SAP Audit Tools and Resources
- SAP GRC Audit Management: Manage audit planning and execution.
- SAP Audit Log Viewer: Review user activities and system changes.
- SAP Solution Manager: Monitor and analyze system performance.
- SAP Data Analyzer: Spot irregularities in transactional data.
- Custom ABAP Reports: Tailored reports for audit-specific needs.
SAP Audit Tools and Resources: Everything You Need to Know
SAP software is a crucial part of IT infrastructure for many organizations, but managing SAP licenses can be a real challenge. An SAP audit can seem daunting, but it’s a routine process that helps customers and SAP ensure compliance.
If you’re prepared, an audit can be managed efficiently, avoiding surprises and unnecessary costs.
This guide explores SAP audit tools and resources in depth. It provides clear insights on how to prepare, which tools can help, and strategies for ensuring readiness for an SAP audit.
1. What are SAP Licensing and Audits
SAP licensing is notoriously complex. Depending on the license type and usage, your costs could vary significantly. SAP audits verify that your actual usage aligns with your contractual agreements.
Key Elements of SAP Licensing
- Named User Licenses: This license type is assigned to system users. Users are classified by roles (e.g., Professional, Limited Professional).
- Package Licenses: These licenses are based on metrics like revenue, the number of documents processed, or even the number of employees.
- Indirect Access: This is one of the trickiest parts—if data from SAP is accessed indirectly through a third-party system, it still requires licensing.
Understanding these elements can help you identify potential areas of non-compliance before an audit begins.
2. The SAP Audit Process
SAP audits typically happen annually or according to the terms of your contract. They generally consist of the following steps:
- Notification: SAP will notify you about an upcoming audit.
- Data Collection: You’ll need to provide system measurement data to SAP, which reveals how licenses are used.
- Review: SAP reviews the collected data to identify any discrepancies or areas of non-compliance.
- Remediation: If non-compliance is found, you must pay for additional licenses.
3. SAP Audit Tools You Should Know About
SAP provides several tools to help customers prepare for audits and measure their license usage. Below, we’ll dive into some of the most important ones.
3.1. License Administration Workbench (LAW)
LAW is one of the most critical tools for SAP audits. It consolidates license data from multiple systems to simplify your compliance overview.
How it works:
- LAW collects and consolidates license data from different SAP systems.
- It allows you to create an overall picture of the licenses you own and how they’re being used.
Benefits:
- Helps centralize license tracking.
- Simplifies preparing for an audit.
Example: Suppose you have SAP systems spread across different countries. LAW lets you gather data from all these systems into one report for easy analysis.
3.2. SAP System Measurement (USMM)
The USMM tool measures SAP license usage. It is critical during an audit to determine which licenses you actually need.
How it works:
- USMM helps identify what type of licenses are being used by users in each SAP system.
- It helps classify users correctly so that you’re not overpaying for licenses.
Benefits:
- Accurate classification of users.
- Provides detailed insight into system usage.
Example: With USMM, you can ensure that a user who needs only a basic license isn’t mistakenly classified as a professional user, which costs more.
3.3. SAP Solution Manager
SAP Solution Manager helps you effectively manage, support, and monitor your SAP systems. It also plays a role in auditing because it can provide insights into how different modules are used.
How it works:
- It provides details about using different SAP modules, helping identify which licenses are required.
- Offers real-time monitoring, which helps identify usage discrepancies that could lead to audit issues.
Benefits:
- Identifies underutilized or overused modules.
- Offers proactive monitoring to avoid surprises during an audit.
Example: Suppose an SAP module you thought was critical is barely used. SAP Solution Manager will identify this, enabling you to reduce unnecessary license costs.
4. Preparing for an SAP Audit: Strategies and Best Practices
4.1. Perform Regular Self-Audits
Conduct your own periodic audits, which are critical for staying ready for an audit. Tools like LAW and USMM are critical for this.
Steps to Self-Audit:
- Consolidate Data: Use LAW to gather data from all systems.
- Measure Users: Run USMM to classify users correctly.
- Check Indirect Access: Verify how external systems interact with SAP to ensure you’re compliant.
4.2. Monitor Indirect Access
Indirect access is often a pain point for companies during SAP audits, as it’s not always obvious when it occurs.
Best Practices:
- Document Integrations: Keep track of all third-party systems that access SAP data.
- Review Licensing Rules: SAP has recently changed indirect access policies. Ensure you’re aligned with the latest rules.
4.3. Use Tools Like SLAW2
SLAW2 is an updated version of the LAW tool that offers improved features for managing licenses across multiple systems. It also adds enhanced capabilities for data consolidation and analysis, making it ideal for self-auditing.
Benefits:
- Easier data consolidation.
- Detailed reports that help you prepare better for SAP’s audit.
4.4. Identify and Eliminate Dormant Users
Dormant users can significantly impact your SAP license costs. Regularly identify and remove inactive users to prevent over-licensing.
