2 Apples to Oranges: SAP s License Administration Workbench (LAW) is NOT a Software Asset Management or License Optimization Solution! Page 2 Introduction SAP s LAW (License Administration Workbench) tool is like spyware, not license optimization software. It feeds SAP s internal audit team engineers, contract lawyers and salespeople with the data they need to escalate your charges every time emerged from conversation last week with an SAP Administrator at a large global enterprise. That is a powerful assertion, and clearly one based as much on emotion as fact. Trying to compare SAP s License Administration Workbench (LAW) tool to an SAP focused Software Asset Management (SAM)/License Optimization(SLO) solution is very much like trying to compare apples to oranges. This paper is designed to help CFO s, CIO s and procurement managers have a better understand of the the stark differences between SAP s LAW tool and Software Asset Management (SAM) solutions. The former is designed to collect audit compliance data for SAP, and the other is a means to gain transparency and control of their SAP deployment and costs. The goals and audiences for the two are opposite rather than congruent.
3 What is the purpose of the License Administration Workbench? Page 3 SAP described the License SAP License Administration Workbench Tool (LAW) Administration Workbench (LAW) Audit Data for Software Vendor with precision The License License Type Compliance Administration Workbench (LAW) is Named User Consolidation Across Systems a tool for the central consolidation of license audit data and supports Indirect Access Compliance you in the SAP license audit process for complex system landscapes. In Detailed Identification of Unused Licenses Detailed Identification of Inactive/Obsolete Users particular, the LAW simplifies the Detailed Identification of Duplicate Users classification, combination and User Specific License Type Optimization consolidation of data for users that Early Warning of Indrect Access Violations work in multiple systems and clients. Audience for Data Collected SAP Purpose of Data Collection AUDIT In all fairness, SAP itself has never tried to position the LAW as anything other than a tool to aggregate audit data for contract compliance. In meetings between CFO s, CIO s and SAP Administrators, SAP Administrators, inevitably say in conversations We have the SAP LAW tool to manage our SAP users, engines and license types, so we don t need a Software Asset Management/License Optimization solution. What is clear is that the SAP contract express requires the customer to provide the LAW data as part of the audit process. In most cases, if the company is unable to provide this data themselves, they will permit SAP to tap into their SAP systems to collect the data. We do not at all disagree with the fact that LAW is used to help monitor compliance. If the firm has user out of compliance, SAP will detect this and come up with a renegotiated set of fees for the company to bring itself back in compliance with its contract. The LAW tool does NOT, however, provide data for the purpose of optimizing the number of named SAP users, optimizing the access and used of engines in a deployment, or optimizing the roles and license types assigned to users. LAW is classified as an audit compliance tool and it serves that exact purpose. The data that is collected and painstakingly merged is used by SAP s internal audit team to determine the enterprise s compliance with their existing contracts and the best strategy moving forward to optimize additional revenue from the customer. More than half of SAP s annual revenue and more than 75% of its profits come from its installed base of customers and their annual maintenance fees related to their contracts. SAP, not unlike any other software vendors has a clear purpose for the audit data provided by LAW.
4 How does a Software Asset Management/License Optimization differ? Page 4 SAP Software Asset Management /License Optimization with the Dynamic Licensing Suite Enterprise Cost Control Audit Data for Software Vendor License Type Compliance Named User Consolidation Across Systems Indirect Access Compliance Detailed Identification of Unused Licenses Detailed Identification of Inactive/Obsolete Users Detailed Identification of Duplicate Users User Specific License Type Optimization Early Warning of Indrect Access Violations Audience for Data Collected Purpose of Data Collection SAP Software Asset Management (SAM) and Software License Optimization (SLO) have a much different objective than SAP s License Administration workbench. The foundational elements underpinning Software Asset Management (SAM) and Software Asset Management are (a) gaining a detailed and comprehensive understanding of the current baseline inventory of license provisioned, and (b) reducing future purchasing costs and ongoing maintenance costs for SAP by optimizing the number of users, the access and usage of engines, the specific user license types used and the potential indirect access charges across the enterprise. SAP Software Asset Management and Software License Optimization have additional downstream benefits for the enterprise including: Improve audit readiness through pre audit and data transparency Reduce related license such as Oracle or Microsoft when unused/redundant licenses are detected Better control server costs by reducing extra/superfluous test servers through inventory control Reclamation/recycling of SAP licenses to reduce future purchasing requirements Isolate usage and cost by user/department for more accurate internal cost accounting Improve negotiations with SAP by having clear, disambiguous user, engine and usage data. The SAP user and usage data collected by the Dynamic Licensing Suite from Intelligent Licensing is substantially more comprehensive than the systems measurement data used by SAP s LAW tool and can provide a substantially more clear picture of what usage is really happening across the enterprise. SAP Software Optimization software such as the Dynamic Licensing Suite from Intelligent Licensing move well beyond providing data for SAP to perform an audit. They provide for three distinct capabilities the collection and aggregation of user, engine and usage detailed data, analysis capability to isolate and determine probably user and usage optimization as well as potential areas of indirect access compliance
