SAP Basis Audit: Your Essential Guide to Preparation and Success

SAP systems are critical to the smooth running of many businesses. While they offer incredible automation and streamlining of processes, it’s equally important to ensure your SAP systems are being used within the bounds of your licensing agreement and in a secure manner. This is where SAP Basis audits come in.

This blog will provide you with an understanding of SAP Basis audits, how to thoroughly prepare, and what points are particularly important to focus on.

What is an SAP Basis Audit?

An SAP Basis audit is a formal examination of your SAP landscape, conducted by SAP or an authorized partner, to verify that your SAP usage aligns with your license agreements. This audit covers areas like:

• User Classifications: Making sure users are assigned the correct license types based on how they actually use the system.
• System Usage Measurements: Analyzing transaction data to determine indirect usage and other metrics used to calculate license needs.
• SAP Engines: Identifying any third-party or custom-built engines that might interact with your SAP systems and require additional licensing.
• Security and Authorization: Assessing if user access and roles are set up correctly, preventing unauthorized activity.

Why Are SAP Basis Audits Important?

1. License Compliance: The primary goal is to ensure you’re not under-licensed, which could lead to hefty penalties. On the other hand, audits can sometimes uncover over-licensing, leading to potential cost savings.
2. System Security: An audit can expose gaps in security protocols or user authorizations that could leave you vulnerable.
3. Best Practices: An audit often provides recommendations to improve the efficiency and streamline the management of your SAP systems.

Preparing for an SAP Basis Audit

The key to a successful audit is thorough preparation. Here’s what to do:

1. Gather Your Documentation: Collect licensing contracts, user lists, system measurement data, security policies, and any other relevant SAP documentation.
2. Use the Lawf (License Administration Workbench): This SAP tool helps analyze your license usage and identify potential issues. Become familiar with its use.
3. Centralize Audit Information: Create a specific place to store and manage all audit-related documents and findings. This makes tracking and addressing issues simpler.
4. Appoint an Audit Coordinator: Assign a person from your team to be the primary point of contact with the auditors.

Areas Auditors Focus On

• User Licensing: Expect scrutiny on how you classify users (Professional, Developer, etc.), ensuring they match their actual system activities.
• Indirect Use: Any third-party applications that connect with your SAP systems may incur licensing fees. Be prepared to discuss such integrations.
• Security: Auditors will review user roles and authorizations, change management logs, security protocols, and patch management.
• Customizations: Auditors need to inventory custom code and how it interacts with standard SAP functionality, as this can influence licensing.

Tips for a Smooth Audit Process

• Proactive Communication: Be transparent and cooperate with auditors. Don’t hide information.
• Remediate Quickly: If discrepancies are found, act fast to resolve them. This shows good faith.
• Document Everything: Thoroughly document every step of your preparation, findings, and remediation actions.
• Get Expert Help (if needed): Consider engaging an SAP licensing consultant if your situation is complex.

Conclusion

SAP Basis audits, while sometimes seen as stressful, are essential in maintaining compliant and secure SAP systems. By being well prepared, transparent, and proactive, you can turn the audit into a positive experience that helps optimize your SAP landscape.