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Tool based commercial third-party validation

- Requester perspective -

Global Licensing Compliance / Product Standard Licensing


Month 02, 2016

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Agenda
Intention & Roles & Scope
Applicability of the Process
Process Overview
Prerequisites: PPMS modeling
Process Steps
Tool Functionality Overview for Requestor

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Intention & Roles & Scope

Intention

This process replaces the former manual commercial validation process via the T462
and an email based process. Development benefits from loss of double maintenance
and improved transparency of the approval status. The PS Licensing Team benefits
from high data quality of the product and efficient processing of validation.

Scope

This process applies to every external customer/partner facing product delivery (ondemand, on-premise or on-device). The validation from the PS Licensing Team is
focused on the application and platform layer. Software used for internal purposes
incl. cloud operations/ administration needs to be processed via the SWAP process.

Requestor
Approver

Development (Program Lead, Solution Manager and Product Owner):


Trigger review and provide necessary information for the validation process.

Product Standard Licensing Team:


Perform commercial Third-party licensing validation.

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Applicability of the Process


The process is mandatory for all solutions/products which contain:

any additional commercial third party software, service, API, content or other third party intellectual property or another
version of any of those

an additional component or another version of a component which falls into a different development unit's ownership

This is applicable for first versions and all incremental developments of a product independent of an on-premise, cloud or ondevice delivery (e.g. feature delivery cloud products).

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Requestor

Process Overview
Role requestor (Development)

PPMS Entry Owner needs to create a Product


Version (PV) with its comprised commercial Thirdparty Software Component Versions (TP SCV) in
PPMS.
The requestor can add web services and planned
components in the
Third-party Request/ Approval Workbench and
request relevant channels.

If required: Rework product structure.

Approver

Role approver (PS Licensing Team)

Review planned usage of


commercial TP SCV and web
services.

Approve or decline commercial


TP SCV usage (per usage and
channels).

Snapshot of Third-party approvals along


channels for Release Decision.

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Step 0: Prerequisites: Accurate modeling in PPMS


1.) PPMS Entry Owner needs to create a PV* with its comprised commercial TP SCV in PPMS.
(in case of SPS: see slide 11)

2.) Ensure that all commercial TP SCV planned to be comprised are correctly maintained in PPMS with vendor
classification: Third-party OEM Embedded in SAP.
Search for the commercial TP SCV in PPMS with vendor and product name.
If a commercial TP SCV doesnt exist in PPMS contact the PS Licensing Team.
If it is not licensed trigger the licensing of it with budget and the Third-party Application Sheet. For more information
visit the portal page of Global Licensing.
After finalized contract negotiation the initial creation of the new commercial TP SC and first SCV will be done by the
PS Licensing Team. For following versions contact your PPMS Entry Owner (check
TDC PPMS Recommendation for Third-party).
3.) For further planned Third party optional: Add your planned commercial TP SCV in add planned SCV
popup with auto completion in the Third-party Request/ Approval Workbench.
Note that Product Standard Licensings approval is dependent upon the modelling of the PV in PPMS and its contained
commercial TP SCV. An inaccurate modeling in PPMS could potentially lead to license non-compliance.
*not necessary regarding indirect shipments
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Requestor

Process Steps (1/2)

Approver

Submit your validation request at least 4 weeks before your Release Decision. Perform the following steps to trigger the request.

Step 1

Step 2

Step 3

Access the Third-party Request/ Approval Workbench and search for the PV which needs to be validated.
Configure the requested channels and specify the RTC date. The requested PV will be validated for all channels.
If you want to switch the view, toggle the buttons Expand All/Collapse All, Reduced Tree/Full Tree, or All Channels/Requested Channels,
respectively .

If Web services are used or you plan further components: Navigate to the SCV where the planned SCV/ Web service should be integrated. Click on the
blue plus symbol next to the SCV in order to add the planned commercial TP SCV/ Web service for review. If the planned commercial TP SCV/ Web
service will not be automatically displayed through the autocomplete function please turn to the PS Licensing Team. After approval of the planned
commercial TP SCV, development can decide about the build-in of it and the comprised component relationship to the now approved commercial TP
SCV must be created in PPMS.
In contrast to the commercial TP SCV process, the use of a commercial Web service/API will only be modeled within the
Third-party Request/ Approval Workbench and not into PPMS directly.

Send out an email to the SAP Product Standard Licensing Inbox with the PV that needs to be validated.
Copy & paste the link to the PV in Third-party Request/ Approval Workbench from the adress field of the browser into the email.
Copy & paste the PV into the subject field of the request email.

Technical remark: The product structure will be pulled in from PPMS into the Third-party Request/ Approval Workbench. Due to the reuse of the PPMS PV structure its not
necessary to list reused components anymore. The approvals will be saved in the Workbench not in the PPMS itself.
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Requestor

Process Steps (2/2)

Step 4

Approver

The Product Standard Licensing starts with the review. In case of missing information or required adjustments to
the product structure in PPMS the collaboration field will be used by Requestor and Approver. Provide feedback in
the collaboration field and click the save button. This will trigger an email to the Product Standard Licensing. This
collaboration can be closed (and re-opened) from both roles (requestor and approver).
Step 5 is only relevant for the Product Standard Licensing

Step 5

Step 6

Commercial TP SCV could be approved, approved with restrictions or declined. Restrictions are entered next to the
commercial TP SCV. The validation results and restrictions are persistent in the
Third-party Request/ Approval Workbench. The validation decision is aggregated in the
Third-party Request/ Approval Workbench and communicated via e-mail to the requestor.

Make a snapshot of the approved PV with the Snapshot Tool. For more information how to create the snapshot
please download the Snapshot Userguide. For the Release Decision Meeting and for documentation purposes
upload the snapshot into Third-party Task of Sirius.

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Tool Functionality Overview for Requestor

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Backup/ Details

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10

Handling of SPS in Third Party Request & Approval Workbench


Only relevant, if your PPMS Product Version (PV) has defined Support Package Stacks (SPS):

In the Configure Popup, you will find the field for SPS selection:

Select the SPS you would like to request and save and send the request mail (=start the validation process) .
The approver will store the validation results (=approved or declined) for the SPS of your PV.
Remark:
The tree in TP Workbench always
show the current state of the
product structure (i.e. current
SPS). Formerly but not now used
TP-SCV are marked as not
applicable.
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11

Thank you
Contact information:
Global Licensing Compliance / Product Standard Licensing
SAP Product Standard Licensing Inbox
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