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How the Environmental Protection Agency Maximized its SAP BusinessObjects Investments and Reduced Costs

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The EPA Office of the Chief Financial Officer (OCFO) implemented SAP BusinessObjects more than 10 years ago. In 2017, the OCFO launched a shared service center within EPA to maximize its SAP BusinessObjects investments and reduce costs. In its short existence, the shared service center has accomplished many objectives.

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How the Environmental Protection Agency Maximized its SAP BusinessObjects Investments and Reduced Costs

  1. 1. Produced by Wellesley Information Services, LLC, publisher of SAPinsider. © 2019 Wellesley Information Services. All rights reserved. Case study: How the Environmental Protection Agency Maximized Its SAP BusinessObjects Investments and Reduced Costs Jayna Alexander Cimonetti, Environmental Protection Agency
  2. 2. The Office of the Chief Financial Officer (OCFO) at the Environmental Protection Agency (EPA) implemented SAP BusinessObjects more than 10 years ago. In 2017, the OCFO launched a shared service center within the EPA to maximize its SAP BusinessObjects investments and reduce costs. In this session, go behind the scenes with the EPA to get useful cost-saving and performance-enhancing tips you can utilize in your own organization. Find out how the EPA: - Centralized multiple SAP BusinessObjects deployments and optimized its license pool based on actual usage; - Cleaned its environment of unused content to improve system performance and speed up migration and upgrade time; - Implemented new procedures for future upgrades, including enabling a recurring auto-clean process to remove unused content; and - Initiated account and user access recertification for SAP BusinessObjects and a new disaster recovery strategy as part of its ongoing optimization efforts. In This Session
  3. 3.  Centralizing SAP BusinessObjects & Licensing  Cleaning Up the Environment & Optimizing Performance  Implementing Procedures for Automation of Content Cleanup  Recertifying Users  Implementing a Chargeback Strategy  Implementing a Disaster Recovery Strategy  Wrap-up What We’ll Cover
  4. 4.  Centralizing SAP BusinessObjects & Licensing
  5. 5. When OCFO launched a shared service center for SAP BusinessObjects in October 2017, they: ● Consolidated five different organizations with various licensing agreements under one enterprise account; ● Eliminated redundant contract vehicles; ● Eliminated duplicate license costs; ● Reduced operating costs; ● Reviewed licenses and support to see what was being utilized and needed renewing vs. what was no longer being utilized; ● Managed SAP BusinessObjects systems in one location; ● Increased deployment performance; and ● Implemented SAP BusinessObjects auto-clean practices. Background
  6. 6.  The EPA saved more than $500K from a budget of approximately $1M.  Using a consolidated enterprise resource plan (ERP), OCFO was able to provide considerable savings to each SAP BusinessObjects customer.  Leveraging information from a third-party solution helped the EPA achieve cost savings and make decisions based on actual data, while considering future trends and organization direction. Benefits:  Adapt licensing needs to reality  Clean up 70% of unused content Outcome: The EPA was able to achieve significant cost savings, improve performance by 50%, and focus investments on the most used areas (Universes, users, documents). Cost Savings
  7. 7. Concurrent Usage Goal: To ensure adequate licenses to handle peaks
  8. 8. BOBJ User Types Goal: To understand users and adapt licensing accordingly
  9. 9. Application Usage Goal: To understand application usage in order to adapt investments and ensure content is governed
  10. 10.  Cleaning Up the Environment & Optimizing Performance
  11. 11. Assessed Environment and Identified Areas for Cleanup
  12. 12. Unused Universes Goals: To understand Universe object usage, remove unnecessary Universes and objects, reduce maintenance costs, and accelerate future upgrades
  13. 13. Duplicate Reports Goal: To remove duplicates and save space
  14. 14. Content To Be Cleaned
  15. 15. Unused Content in Personal Folders / Inboxes Document Path User Name Document Cuid Document Name Action Count Last Action Date Document Creation Date Days since last action date /User Folders/user02/ user02 AckDKEKlLlRMn9 Aging of Open Commitments 0 NO ACTION 8/8/2017 NO ACTION /User Folders/user02/ user02 ASAkWotGnVhNh DCN Tracking v2 0 NO ACTION 8/8/2017 NO ACTION /User Folders/user02/ user02 ATs5ixzmAW9Hl7 My Budget Report 0 NO ACTION 8/8/2017 NO ACTION /User Folders/user02/ user02 AV4dDo5Qj6hOr9j Travel Summary 0 NO ACTION 8/8/2017 NO ACTION /User Folders/user03/ user03 Af__vCGzIMpEtm Draft Status of Funds 0 NO ACTION 8/8/2017 NO ACTION Goal: To inform users of content they are not using, and notify them that it will be removed and/or archived via automation unless action is taken
  16. 16. Folder Name User Name Instance Owner Instance Name Instance Type Instance Creation Date /User Folders/user1/place/Ad Hoc/ user1 user1 College Universities Webi 8/8/2017 /User Folders/user1/place/OPPTS/ user1 user1 Active Grants - June 09 Webi 8/8/2017 /User Folders/user1/place/Region 5/ user1 user1 Region 5 Active Webi 8/8/2017 /User Folders/user2/place/Region 5/ user1 user1 Region 5 Historical Grants Webi 8/8/2017 /User Folders/user3/ user2 user2 Awarded Recovery Act Grants in Region PDF 8/8/2017 /User Folders/user4/travel tracker/ user2 user2 Travel : tracking number Excel 8/8/2017 Obsolete Instances Goal: To inform users of obsolete instances, and notify them that the instances will be removed and/or archived via automation unless action is taken
