License Audit and compliance

License Basic

Kai Meland, Contract Manager

Kari M. Knutsen, License Compliance Manager

SBN 2015
 Agenda

Ÿ  Software Compliance

Ÿ  License audit
Ÿ  Basics – SAP Licensing
Ÿ  Basics – SAP Named User
Ÿ  Basics - Package Licenses
Ÿ  Best Practice

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 Customer situation

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 Software Compliance

Software compliance is being able to demonstrate that you have the correct number
of licenses paid for and accounted for on your systems compared and matched to
what you have installed.

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 Intellectual property rights

To protect the intellectual property rights that is the basis for our company.

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 Software Compliance – Why and How?

n  By minimising the improper use of SAP’s software, the compliance team
within SAP protect SAP’s Intellectual Property rights
n  SAP expects to be compensated for the products that customers use
n  We do this by performing periodic measurements of usage at our customer
base
n  We perform on-site audits
n  We go through the contracts with partners and end customers
n  We believe our customers do not want to be out of compliance
n  Our goal is to manage compliance risk
n  Fairness, trust and partnership approach are core principles

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 License Audit Process
Steps overview & key
elements

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 License Audit Process Steps

n  Responsible persons for measurement identified

Overall
Preparation n  System measurement plan is correct (systems relevant for the audit)

Measurement n  Measurement parameters verified in each system (system status, relevant clients, …)
preparation n  Obsolete users excluded & user classification correct
(in each system)

Generate n  Measurement results available

measurement n  Alerts from plausibility checks resolved or explained
results by system

n  Users are grouped (identical users identified across different systems)
Combine results
of all systems n  Users are consolidated (final user classification if one user has different user types)

n  Consolidated measurement results verified and transferred online to SAP

Finalize the
measurement n  Additional information on non-system based metrics provided

n  Verify specific topics (i.e. via a remote connection, run special reports, …) if applicable
Follow-up n  Discuss license audit results

We have well-defined processes and approaches that we follow. We strive for consistency and
we take customers through the processes and explain why we do what we do
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 Verification of specific topics

Some typical topics that might require a follow-up analysis

n  Verification of unlicensed indirect system access
–  E.g. indirect access of SAP application data from end-customer in the Utilities industry
n  High numbers of multiple log-ons
n  High number of Test-Users in productive systems
n  High numbers of deleted users
n  Spot checks on user classifications
n  …

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 Challanges for customers;

Customers do often not know:

•  What software asset they have

•  Where they are located

•  How they are configured

•  How SW is used

•  Who SW are used by

New innovations (virtualization, open source, multicore, SaaS, Cloud computing)

Several vendores, several contracts, use of none standard agreements

Lack of understanding of license entitlements

Lack of standards, software sold under many models (many metrics)

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 SAP Licensing
Perpetual Licensing

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 SAP Licensing
SAP Dual Licensing Modell

SAP Software SAP Named User

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 Basics – SAP Named User
SAP Golden Rule

Any individuals that Use* the Software, including employees or agents of

Subsidiaries or Business Partners, must be licensed as SAP Named Users.

*Use is defined in the customer’s End User License Agreement (EULA / GTC):
"Use" means to activate the processing capabilities of the Software, load, execute,
access, employ the Software, or display information resulting from such capabilities.

Licensee must hold the required SAP Named User for any individuals that Use the
Software, including employees or agents of Affiliates and Business Partners. Use
may occur by way of an interface delivered with or as a part of the Software, a
Licensee or third-party interface, or another intermediary system

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 Basics – SAP Named User Hierarchy

SAP Professional User: *Includes the Rights of Special Users &

Employee User

SAP Project User, SAP Logistic User, SAP Ind.Port. User,

SAP Retail User, SAP Worker User, SAP Healthcare User:
*Includes the Rights of an SAP Employee User

SAP Manager Self Service User: *Includes the Rights

of an SAP Employee User

SAP Employee User: *Includes the Rights of the ESS,

Learning, & Recruiting Users

SAP Employee Self Service User:

Note: SAP Limited Professional is no longer available. This can only be licensed to existing customers as “more of the same”.

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 Basics – SAP Named User
SAP Developer Named User

•  SAP Application Developer User is a Named User authorized to access the development
tools provided with the licensed Software for the purpose of making Modifications and/or
Add-ons to the licensed Software and also includes the rights granted under the SAP
NetWeaver Developer User and SAP Application Employee User.

•  What are the rights of a Developer User?

•  authorized to access the development tools provided with the licensed Software for the purpose of
making Modifications and/or Add-ons to the licensed Software and also includes the rights granted
under the SAP NetWeaver Developer User and SAP Application Employee User.

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 Basic - Package Licenses

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 Basic - Package Licenses
Metrics

The price of a package license is based on key business metrics that reflect your
use of the licensed software and its required capacity, such as;

•  Numbers of orders processed

•  Employees

•  Cores

•  Revenue

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 SAP Cloud

(on-premise) Private Cloud (managed) Public Cloud

Managed-Cloud-as-a-Service Platform-as-a-Service Software-as-a-Service

Customer Systems SAP HANA Enterprise Cloud SAP HANA Cloud Platform

Build Extend Run

applications
SAP Business Suite
Custom infrastructure and SAP Business Warehouse
maintenance

Any
DB
SAP HANA

SAP Cloud Strategy Video

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 Extension Policy

•  On Premise Extension

•  Cloud Extension

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 Best Practice

•  Understand your contracts

•  Quantities, Metrics, User Rights, Terms and Conditions (standard and non standard)

•  When entering a new contract – make sure the contract is aligned to what you
already have.

Ask SAP or your partner for license guidance!

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Thank You!