Optimizing SAP S/4HANA Licensing with the STAR Tool: A Step-by-Step Guide

SAP licensing has always been a complex and evolving challenge for enterprises. As companies migrate to or expand their use of SAP S/4HANA, the need to align licensing with actual usage becomes increasingly critical. Over-licensing leads to unnecessary cost, while under-licensing can expose you to compliance risks during audits.

SAP’s Trusted Authorization Review (STAR) tool offers a structured and transparent way to assess your users' authorizations and align them with the appropriate license types. STAR does not rely on usage tracking alone; instead, it maps existing authorizations to the license categories defined in SAP's Digital Access and S/4HANA user models.

In this guide, we walk through exactly how to run the STAR tool and interpret the results to reduce costs and improve compliance.

What Is the STAR Tool?

The STAR (Trusted Authorization Review) tool is an SAP-delivered solution that provides a detailed mapping of users' authorization profiles to license types based on SAP’s S/4HANA licensing model.

Instead of looking only at historical transaction usage, STAR evaluates which roles and authorizations users have been granted, allowing organizations to:

• Assess license types for each user (e.g., Professional, Functional, Productivity)
• Identify over-licensed users
• Flag inactive or obsolete accounts
• Support contract negotiations with empirical data
• Prepare for future audits

Prerequisites and System Requirements

Before running the STAR tool, ensure the following:

• System version: You must be running S/4HANA 1909 or higher. STAR is available for both on-premise and RISE deployments.
• Authorizations: You will need access to execute transaction /SDF/STAR.
• ST-PI Add-On: Ensure that ST-PI version 740 SP08 or higher is installed.
• System Role: STAR must be run in the production environment, as it requires actual user master data and authorizations.
• SAP Notes: Apply the latest SAP Notes related to STAR to ensure accuracy and completeness. Key notes include:
    • 3150361 – STAR Tool – Setup and Use
    • 3150261 – STAR Tool – FAQ
    • 3178218 – STAR Tool – License Engine Fixes and Improvements

Step-by-Step Instructions to Run STAR

Step 1: Launch the STAR Tool

• Log into the SAP GUI on your S/4HANA production system.
• Enter transaction code: /SDF/STAR
• If this is your first time, a setup wizard will guide you through the configuration.

Step 2: Configure Evaluation Scope

The tool allows you to define the evaluation period and scope.
• Evaluation Period: Default is 90 days. This determines which users are considered active.
• User Types: You can filter by user types (Dialog, Service, System, etc.).
• Business Roles: You can narrow down the analysis to specific business units or departments if needed.
• Click Next to proceed.

Step 3: Generate the STAR Snapshot

This step collects the current state of authorizations in the system.

• Click Generate STAR Snapshot
• The system analyzes the SU01 user master data, assigned roles, and PFCG authorizations.
• Depending on the size of your user base, the snapshot can take from a few minutes to over an hour.
• Once completed, the snapshot is stored in the system and available for reporting.

Step 4: Review License Type Mapping

After generating the snapshot, navigate to the Results screen.

Here, STAR categorizes each user into one of SAP’s standard license types:

• SAP S/4HANA Enterprise Management for Professional Use
• SAP S/4HANA for Functional Use
• SAP S/4HANA for Productivity Use
• SAP Self-Service
• SAP Developer
• SAP Technical

You can export this table to Excel or use SAP’s built-in reporting features to slice the data. Pay special attention to users flagged as “Professional” who may not require such a high level of access.

Step 5: Analyze Optimization Opportunities

Look for the following red flags:

• Users assigned Professional licenses with limited transaction rights
• Inactive users consuming paid licenses
• Duplicate or generic accounts
• Roles assigned broadly to multiple user types

You may find that many users qualify for downgrading from Professional to Functional or Productivity, which can result in substantial cost savings.

Step 6: Simulate and Adjust

• Use transaction PFCG to view or modify the user’s assigned roles.
• Re-run the STAR tool after changes to validate the new license classification.
• Repeat the cycle until the licensing footprint is optimized without impacting business continuity.

Step 7: Report and Archive

• Export your STAR results for internal auditing and contract negotiation.
• Archive the STAR snapshot regularly to track changes over time.
• Use the reports to back up your claims in any SAP audit scenario.

Key Benefits of Using STAR

• Accurate License Mapping: Go beyond usage stats to understand true authorization needs.
• Cost Reduction: Identify opportunities to reduce licensing fees by downgrading over-licensed users.
• Audit Preparedness: Maintain a clear, defensible record of license allocations.
• Transparency: Demonstrate proactive license governance to stakeholders.
• Contract Leverage: Use STAR results during SAP contract renewals to negotiate better terms.

Tips for Success

• Schedule Regular Reviews: Run STAR at least quarterly to capture changes in your workforce.
• Align with HR: Integrate with HR and access governance to keep roles accurate and clean.
• Use SAST or GRC: Combine STAR with compliance tools like SAP GRC or SAST Suite to detect segregation of duties conflicts.
• Keep Notes Updated: Always check for the latest SAP Notes before re-running STAR.

Need Help Interpreting Your STAR Results?

While STAR can be used independently by most SAP teams, interpreting the output and implementing the right licensing strategy requires experience. CONTAX has helped numerous organizations optimize their S/4HANA environments, reduce costs, and prepare for audits.

Visit us at www.contax.com or reach out to our team at info@contax.com for more information or a no-obligation consultation.