Nordic SAP License
Management Survey 2014
SAPSA 12/11 2014
Ciber at a Glance
Better value than mega-vendors
More capabilities than niche players
Less risk than pure-play offshore operations
Right Size, Right Resources Years’ expertise
Employees
Billion business
Continents
Delivery centers
Offices worldwide
40
~6,500
~$1
4
8 global
58
11/17/2014 | 3 | ©2014 Ciber, Inc.
Agenda
• SAP License Management Introduction
• SAP License Management Survey 2014• Organization
• Proccecess
• Tools
• Competence
• Planning
• Forecasting
• Licenses
• License compliance in roles
• News from the SAP License Management area
• Tips and tricks for SAP License Management
- 3 -
11/17/2014 | 4 | ©2014 Ciber, Inc.- 4 -
Ciber SAP Security & Compliance Services
SAP Authorizations Segregation of DutiesSAP License
administration
SAP GRC
SAP Identity
Management
SAP Role & User
Management
APM Authorization
Process Manager
Ciber Usage Monitor
Ciber Access Control
Delivered to:
11/17/2014 | 5 | ©2014 Ciber, Inc.
Ciber Compliance Suite
11/17/2014 | 6 | ©2014 Ciber, Inc.
11/17/2014 | 7 | ©2014 Ciber, Inc.
SAP License Management Introduction
• It´s not an exact science
• There are none of the expensive license definitions which arespecific to a technical level
• The user mass and the use of the systems is constantly changing
• Everything is negotiable
• It is the allocated authorization, which decides the license category for any given user.
• SAP is increasing focus in this area
- 7 -
11/17/2014 | 8 | ©2014 Ciber, Inc.
SAP License allocation to users
- 8 -
Roles assigned to user
Roles used by user
License assigned to
user
Professional license
Limited Professional
license
ESS license
· License assigned in SU01· License based on role allocation· License based on roles used
· License assigned in SU01· License based on role allocation· License based on roles used
License assignment principles
11/17/2014 | 9 | ©2014 Ciber, Inc.
Authorization Concept – General findings
• 10-30.000 transaction codesare on average part of the autorization concept (With the emergency roles is it up to +100.000 transactioncodes)
• 500-2.500 transaction codesare on average used duringa full year.
- 9 -
11/17/2014 | 10 | ©2014 Ciber, Inc.
Burning platform – Understanding of the licenses
• Difference in interpretation of the license category definition betweenSAP and Customer
11/17/2014 | 11 | ©2014 Ciber, Inc.
Practical example – Employee roles
View of reports within a division/department/company
Part or not part of the employee license?
11/17/2014 | 12 | ©2014 Ciber, Inc.
Maintenance costs
11/17/2014 | 13 | ©2014 Ciber, Inc.
SAP License Purchase
11/17/2014 | 14 | ©2014 Ciber, Inc.
SAP License Management Dashboard
- 14 -
11/17/2014 | 15 | ©2014 Ciber, Inc.
SAP License overview
- 15 -
11/17/2014 | 16 | ©2014 Ciber, Inc.
SAP License Optimization
- 16 -
11/17/2014 | 17 | ©2014 Ciber, Inc.
SAP Compliance Survey 2014
56 Swedish and Danish SAP companies have participated
Respondents have been internal consultants and managers
Company sizes:
50 - 26.000 employees
DKK 100 mio. -30 billion in revenue
50 – 20.000 SAP users
- 17 -
11/17/2014 | 18 | ©2014 Ciber, Inc.
SAP License Management Survey 2014
Overall Hypothesis: License management is complicated
68% have challenges in SAP License Management
- 18 -
11/17/2014 | 19 | ©2014 Ciber, Inc.
SAP License Management Survey 2014
- Scope
- 19 -
Control Organization Processes
Tools Competencies Planning
Forecasting LicensesRoles License
Compliant
11/17/2014 | 20 | ©2014 Ciber, Inc.
Organization
Hypothesis: Knowledge and responsibility for activities in SAP License management is not consolidated, but are distributed between Management and IT Operations
• 72% are IT Managers/ SAP Managers/ Directors/CIOs the responsible for SAP License Management. This is up from 40% in 2013
• 68% have the SAP license responsible involved in the SAP License Management
Conclusion: The maturity is increasing, almost ¾ have the responsible for SAP licenses participates in SAP License Management. This is up from ¼ in 2013.
- 20 -
11/17/2014 | 21 | ©2014 Ciber, Inc.