  17. 17. Cleanup Results Before Cleanup After Cleanup Document Count Instance Count Document Size (Mb) Instance Size (Mb) /Inboxes/ 30,284 8,596 55,522.97 14,748.19 /Root Folders/ 9,586 2,357 6,109.05 2,263.67 /User Folders/ 61,019 43,073 48,083.91 97,526.6 Sum: 100,889 54,026 109,715.93 114,538.46 Document Count Instance Count Document Size (Mb) Instance Size (Mb) /Inboxes/ 733 937 726.52 5,438.04 /Root Folders/ 9,011 1,248 6,380.24 1,484.95 /User Folders/ 61,475 14,064 48,116.47 16,215.49 Sum: 71,222 16,249 55,223.22 23,118.48 Size Reduced by 145 Gb (35%)
  18. 18.  Assess environment  Determine rules for purging backup content  Notify users of content that meets criteria for deletion  Bulk-purge content  Reduce space: Step 1=> 35%, Step 2=> in progress 70% Cleanup Summary Goal: To reduce unused content and achieve the following benefits: a safer environment, faster upgrades, and lower maintenance costs so resources can be redeployed to areas of greatest need
  19. 19.  Implementing Procedures for Automation of Content Cleanup
  20. 20.  Documents (reports) should be saved to user’s favorites. Documents in folders that have not been accessed and are older than 390 days will be archived automatically each month. Archived documents will be removed after 360 days.  Instances (output of a run report) should be saved to your local PC or network shared folder. Instances older than 60 days will be deleted automatically each month.  Inbox items should be read and then deleted or saved to a favorites folder. Inbox items (read or unread) older than 30 days will be deleted automatically each month.  Public reports will be reviewed every quarter and the appropriate SAP BusinessObjects shared services points of contact will be included in the review. POCs will be provided with a list of reports to verify and confirm retention.  User accounts will be deactivated after 360 days of non-use. Accounts will be removed after 30 days from deactivation. Established Procedures for Automation of Cleanup Environments keep on growing. Metadata offers insight and triggers the auto-clean process. This saves >90% of time, and makes BI environments safer and more efficient.
  21. 21.  Recertifying Users
  22. 22. On a regular basis: ⬧ Compare who has access to what in the system vs. policy maker guidelines; ⬧ Ensure that users who changed roles have new security; ⬧ Ensure that users who left their roles no longer have access; ⬧ Document security changes; ⬧ Identify and deactivate users who have not used applications for a predetermined length of time; and ⬧ Ensure that, if a DR situation happens, you have the information needed to roll back without restoring deactivated users. Benefits: Time savings (up to 90%) and a much safer environment User Account Recertification
  23. 23.  Implementing a Chargeback Strategy
  24. 24. Chargeback / Showback • Get metrics on what groups are consuming / not consuming what applications. • Determine who is consuming / not consuming BI content. • Take a document-centric approach; measure actions / non-actions on documents to charge them back. • Clean up and reallocate licensing based on what is used and not used. • Charge back based on EDW connection activity. • Compare activity vs. content maintenance costs to charge users based on money allocated to the content they use.
  25. 25. Chargeback
  26. 26.  Implementing a Disaster Recovery Strategy
  27. 27. Disaster Recovery Strategy
  28. 28. Disaster Recovery Strategy  Ensure that a solid DR strategy is in place and put it to the test!  Satisfy continuity of operations (COOP) requirements by ensuring that the DR strategy provides a means to restore content in a matter of hours vs. days.  Perform incremental, object-level backups to ensure that any individual object can rolled back to any version at any time, if corrupted. VM and cloud are not incremental.  Maintain the ability to quickly restore content based on insight about what and when content was modified or deleted.
  29. 29.  Wrap-up
  30. 30.  https://www.epa.gov/ ⬧ Website of U.S. Environmental Protection Agency  www.360suite.io/user-recertification/ ⬧ Learn more about account and user access recertification for SAP BusinessObjects Where to Find More Information
  31. 31. Key Points to Take Home 1. Determine your goals. What do you want to achieve? 2. Do an assessment to gather data about the state of your environment. Understand what’s being used — and what’s not being used. 3. Develop an action plan based on the assessment that leverages metadata. 4. Ensure you have a solid backup in case something goes wrong. 5. Maintain good practices to auto-clean your environment (users, content) and keep deployments under control. 6. Gather information to plan future investments: cloud, new licenses, etc.
  32. 32. Please remember to complete your session evaluation. Thank You Any Questions? ✉ t Jayna Alexander Cimonetti Alexander.Jayna@epa.gov Your Turn!
  33. 33. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Wellesley Information Services is neither owned nor controlled by SAP SE. Disclaimer

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