This is how you can license Digital Access

There are solutions to reduce the risks of switching to the SAP Digital Access model. Written by Gábor Hédai (IPR-Insights).

In the previous part of this series, we looked at the financial incentives for switching to the Digital Access model. We have also discussed some of the risks of changing the model. As these can arise in a variety of cases and forms, they can be daunting for decision-makers. These are listed, together with possible solutions.

One such possibility is the failure to consider the licensing of digital documents. This could lead to an explosion of costs in the short term, as the license fees resulting from such omissions will have to be paid at list prices. It should be borne in mind that SAP may also be able to claim back maintenance fees for maintenance losses.

Dual and triple licensing is potentially and continuously present, we used to say, because not only Technical Users but also Named Users create chargeable documents. And if this is not transparent, we are funding an activity two or three times without realizing it.

It is important to stress that from a Digital Access perspective; non-SAP applications are also relevant. They can also be indirect uses as defined by SAP. The documents generated in this way are subject to a fee, even if they are created by a Named User.

Tangible solutions to reduce risks and costs

What can you do to make the right choice between user-based or document-based licensing? First and foremost, now opting out is no longer an option! The opportunity to save SAP license costs is only available until the end of 2021!

In order to be able to make a responsible decision, we need to carry out a survey, the first step of which is to examine the priority documents (unfortunately, this can only be done with a measurement tool). The data collected must first be identified and grouped, then analyzed and interpreted.

In the evaluation, great emphasis should be placed on the processes and the data generated and used in them. Time and attention should not be spared in the assessment and evaluation process, for example by skipping a step. If anything is overlooked, it will distort the financial calculations of the final pre-decision study.

Consider the migration as a way to replace unnecessary Named User licenses. And look at DAAP (Digital Access Adoption Program) as a non-refundable option to facilitate the switchover and retroactively exempt you from maintenance fees!

As the assessment (and all SAP assessments in general) is complex, I would advise those involved to seek independent SAP licensing experts for consultation, if possible.

Tangible tools to reduce risks and costs

As with all licensing, there is one important point to keep in mind when it comes to SAP: buy only as many and exactly as many licenses as you need. Anything else is expensive. If you pay for less than you use, it costs a lot in an audit; if you pay for more than you use, it is money continually wasted.

This simple cannot be done with a traditional manual approach or spreadsheet-based accounting, only with dedicated SAM (Software Asset Manager) software. There is no substantial difference in functionality between the measurement tools available on the market. Whether you choose Snow License Manager, Flexera’s FlexNet Manager Suite, BMC’s Remedy or Lansweeper, you will have approximately the same options. However, Gartner’s customer scorecard also shows that advanced capabilities weigh heavily.

VOQUZ Labs’ SAM application, samQ (which, by the way, was rated five stars by Gartner PeerInsights), is ahead in this field because it is designed exclusively for SAP usage measurement. This makes it easy to identify risk and quantify costs, and even to analyse potential savings. And most importantly in this case, it supports you in choosing the ideal financial option for your DAAP programme.

Summary

It is increasingly important to determine whether our SAP usage is linked to third-party systems and interfaces that SAP may consider as Indirect Access. Such a survey will provide a custom tailored analysis, resulting in the identification of an optimal, cost-effective option, while ensuring legitimate use and reducing audit risk.

An Indirect Access review also provides a more comprehensive assessment of the risks associated with Indirect Access. By quantifying these risks, an optimal decision can be made on how to manage them, and at the same time align SAP licensing management with corporate strategy.