Processes
Hypothesis: Processes for License management are not defined and implemented
• 80% have reporting on license usage. This is up from 30% in 2013. monthly/quarterly reporting on licenses
• 56% uses a couple of days on a yearly basis on SAP License management. Only 16% uses a couple of weeks or more on SAP License Management
Conclusion: Many companies have within the last year implemented processes to manage the number of licenses. The processes around SAP License Management seems to be extremely efficient as with the reporting and other activities only consumes a couple of days in total for the entire organization.
- 21 -
11/17/2014 | 22 | ©2014 Ciber, Inc.
Tools and License optimization
Hypothesis: Few companies use tools to optimize and report on SAP License Management
• 20% uses tools or own developed reports for optimization and reporting of SAP license management
• 20% optimizes license category assignment from the user's use of SAP. This is up from 10% in 2013
Conclusion: There are still very few companies (20%) that optimize assignment of licenses based on the use of the system. It was expected that the number of companies optimizing would have increased significantly.
- 22 -
11/17/2014 | 23 | ©2014 Ciber, Inc.
Competencies
Hypothesis: SAP Licensing Model, and License category definitions are difficult to understand and make managing licenses hard.
• 72% find SAP license Management complex.
• 71% have challenges in understanding and interpreting of the contract. Up from 30% in 2013.
Conclusion: There is an increasing opinion that the SAP License Management is complex.
- 23 -
11/17/2014 | 24 | ©2014 Ciber, Inc.
Planning
Hypothesis: License Reporting is not a planned activity
• 52% have license reporting as a planned activity. Up from 30% in 2013
Conclusion: a little over half now has SAP License reporting as a planned activity. But it still leaves almost half where the license reporting come as a sudden task if not planned that requires immediate action and make it hard to optimize besides the simple optimization such as locking all users who haven’t been on the system for 6 months.
- 24 -
11/17/2014 | 25 | ©2014 Ciber, Inc.
Forecasting
Hypothesis: Forecasting on future License usage is not performed
• 56% forecast on additional licenses in the future.
• Only 7 % have the authorization team involved in the forecasting.
Conclusion: Over half of all companies forecast on future SAP License usage, but only 7% have the authorization team involved. As especially user licenses is integrated with the authorization it does seems odd that the authorization team isn’t performing the forecasting.
- 25 -
11/17/2014 | 26 | ©2014 Ciber, Inc.
License compliance in roles
Hypothesis: The access in the roles are not reviewed in terms of the license category it belongs to.
• 40% have not reviewed the roles in relations to the SAP License category definitions.
• 24% have reviewed the roles within the last year and 28% have reviewed the roles within the last 5 years.
• 8 % didn’t know if this has been performed.
Conclusion: Over half of all companies have with the last 5 years reviewed theirroles. Which ensures that they are in compliance in terms of licenses when theyassign new roles to users. This is much higher number than expected.
11/17/2014 | 27 | ©2014 Ciber, Inc.
License
Hypothesis: The number of licenses have increased from last year
• 60% have the user base increased in the license audit to SAP
• 45% have the use in license engines increased
Conclusion: Majority of companies see the user base is increasing.
11/17/2014 | 28 | ©2014 Ciber, Inc.
News from the SAP License Management
New customers are not able to purchase Limited professional users
Greater focus on indirect access and license engines:
• Sales and service orders created in batch
• Adobe forms user – (in most cases it is all licensed users that also needs to have a Adobe form license)
Fiori and Screen Personas does not require an additional user license.
SAP is now fully staffed in the License Audit department at SAP Nordic. There is one license compliance manager for each country
11/17/2014 | 29 | ©2014 Ciber, Inc.
Tips and Tricks for SAP License Management
• Document interpretation of license categories and get approval from SAP both user licenses and license engines
• Ensure that roles are compliant with the license category it belongs to (especially employee roles)
• Determine governance structure - primarily who validates SAP license reporting results before sending it to SAP
• Use tools to optimize and report on the use of licenses
- 29 -
11/17/2014 | 30 | ©2014 Ciber, Inc.
Wrap up – Possibilities
- 30 -
EmployeeRole
Analysis
Are the Employee
rolescompliantwith the license
definition?
Usage Monitor
What is the license
optimizationpotential?
SAP License baseline
Interpret the license
categories to the use of
SAP and the system
landscape
SAP License Mgmt
consulting
Assistance with License audits and
negotiations