5 issues, and administrative capability to actually retire/recycle SAP licenses, modify SAP user license type, and assure compliance with existing license types. Page 5 Collect user, usage & engine data Develop an inventory baseline Collect logon history Make detailed and summary baseline data available Detect obsolete and erroneous licenses Detect unintended duplicates Determine most optimal and compliant user license type for each user Detect possible indirect access violations and specific causes Review change recommendations that have been queued Approve changes and DLS enacts changes to SAP User Master Data retire/recycle SAP licenses as appropriate Identify indirect access violation issues and address Obsolete or Erroneous Users SAP License Optimization software will provide various analyses to attempt to isolate and detect named SAP users that are potentially obsolete, duplicate or wrongly assigned. The License Administration Workbench (LAW) does NOT provide a way to distinguish between a named user that logged into the system last week or two years ago, and is only focused on gathering (not analyzing or optimizing) auditrelated data for future billing.. SAP License Optimization software will review the Last Login Database and can generate a list of all users that, for example, have not logged into the system for the past year. It can go further, and queue in an automated change to the SAP Master Data to expire these SAP users so(a) these licenses can be recycled, and (b) the enterprise are not mandated to buy additional licenses even when it has thousands of licenses that are no longer valid. Reducing or eliminating obsolete users can benefit an enterprise in many ways: Risk and Control. Obsolete and erroneous licenses can expose an enterprise to unnecessary risk. Licenses that may have been assigned to former employees or hired contractors working on SAP development and no longer used can expose the enterprise to unauthorized access to the system. Ongoing Yearly Costs. Enterprise maintenance for SAP licenses consumes 22% of the purchase price of the software every year. Paying maintenance on tens of thousands of unused licenses is tremendously costly and wasteful. It s money that could be used more productively elsewhere.
6 New Procurement Costs. Negotiating a steep discount on 5,000 SAP professional user licenses may be a well intentioned but misguided effort if an enterprise has 15,000 user licenses that should be retired and recycled. Enterprises can potentially save significant amounts of forward spending by more efficiently using the licenses they have already purchased. Page 6 Duplicate Users SAP s LAW software can consolidate licenses across multiple SAP systems into a consolidated view based on the logon name and a number of other fields. By default, it aggregates user licenses by the logon name. LAW does this for audit purposes and does NOT provide any detailed information or analysis to isolate, detect or correct unintended duplicate users in the system. Duplicate users involve one actual user having more than one unique named SAP user login. There can be a very valid set of reasons why a user may be assigned multiple SAP licenses, but in many cases this was not the original intent. A simple example is if a woman changes her last name after marriage and is assigned a new SAP login name. Care must be taken to consolidate these two user names into one, by ultimately retiring the original one. Analysis capability found in SAP Software Optimization tools like the Dynamic Licensing Suite can attempt to identify prospective duplicate named users by looking at various patterns. One example is where an address is assigned to several Named SAP Users. Given the address generally signifies a unique person; this could be a candidate for a duplicate. In some cases multiple Named User licenses can be assigned to the same first and last name, albeit perhaps the login names are in different sequence (first, last or last, first). Duplicate users, like obsolete users, absorb an assigned SAP license, and if left unchecked, will eventually be part of the reason why additional SAP procurement of licenses must occur. As procurement of new licenses occur, costs increase not only for the procurement, but also for the annual maintenance. Optimizing SAP License Type for each user SAP s LAW software collects and provides usage audit data to attempt to identify users that are exceeding the capabilities of their assigned license types. By identifying this information through an SAP Audit, SAP is able to suggest an upgrade of the license type, causing a true up in costs for compliance. That is the well known role for compliance. While the Dynamic Licensing Suite can measure license type compliance accurately, it s complementary role is to also identify those users that have a license type well in excess of the actual needs of the user based on a long collection of actual usage history.
