Elaboration:
- Optimize User Roles and License Types:
- Review user roles:
Carefully analyze the actual needs of each SAP user and determine the most appropriate license type based on their responsibilities.
- Match roles to license types:
Assign the right license type to each user (e.g., Professional User, Employee Self-Service) to avoid overpaying for unnecessary features.
- Regularly audit:
Periodically review user roles and reclassify or reassign licenses as needed to reflect changes in user responsibilities and ensure compliance, according to Connor Consulting.
- Track and Manage License Usage:
- Usage audits:
Conduct regular audits to identify unused or underutilized licenses and optimize license allocation.
SAP License Administration Workbench (LAW):
Leverage SAP’s LAW to track and manage license usage effectively.
Indirect access:
Be aware of the changes in indirect access licensing introduced by SAP and proactively identify integrations that require these licenses.
- Negotiate and Optimize Contracts:
- Negotiate maintenance:
Don’t hesitate to negotiate maintenance contracts, especially if you have a long-term relationship with SAP.
- Explore alternative deployments:
Consider cloud deployments like SAP RISE, which can bundle infrastructure, services, and support into a single subscription, according to SAP Licensing Experts.
- Other Tips:
- Challenge for defects:
If your Systems Integrator or Outsourcing Partner manages defects, challenge them to not charge for defects they created.
- Early defect identification:
Identify defects early on, as this can reduce costs associated with fixing them.
Closing Summary
Effectively managing SAP licenses is essential to controlling costs and ensuring compliance. By aligning user roles with the appropriate license types, conducting regular usage audits, and leveraging tools like SAP’s License Administration Workbench (LAW), organizations can significantly reduce the risk of overpaying. Additionally, staying informed about indirect access requirements and optimizing license allocations can prevent unexpected expenses.
Negotiating maintenance contracts and considering modern deployment options such as SAP RISE can further enhance cost-efficiency and flexibility. Proactively managing contracts, identifying defects early, and holding service partners accountable for their work can also contribute to meaningful savings.
A strategic, ongoing approach to SAP license management not only minimizes costs but also ensures that the organization remains agile and fully aligned with its business needs.
