Next to the SAP programs which can be measured by a tool, SAP has a number of programs in its portfolio for which the actual use cannot be measured technically. If you purchase such products, then – during the course of an audit – you’ll have to declare the actual use. For this you’ll receive a self-declaration file from SAP. This file is requested to be filled in with deployment and use information, depending on the contractually agreed license metric. This is typically applicable to enterprise metrics (e.g. number of employees, revenue, barrels of oil, etc.) and company metrics (e.g. users, employee files).
What we consider best practice and advise our customers to do is to keep track of their self-declaration products even more thoroughly than all the other programs. The reason is simple.
When there’s manual work involved, there’s also a higher chance to make mistakes. Especially if you have to declare something historically or if your company merged with another one.