7 Page 7 SAP user license types can be set in a number of ways. First, the SAP administrator can assign a license type based on their understanding of future work activity and access to functionality and data. This is not atypical. Secondly, the SAP Administrator can assign Roles to a user, which in turn set the license type for the user. Neither of the two techniques above look back at actual usage to determine the optimal license type. There are over 100 license types, with the difference in costs for purchase and for annual maintenance almost 30 fold between the least expensive SAP license type and the most expensive. By properly fitting the SAP license type to each user periodically throughout the year based on actual historic behavior of perhaps the past 9 12 months, the enterprise can assure compliance for their upcoming SAP audit and cost optimization. Indirect Access Compliance Indirect Access to SAP data through bespoke applications developed within enterprises as well as third party applications such as Salesforce.com are part of the modern enterprise. Each user accessing data through SAP must have a valid SAP license or an indirect access license. SAP s LAW tool today captures usage data and this usage data is analyzed by the SAP Audit team to determine if there is potentially indirect access activity occurring, and if the enterprise is properly licensed for such activity. In most cases, the enterprise is not, and SAP will push for additional indirect license purchases which can add up to a meaningful number. The Dynamic Licensing Suite collects all of the same usage data, and also looks to isolate potential indirect access violations. The difference is that (a) the enterprise can determine the exact source of the indirect access violation, and (b) be aware of it in advance of SAP and correct it ahead of the audit.
8 Conclusion Page 8 There are fundamental and stark differences between a vendor audit tool such as the License Administration Workbench (LAW) tool from SAP and SAP Software Asset Management/License Optimization solutions such as the Dynamic Licensing Suite. Trying to compare the two is analogous to comparing apples to oranges. Key decision makers in organizations that are charged with gaining control over IT spending should take note of this distinction when they are assured that all is under control with the SAP deployment, as they have the LAW tool. The LAW tool is provided by SAP and is intended to collect and provide mandatory audit data back to SAP. Using LAW or providing SAP access to your systems to gather the LAW data is mandated in almost all SAP license contracts. It is not a proactive optimization solution that provides company management with transparency, insights and cost reduction analysis. Using advanced Software License Optimization (SLO) solutions such as the Dynamic Licensing Suite from Intelligent Licensing before an SAP audit can provide a much more comprehensive understanding of actual SAP software requirements, costs and cost savings through transparency and analysis.
9 About the Author Page 9 Brian E. Skiba is a co founder and CEO of Intelligent Licensing Corporation. He has been involved in the software industry for more than 35 years beginning with the founding of his first software company in his early 20s. Mr. Skiba was also a top ranked Wall Street equity research analyst for a decade covering the enterprise software industry. Over the past two decades, he has authored more than three dozen strategic white papers covering a wide range of contemporary IT industry topics. Mr. Skiba holds a BSBA from Boston University and an MBA from The Amos Tuck School at Dartmouth College. He currently resides in Silicon Valley About Intelligent Licensing Intelligent Licensing is a leading provider of SAP Software Asset (SAM) and License Management Software. The company s mission is helping large global enterprises generate the highest strategic and financial value from their SAP software licensing commitments and by support best practices in Software Asset Management (SAM). Over the past several years, the principals of Intelligent Licensing have worked with more than 40 enterprises, helping them achieve a high level of transparency with their SAP systems. Intelligent Licensing, through its partner network, help clients better understand what SAP licenses have been procured, deployed and used and how that maps out against their expectations. Intelligent Licensing is the developer of the Dynamic Licensing Suite, a powerful SAP certified analytical set of tools used to help assess, analyze, refine and optimize named direct/indirect SAP users, engine and portals. Intelligent Licensing serves the Americas and Asia from its San Francisco office, serves Germany from its Hamburg office, and the rest of Europe through its office in Zurich, Switzerland Intelligent Licensing. All rights reserved. Intelligent Licensing, Dynamic License Suite, Dynamic Data Capture, Dynamic Usage Optimizer, Dynamic Billing Controller and the Intelligent Licensing logo are trademarks or service marks of Intelligent Licensing, Inc in the United States and other countries..sap is a registered trademark of SAP AG in Germany and in several other countries. Intelligent Licensing GmbH Hans Henny Jahnn Weg Hamburg, Germany Intelligent Licensing Corp 2121 N California Blvd Suite 290 Walnut Creek, CA 94596
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