Steps to Follow:
- Run regular checks for user activity.
- Use USMM to classify users appropriately, removing or deactivating dormant users.
Example: Suppose an employee leaves the company, but their user license remains active. That license is being paid for without providing value.
5. Resources to Help You Navigate SAP Audits
Apart from SAP’s tools, several additional resources can assist you.
5.1. Third-Party License Management Tools
Various third-party tools provide deeper insights into SAP usage and often come with features beyond what SAP offers.
- Snow Software: Offers comprehensive SAP license management, covering user classification and indirect access analysis.
- Flexera: Flexera’s platform helps you identify over-licensing and areas for cost reduction.
5.2. SAP Audit Services by Consulting Firms
Hiring experts who specialize in SAP licensing can be an effective way to prepare for audits. These professionals thoroughly understand SAP’s auditing practices and can help mitigate risks.
Key Services Provided:
- Pre-Audit Assessments: Experts help identify compliance gaps before the official audit.
- License Optimization: Consulting firms can help you adjust license types to save costs.
Example: If your company heavily uses indirect access, a consulting firm might advise moving to a flat rate that SAP now offers for indirect/digital access, potentially saving significant costs.
5.3. SAP Online Resources
- SAP Help Portal: Offers detailed documentation using tools like LAW, USMM, and Solution Manager.
- SAP Community: The SAP Community is full of experts who share insights and practical advice on managing audits effectively.
6. Key Audit Traps to Avoid
6.1. Misclassification of Users
Misclassifying users is one of the most common issues. For example, giving users a Professional license when they only need a Limited Professional license can lead to inflated costs.
Best Practice: Use USMM regularly to ensure users are classified correctly.
6.2. Overlooking Indirect Usage
Indirect access often trips companies up. For instance, every CRM user may need a license if a third-party CRM pulls data from SAP. Not accounting for this can lead to non-compliance.
Solution: Regularly review all third-party integrations.
6.3. Not Preparing for Growth
SAP audits look at current and future usage. If your business expands, you must ensure that your licenses accommodate future growth.
Action Plan: Include growth scenarios in your licensing strategy so you’re not unprepared.
7. Negotiating with SAP After an Audit
You might need to negotiate with SAP if an audit results in unexpected license requirements. Being prepared can significantly affect the outcome.
7.1. Review SAP’s Findings
Before agreeing to SAP’s findings, verify every detail.
Steps to Take:
- Cross-check User Data: Ensure users are correctly classified.
- Review Module Usage: Use SAP Solution Manager to validate the usage of different modules.
7.2. Present Your Case
If you believe there are discrepancies in the audit findings, present your case.
Tips for Negotiating:
- Data-Backed Arguments: Use data from LAW, USMM, and third-party tools to support your argument.
- Highlight Previous Compliance: Demonstrating a compliance history can work in your favor.
FAQ: SAP Audit Tools and Resources
What is SAP GRC Audit Management?
SAP GRC Audit Management helps organize, document, and execute audits. It also allows auditors to analyze findings and track issues efficiently.
How does the SAP Audit Log Viewer work?
The Audit Log Viewer tracks system activities, such as user logins, transactions, and changes to critical settings, aiding compliance and security checks.
What role does the SAP Solution Manager play in audits?
SAP Solution Manager provides tools to monitor system health, track performance issues, and validate proper audit configuration.
Can SAP identify data irregularities?
Yes, tools like SAP Data Analyzer can detect abnormal data patterns, helping uncover fraud or compliance issues.
How can custom ABAP reports assist audits?
Custom ABAP reports focus on audit requirements by generating data tailored to specific audit queries, such as user access reviews or financial controls.
What is an SAP audit trail?
The audit trail records all system transactions and user activities, ensuring traceability and accountability during audits.
How often should SAP audits be conducted?
Best practice recommends quarterly or biannual audits, but the frequency depends on industry regulations and company policies.
What areas should be audited in SAP?
To ensure compliance and operational security, focus on access controls, segregation of duties, system changes, and transactional data integrity.
Are automated tools in SAP sufficient for audits?
Automated tools simplify audit tasks but should complement manual reviews to ensure thorough assessments.
How do auditors access SAP systems securely?
Auditors typically use temporary, restricted roles with minimal access required for the audit process.
Can SAP help with regulatory compliance audits?
Yes, SAP provides tools to generate compliance reports and manage documentation required for regulatory reviews.
What are common challenges in SAP audits?
Challenges include complex configurations, data volume, lack of standardization, and insufficient user training on audit tools.
How is user access reviewed in SAP audits?
User access reviews ensure that only authorized users can access critical data and transactions, preventing security breaches.
What training is available for SAP audit tools?
SAP offers online resources, training sessions, and documentation to help users understand audit tools and processes.
How do I prepare for an SAP audit?
Start by reviewing user access, system configurations, and previous audit reports. Use SAP tools to pre-assess compliance.
