Nordic SAP License Management Survey 2014 SAPSA 12/

Transcription

1 Nordic SAP License Management Survey 2014 SAPSA 12/

2 Ciber at a Glance Right Size, Right Resources Better value than mega-vendors More capabilities than niche players Less risk than pure-play offshore operations 40 ~6,500 ~$1 4 8 global 58 Years expertise Employees Billion business Continents Delivery centers Offices worldwide

3 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 /17/ Ciber, Inc.

4 Ciber SAP Security & Compliance Services SAP Authorizations Segregation of Duties SAP License administration Ciber Usage Monitor SAP Role & User Management SAP GRC Ciber Access Control APM Authorization Process Manager SAP Identity Management Delivered to: /17/ Ciber, Inc.

5 Ciber Compliance Suite 11/17/ Ciber, Inc.

6 11/17/ Ciber, Inc.

7 SAP License Management Introduction It s not an exact science There are none of the expensive license definitions which are specific 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 /17/ Ciber, Inc.

8 SAP License allocation to users Professional license License assignment principles License assigned in SU01 License based on role allocation License based on roles used Limited Professional license ESS license Roles assigned to user Roles used by user License assigned to user /17/ Ciber, Inc.

9 Authorization Concept General findings transaction codes are on average part of the autorization concept (With the emergency roles is it up to transaction codes) transaction codes are on average used during a full year /17/ Ciber, Inc.

10 Burning platform Understanding of the licenses Difference in interpretation of the license category definition between SAP and Customer 11/17/ Ciber, Inc.

11 Practical example Employee roles View of reports within a division/department/company Part or not part of the employee license? 11/17/ Ciber, Inc.

12 Maintenance costs 11/17/ Ciber, Inc.

13 SAP License Purchase 11/17/ Ciber, Inc.

14 SAP License Management Dashboard /17/ Ciber, Inc.

15 SAP License overview /17/ Ciber, Inc.

16 SAP License Optimization /17/ Ciber, Inc.

17 SAP Compliance Survey Swedish and Danish SAP companies have participated Respondents have been internal consultants and managers Company sizes: employees DKK 100 mio. -30 billion in revenue SAP users /17/ Ciber, Inc.

18 SAP License Management Survey 2014 Overall Hypothesis: License management is complicated 68% have challenges in SAP License Management /17/ Ciber, Inc.

19 SAP License Management Survey Scope Control Organization Processes Tools Competencies Planning Forecasting Licenses Roles License Compliant /17/ Ciber, Inc.

20 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 % 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 /17/ Ciber, Inc.

21 Processes Hypothesis: Processes for License management are not defined and implemented 80% have reporting on license usage. This is up from 30% in 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 /17/ Ciber, Inc.

22 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 /17/ Ciber, Inc.

23 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 Conclusion: There is an increasing opinion that the SAP License Management is complex /17/ Ciber, Inc.

24 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 /17/ Ciber, Inc.

25 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 /17/ Ciber, Inc.

26 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 their roles. Which ensures that they are in compliance in terms of licenses when they assign new roles to users. This is much higher number than expected. 11/17/ Ciber, Inc.

27 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/ Ciber, Inc.

28 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/ Ciber, Inc.

29 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 /17/ Ciber, Inc.

30 Wrap up Possibilities Employee Role Analysis Usage Monitor SAP License baseline SAP License Mgmt consulting Are the Employee roles compliant with the license definition? What is the license optimization potential? Interpret the license categories to the use of SAP and the system landscape Assistance with License audits and negotiations /17/ Ciber, Inc.