Correct license measurement without horror

The other day, I sat around a table with license managers from a wide variety of companies and industries. They were discussing the requirements of license measurement in an SAP landscape.

Almost everyone reported surprise demands and hectic activity before the survey. They told of numerous software attempts to overcome this challenge and avoid nasty surprises after the survey.

Then an older IT manager took the floor. He calmly reported that he had it under control. He knows all of his 300 SAP users personally and knows what they do with the software. This means that everyone has exactly the license they need, and he can also transparently demonstrate this to SAP at any time.

Costs can be calculated down to the cent! A short silence around the table. Even if it was rather an isolated case, the situation described seemed enviable to those present at first.

But doesn't this solution also have a downside? What happens after the retirement of the IT manager, who concentrates incredibly important corporate knowledge here?

There is also the question of not introducing good process support with SAP components for licensing cost reasons or filling it with third-party software variants.

But wouldn't it be a wonderful world if this situation could be transferred to complex systems? And what might that look like? At any rate, the discussants at the table parted without agreement on a silver bullet.

Recover unexpected treasures

As a long-time SAP consultant and software strategist, I know the problem all too well. It starts with the purchase of licenses. The larger the company, the more generously licenses have to be purchased.

The accuracy decreases proportionally with the amount used. This is where unimagined euro treasures lie buried. Smaller companies can still operate with one or two systems using a consistent authorization concept that is at least approximately cost-neutral.

In larger SAP landscapes with complex usage, it becomes almost impossible to base the license purchase on exact usage. Only consulting projects or software support can help here.

But the question is: What does this help have to look like so that one can use consulting or software with a clear conscience? I am not a businessman, but what has always helped was when the investment used is smaller than the savings achieved as a result.

SAP Conditions in Transition

SAP conditions are a constantly changing entity. Using consulting services for one-time inventories is mostly expensive, ineffective, and of limited shelf life.

One-time corrections in licensing only help in the short term and the next but one license measurement is sure to come. Then the same game starts all over again.

Don't get me wrong: Bringing the latest know-how into your company for a few days is definitely a good investment in the future. After all, it gives you the famous view beyond your own nose for a manageable small budget.

However, companies would be well advised to look for a permanent solution as well. After all, a complex SAP landscape with an increasing number of users can no longer be operated optimally with manpower alone. What remains is the use of software.

Again, the complexity of SAP licensing terms does not necessarily make the choice and, of course, the operation of such software any easier.

But I'm determined that it won't work without software in the future. Perhaps SAP will also focus its product attention on this point at some point, in addition to Hana and the cloud, and provide a corresponding transparent software solution. Personally, I would not hope for that in the near future.

But that's not really necessary: The manageable market already offers good solutions that are suitable for every size of company.

Therefore the recommendation to all license management table rounds: Just test the offered software products on the market, then the license measurement can lose its horror in the future.