SAP License Audit
- Definition: A formal review process by SAP.
- Purpose: Ensures customer compliance with SAP license agreements.
- Process:
- Customers run SAP audit tools.
- Submit data to SAP.
- SAP reviews data for license gaps.
- Charges for additional licenses if needed.
- Conducted By: Global License Auditing and Compliance (GLAC) team.
SAP license audits are a critical process for organizations using SAP products, ensuring compliance with licensing agreements and optimizing software usage. This article provides an in-depth look at SAP license audits, including their purpose, who conducts them, the types of audits, and how to prepare for them.
What is an SAP License Audit?
An SAP license audit is a formal process where SAP reviews its customers’ use of SAP products to ensure compliance with their licensing agreements. Customers must run standard SAP audit tools and submit the data to SAP for review. SAP then identifies any license gaps and charges for additional licenses if necessary.
Who Conducts SAP License Audits?
The Global License Auditing and Compliance (GLAC) team at SAP is responsible for conducting license audits. This team includes:
- License Auditors and Measurement Experts: Based in Ireland, China, and India, they audit customers in specific regions.
- Licensed Compliance Managers and Executives: Oversee compliance processes.
- Supplementary Audit Support (SAS) Experts: Provide on-site support to customers.
- License Audit Business Team: Located at SAP’s headquarters in Waldorf, Germany, this team manages the auditing process and develops measurement tools.
Types of SAP Audits
SAP conducts two main types of audits:
- Basic Audit
- Enhanced Audit
Basic Audit
Description: A basic audit is conducted by licensed auditors, and typically targets selected customers, such as large enterprises or those who have purchased new products or are classified as “high risk.”
Process:
- Measurement Request Email: Sent by the licensed auditor detailing the audit scope, SAP portal information, and the measurement submission deadline (4 weeks for direct customers, 12 weeks for indirect customers).
- Measurement Submission: Customers send measurement data directly from the tools to SAP or as email attachments.
- Evaluation: The auditor evaluates measurement results, verifies system landscapes, checks technical accuracy, implements SAP notes for engine measurement, and addresses measurement errors.
- Comparison and Findings: The auditor and compliance manager compare the measured figures with the customer’s license entitlement. If discrepancies are found, a Statement of Findings is provided, outlining discrepancies and applicable fees. Customers can review and dispute findings before a final invoice is issued.
Enhanced Audit
Description: An enhanced audit is more detailed and in-depth, conducted remotely and/or onsite. It may be triggered by changes in the customer’s SAP landscape, high non-compliance levels in previous audits, or customer requests for voluntary audits.
Process:
- Scope Communication: The scope is communicated to the end user initially.
- Additional Checks: Includes all basic audit checks plus additional measurements for customers previously non-compliant.
- Indirect Access Assessment: This process verifies interactions between SAP and non-SAP systems, data flow direction, and data transfer details.
- Verification and Reporting: After data verification, a report is created, and a Closure Notification Email is sent. If compliance gaps are identified, an additional purchase proposal is presented.
Preparing for an SAP License Audit
Proper preparation can help ensure a smooth audit process and minimize potential compliance issues.
Steps to Prepare
- Review SAP License Agreements and Entitlements: Understand your license agreements and ensure you are aware of your entitlements.
- Assess Current SAP Landscape and Usage Patterns: Identify how your organization uses SAP products and any potential compliance risks.
- Gather Required Documentation: Prepare all necessary documentation and information for the audit.
- Implement SAP Notes for Engine Measurement: Ensure all relevant SAP notes are implemented.
- Verify System Landscape: Check that all relevant systems (production and development) are measured.
- Address Measurement Errors: Resolve any expired users, multiple logins, late logons, and workbench development activities.
Tips for a Successful SAP License Audit
- Understand the Scope: Be clear on what the audit will cover and what data needs to be submitted.
- Timely Submission: Ensure measurement data is submitted within the given deadlines.
- Accurate Data: Verify the accuracy of submitted data to avoid discrepancies.
- Engage with SAP: Maintain open communication with SAP auditors and compliance managers.
- Review Findings: Carefully review the Statement of Findings and dispute any inaccuracies.
Expert Help for SAP License Audits
Navigating an SAP license audit can be complex. Expert assistance can help ensure compliance and optimize your licensing.
Our SAP License Audit Defense Service
We offer a comprehensive SAP license audit defense service to help organizations manage the audit process effectively.
Services Include:
- Thorough Review of SAP License Agreements: We analyze your agreements and entitlements to ensure accuracy.
- Assessment of SAP Landscape and Usage: We review your current SAP environment to identify potential compliance risks.
- Documentation Preparation: We help gather and organize all required documentation for the audit.
- Support During Audit: We guide the audit, address questions, and resolve issues.
- Post-Audit Report: We deliver a detailed report of the audit results, including recommendations for compliance and license optimization.
Conclusion
Understanding and preparing for an SAP license audit is essential for maintaining compliance and optimizing software usage.
By thoroughly reviewing your SAP license agreements, assessing your usage, and engaging with SAP auditors, you can navigate the audit process more effectively. Expert assistance can ensure you are fully prepared and compliant, minimizing risks and potential costs.