Measuring Digital Access in SAP
- Track Indirect Access Usage: Monitor system-to-system interactions.
- Evaluate Transaction Volumes: Analyze data exchanges across applications.
- Use Audit Logs: Track digital touchpoints for accurate measurement.
- Implement Tracking Tools: Utilize SAP tools to identify access patterns.
- Align License Models: Ensure digital access compliance with user needs.
Measuring Digital Access in SAP
SAP’s licensing approach underwent a major transformation in 2018 when the concept of Digital Access was introduced. This change involved licensing indirect access to the SAP system based on document creation rather than user counts.
For many organizations, understanding how to measure Digital Access is key to staying compliant and managing costs effectively.
This guide aims to provide you with everything you need to know about measuring Digital Access in SAP, from document types to tools and challenges.
Digital Access in SAP
The shift from user-based licensing to a model centered around documents generated by indirect access might feel complex. However, breaking it down step-by-step helps make it manageable.
Digital Access in SAP means focusing on the outcome-based licensing model, where the creation of certain types of documents drives the licensing cost.
It counts the documents processed within SAP’s digital core due to indirect access rather than the individuals accessing the system. This change impacts how organizations manage their licensing and usage costs.
SAP tracks nine document types under Digital Access. Each represents a business transaction often created by third-party systems that interact with SAP indirectly.
Understanding these document types, how they’re measured, and how each type affects costs is critical.
Key Document Types and How They Are Measured
When discussing SAP’s Digital Access, the focus is on nine key document types. Each document type represents a different business process, and their licensing costs are calculated with a specific multiplier.
Here’s a breakdown of some of the main document types and how they contribute to your Digital Access licensing:
- Time Management Documents have a 1x multiplier, meaning each document counts as one unit toward your licensing requirement.
- Material Documents: These carry a 0.2x multiplier per line item, reducing the licensing cost compared to a full unit per document.
- Financial Documents: These have a 0.2x multiplier per line item, focusing on each entry rather than the whole document.
It’s important to note that only newly generated documents count toward licensing. Updates, modifications, or deletions of documents are not included, meaning your licensing cost is based on new document creation alone.
However, SAP does not define a timeframe between document creation and modifications, which can add a layer of uncertainty.
Tools for Measuring Digital Access
SAP provides two main tools to help organizations effectively measure their Digital Access: the Estimation Tool and the Passport Tool.
Understanding how these tools work can help organizations accurately track their digital footprint and comply with SAP licensing requirements.
1. The Estimation Tool
The Estimation Tool allows companies to evaluate the volume of documents they generate and estimate the required digital access. This tool can be particularly helpful for organizations planning their SAP licensing costs.
- It works across multiple SAP versions, making it accessible for many systems.
- It’s optional but highly recommended for an accurate picture of your licensing needs.
- It’s available for SAP ECC systems through SAP Note 2992090.
The Estimation Tool also provides insights into the types of documents being generated, helping organizations better understand which areas contribute the most to licensing costs.
For instance, companies that heavily utilize Time Management features may see higher document counts, and this tool helps pinpoint those contributors. It allows for proactive planning by giving a detailed analysis of document volumes.
2. The Passport Tool
SAP’s Passport Tool is a more comprehensive measurement solution that accurately tracks document creation due to indirect access.
- It automatically tracks outbound calls from SAP applications.
- Supports multiple technologies, including ABAP, NetWeaver Java, and HANA.
- Differentiates between documents created by SAP and those created by non-SAP systems.
The Passport Tool benefits those who need a dynamic overview of document flow and indirect access points in real-time. Unlike manual checks or static reports, it continuously monitors activity, providing a near real-time view of system access and document generation.
This allows organizations to detect potential issues early, such as sudden spikes in document generation, which might indicate improper or unauthorized use of the SAP system.
Challenges in Measuring Digital Access
Measuring Digital Access is challenging. From data collection to navigating the complexity of document types, several obstacles can impact organizations’ ability to measure their usage accurately.
Data Collection Complexities
The traditional tools, such as License Administration Workbench (LAW) and USMM transaction, used to track SAP usage have several limitations when it comes to measuring Digital Access:
- These tools can incorrectly aggregate named users, resulting in inaccurate user counts.
- A significant amount of manual work is involved, especially in large organizations.
- Due to multiple interfaces and systems, larger businesses can experience increased complexity, making it difficult to ensure correct data tracking.
The manual workload associated with data collection is particularly cumbersome when organizations have various integrations. Identifying which systems generate documents through indirect access can be a herculean task in larger environments.
Manual reviews, checks, and adjustments are often needed, increasing the risk of errors and the cost of the entire process. Additionally, tracking usage patterns over time becomes challenging, as it requires ongoing maintenance of data logs and careful interpretation of the data.
Digital Access-Specific Challenges
- Identifying reliable data sources for tracking documents is not straightforward, as indirect access often involves multiple systems and third-party integrations.
- Organizations must review historical data and estimate future usage to accurately predict potential licensing costs.
- The process involves calculating weighted line items, where each document type has a different impact, complicating calculations.
Data sources for indirect document creation often involve internal SAP modules and external, third-party systems.
These integrations can involve proprietary software, middleware platforms, or bespoke applications that do not natively communicate with SAP’s measurement tools, making data consistency a key challenge.
Moreover, historical data is often incomplete, requiring extrapolation and estimation techniques that may not yield an accurate picture. With direct financial implications, this can result in either underestimating or overestimating licensing needs.
SAP’s Digital Access Evaluation Service
To help organizations navigate these challenges, SAP offers a Digital Access Evaluation Service through its Global Adoption Insights & License Compliance (GLAC) team. This service provides a free initial document count, which can help organizations understand their baseline and decide whether to adopt Digital Access licensing.
