risks, and documents created through external applications. Best of all, it is mostly automated and requires minimal customer intervention! Discussions with applications owners and SMEs will help validate any findings and increase the completeness and accuracy of the assessment.
By the end of the first phase, we’ll reconcile the collected data so that customers can quickly determine whether they are out of compliance or over-licensed for SAP software.
Day 11 to 16: License optimization. Achieving proactive management for software usage.
In the second stage, we’ll focus on resolving any existing compliance issues resulting from phase one, and determine the appropriate course of action, if any. While the first stage is perhaps the most complex, the second stage is probably the most crucial step in the assessment.
With the data collected in the first phase, our automation tool can efficiently reclassify licenses based on the actual usage and authorizations that are assigned in the SAP systems. By pinpointing inactive users, the tool will help you reduce your software usage and allow for effortless reallocation of unused licenses to active users. Engine usage and associated metrics are also easy to identify and you can decide if you want to keep the same metrics or license the engines on more cost-effective or available metrics.
We’ll also take extra steps to create a list of all users and their assigned license types to avoid unnecessary license costs, whether or not your company plans to migrate to S/4HANA. By counting both the documents created in the system and the maximum number of SAP users, we can calculate the financial exposure for indirect access fees. Based on the results, we’ll perform a cost-benefit analysis of the different license scenarios and recommend the most cost-efficient solution tailored to your environment.
In addition, our solution can provide intelligent alerts about any suspicious SAP data consumption. You can also control the allocations of SAP licenses in real-time through intelligent mapping of the proper license type to the actual usage.
Day 17 to 21: Audit Defense & True-Up Assistance. Getting the expert support needed to negotiate successfully with SAP.
In the final stage, Connor will leverage its deep SAP knowledge, as well as its IT sourcing and license compliance experience, to assist with challenging SAP negotiations in order to optimize license costs, improve commercial terms, and reduce non-compliance risk. In addition, we will work closely with customers to find the best product offerings and purchase timelines to effectively meet their future business needs.
Beyond the SAP Digital Access Model Blog Series
If you haven’t been following this series of blogs, you can access the first three installments in the series below:
- Part 1: Definitive Guide to SAP’s Digital Access Licensing Model
- Part 2: Definitive Guide to SAP’s Digital Access Licensing Model – New Models, New Rules
- Part 3: Comparing SAP License Models, Customer Options, and a 5-step Risk Mitigation Roadmap
With the insights you’ve gained in this 4-part series, you should be armed with the information necessary to challenge SAP during a software audit or upcoming contract negotiation.
However, having the knowledge alone doesn’t get you to your desired outcomes with SAP. You must take the appropriate or recommended actions in order to implement an effective SAP license management program. It’s no trivial task, but the good news is you’re not alone and you can learn from other companies’ costly mistakes!
At Connor, we’re industry experts when it comes to vendor licensing and IT spend optimization and can help you implement an effective SAM program, just as we’ve done for other major companies. Whether it be SAP or any other major vendor in your IT landscape, we will level the playing field on future vendor audits and deals, saving your organization millions of dollars. For more information on our 21 day SAP License Assessment or no-cost risk evaluation, please contact us at firstname.lastname@example.org today.