Go into your license negotiation in a tidy manner

Organize your allocation process and ensure that licenses are allocated and billed based on usage.

You can be supported by one of the basic principles of efficient and effective actions, the so-called 5S-method. It is one of the basic methods of lean management.

In five points is made of a cleanup:

• Sorting out (Seiri)
• Order (Seiton)
• Cleanliness (Seiso)
• the establishment of standards (Seiketsu)
• a sustainable fixing of self-discipline (Shitsuke).

In terms of license valuation, this can be represented as follows:

1. Seiri - Sorting out licenses that are not needed:
   The basis for all further steps is the identification and sorting out of irrelevant elements.Against the background that licenses must be limited to active users/engines or interfaces, this is the relevant target area. Elements that do not belong to this area must be questioned and eliminated if necessary.
2. Seiton - (assign) the License based on usage:
   In addition, it must be ensured that relevant license types are assigned in a manner that corresponds to the task environment, i.e., the user's position.A reconciliation of the assigned License with the user's activity profile (e.g., evaluable on the basis of transaction calls) is the necessary consequence.
3. Seiso - Detect and eliminate exceptions:
   The permanent safeguarding ("keeping clean") of an achieved state requires timely information about deviations and exceptions. In line with current trends, your system data (user behavior, license order) must be the basis for a key figure-driven "cleanup". Manual activities are not an alternative here. Only an automated analysis that proactively informs about "uncleanliness" (e.g. exceptions) is practicable.
4. Seiketsu - Standardize procurement rules & -.process:
   To ensure that the current state is sustainable and will continue to be pursued, it makes sense to establish rules and standards.These must be defined by the Process (e.g., how and at what intervals are the key figure-driven evaluations made available) to detailed allocation guidelines (is allocation direct or indirect, i.e., via reference users or authorization roles), and implemented be
5. Shitsuke: sustainability through continuous adaptation:
   Sustainability and continuity means not only establishing the current state, but also improving it.Because one thing is obvious, if changes are not taken into account, existing and necessary licensing needs will inevitably drift apart over time.Consequently, licensing must be continuously adapted to changing internal (e.g., fluctuation, position changes) and external (including legal standards) conditions.

The advantage of the 5S-method as a basic method within the framework of a SAP–License–Audits is that the individual points do not have to be processed manually, but can receive strong automated support.

Is a timely automated usage analysis as a fixed component in the individual points implemented, this is the basis for a License Management, which is based on real requirements.

For companies in particular, this is not only a solid information base, but also an information advantage for their negotiations.

In addition to a tidy foundation, company-wide standards through repeated automated assessments ultimately lead to a sustainable License Management.

Intensive ad hoc activities prior to a AuditThe need for short-term measures that tie up excessive resources and disrupt the "normal" agenda has been eliminated.