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

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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

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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:

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Ciber Compliance Suite

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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

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SAP License allocation to users

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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

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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.

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Burning platform – Understanding of the licenses

• Difference in interpretation of the license category definition betweenSAP and Customer

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Practical example – Employee roles

View of reports within a division/department/company

Part or not part of the employee license?

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Maintenance costs

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SAP License Purchase

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SAP License Management Dashboard

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SAP License overview

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SAP License Optimization

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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

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SAP License Management Survey 2014

Overall Hypothesis: License management is complicated

68% have challenges in SAP License Management

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SAP License Management Survey 2014

- Scope

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Control Organization Processes

Tools Competencies Planning

Forecasting LicensesRoles License

Compliant

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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

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Wrap up – Possibilities

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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