- It offers a basis for Digital Access Adoption Program (DAAP) decisions.
- Supports evaluating whether Digital Access licensing suits the organization’s specific needs.
The evaluation service from GLAC involves counting existing documents and analyzing what drives their creation. This can include identifying third-party systems, custom applications, and other external factors impacting your licensing footprint.
Additionally, the evaluation provides insights into usage trends, helping organizations decide if a move to Digital Access would be more cost-effective than traditional user-based licensing models.
Best Practices for Measuring Digital Access
Given the complexities of SAP’s Digital Access, implementing a few best practices can make the measurement process easier and more accurate.
1. Document Tracking
- Maintain detailed and comprehensive records of document generation.
- Differentiate between direct access (created by direct interaction with SAP) and indirect access (generated via third-party systems).
- Monitor the patterns of document creation over time, which helps identify any anomalies and plan ahead.
A clear separation between direct and indirect access points is crucial. This allows organizations to account for only relevant documents when licensing digital access.
Direct access is usually more straightforward, whereas indirect access involves a chain of systems, middleware, and applications, making it challenging to accurately track and attribute document creation.
2. Risk Assessment
A good risk assessment can prevent unexpected costs:
- Conduct a critical analysis of all interfaces to identify potential sources of indirect access.
- Compare year-over-year results to understand growth trends and the corresponding impact on licensing.
- Perform best-case and worst-case scenario calculations to evaluate potential licensing outcomes, helping in budget planning.
Risk assessments should include interface analysis, which examines each point of interaction between SAP and other systems. Interfaces with third-party logistics software, CRM platforms, or procurement tools can be common sources of indirect document creation.
Knowing which interfaces are most active will help identify where to focus monitoring efforts. Year-over-year comparisons can also highlight seasonal spikes or new business activities that may require licensing adjustments.
Commercial Considerations
SAP offers a Digital Access Adoption Program (DAAP), a valuable option for organizations seeking to proactively manage their digital licensing costs.
- The DAAP offers a 90% discount on Digital Access licenses, providing significant savings for those ready to decide early.
- Organizations can license 115% of their estimated current usage, with charges applicable only for future growth. Thus, they can have breathing room for growth without immediate cost increases.
- The program also provides flexibility in choosing measurement options, which can simplify the process of adapting to SAP’s Digital Access model.
A major commercial advantage of DAAP is its upfront clarity in terms of pricing and future commitments.
The 115% allowance provides organizations with a buffer for unexpected growth, which is particularly important for those undergoing digital transformation or expanding into new markets.
By locking in rates and planning for growth, organizations can avoid the sticker shock that can sometimes accompany unexpected surges in usage.
Future-Proofing Your Measurement Strategy
Digital Access is not a one-time setup. Organizations must continuously adapt and review their approach to ensure ongoing compliance and effective cost management.
- Regular Monitoring: Implement systems to monitor document creation and track indirect access points regularly.
- Detailed Documentation: To stay on top of your licensing requirements, keep updated, detailed documentation of all your SAP systems and the points of indirect access.
- Review and Adjust: Regularly review your measurement processes and adjust as needed to accommodate new business activities or changes in third-party integrations.
An effective strategy for future-proofing involves setting up a dedicated team or task force responsible for SAP licensing and Digital Access monitoring.
This team should work with IT, finance, and business units to ensure all access points are correctly documented and monitored. A cross-functional approach ensures that all departments are aligned with SAP compliance requirements, reducing the likelihood of surprises.
Another aspect of future-proofing is investing in automation tools for monitoring. Organizations can reduce manual effort and improve accuracy by using automation to track document creation and analyze data.
Automated alerts can be set up to flag any unusual document creation activity, allowing quick responses to prevent non-compliance.
FAQ: Measuring Digital Access in SAP
What is digital access in SAP?
Digital access in SAP refers to how external applications interact with SAP systems, creating indirect usage that must be tracked for licensing compliance.
How can businesses track indirect access?
Businesses can use SAP tools like Digital Access Evaluation Services (DAES) or third-party solutions to monitor and quantify indirect access.
Why is it important to measure digital access?
Measuring digital access ensures compliance with SAP’s licensing policies and avoids overpaying for underestimated or miscalculated usage.
What tools help track digital access?
SAP provides tools like DAES and audit logs, while third-party monitoring tools offer additional insights for tracking indirect interactions.
How does SAP calculate digital access usage?
SAP measures digital access by counting the number of relevant document types generated by external interactions within the system.
Can indirect access lead to compliance risks?
Unmonitored indirect access can result in non-compliance, leading to unexpected licensing fees or penalties.
What are document-based licenses in SAP?
Document-based licenses count specific document types, such as sales orders or invoices, generated via digital access to determine licensing needs.
Is there a way to automate digital access tracking?
Yes, using tools like SAP’s DAES or automation solutions can streamline tracking processes and provide real-time data on access patterns.
What challenges do businesses face with digital access?
Challenges include identifying indirect access sources, ensuring accurate document tracking, and aligning usage with licensing agreements.
How can businesses optimize SAP digital access costs?
Regular audits, aligning roles with license models, and consolidating underused licenses can help manage costs effectively.
Does SAP offer any reports for digital access?
Yes, SAP systems provide detailed audit logs and Digital Access Evaluation reports to accurately track and measure digital access.
Can third-party systems increase digital access costs?
External systems interacting with SAP can significantly impact digital access usage, potentially increasing licensing costs.
How often should digital access be reviewed?
Reviewing digital access quarterly or during significant system or business process changes is recommended.
What is the difference between direct and digital access?
Direct access involves users interacting directly with SAP, while digital access pertains to external systems indirectly generating data within SAP.
Are there industry-specific considerations for digital access?
Industries with high automation or external integrations may have unique challenges and higher digital access needs to be addressed.
