ASAP Business One - Project Kickoff Presentation

SAP Business One

Project Team Kickoff Meeting

[Project Name], [Customer Name]

[Project Manager SAP], SAP[Project Manager Customer], [Customer Name]

Customer Logo

SAP AG 2006 – Slide 2

This is just a template presentation. Pleasemake changes to content and order or additions as required.

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

5. Project Team Roles

4. Project Scope

6. Project Procedures

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

5. Project Team Roles

4. Project Scope

6. Project Procedures

SAP AG 2006 – Slide 5

Introduction - customer profile

Short customer profile

…

SAP AG 2006 – Slide 6

Introduction – Project Goals/Key Performance Indicators (KPIs)

Example: Implement SAP Business in order to streamline and standardize applications and processes at [Customer Name]

SAP AG 2006 – Slide 7

ASAP Business One Methodology

Project Methodology

Five phase approach (Project Preparation, Blueprint, Realization, Final Preparation, Go-Live & Support)

Reduced implementation time (2 to 6 weeks)

Defined scope – Leverages SAP best practices

Delivered library of training – accelerate training and testing

Pre-configured business requirements

Focus on rolling out targeted blocks of functionality

SAP AG 2006 – Slide 8

ASAP Business One Methodology

ASAP Business One - Implementation CycleASAP Business One - Implementation Cycle

RealizationRealization Final Preparation

Final Preparation

Go Live & Support

Go Live & Support

BlueprintBlueprintProject Preparation

Project Preparation

Time

Go-Live

Projectkick-offStart

Plan project

Set up Implementation standards and procedures

Execute kick-off

System setup (DEV&QA)

Production hardware installation

Quality check: Project preparation

Monitor live environment

Close open issues

Start long term support plan

Quality check: Go Live

Project closing

Refine cutover plans

Establish long term support plan

Train end users and administrators

Create & staff help desk

System management

Execute cutover

Quality check: Final preparation

Start of production

Validate organizational configuration

Validate business processes

Realize delta requirements

Conduct organizational change management

Planning for production support and cutover

Run Integration & acceptance test

Plan end user training

Internal review

Define system environment

Gather business requirements

Collect configuration needs

Prepare issue and change log

Document training and testing plan

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

4. Project Scope

5. Project Team Roles

6. Project Procedures

SAP AG 2006 – Slide 10

Project Timeline

2006 2007

Phase Description 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1

0. Project Preparation

1. Phase 1

1.a. …

1.b. …

1.c. …

1.d. …

1.e. …

2. Phase 2

2.a. …

2.b. …

2.c. …

2.d. …

2.e. …

2.f. …

3. Phase 3

3.a. …

3.b. …

3.c. …

4. Project Closing

4.a. …

Insert ASAP Business One Project Plan

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

4. Project Scope

5. Project Team Roles

6. Project Procedures

SAP AG 2006 – Slide 12

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Project Organization

Name

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Name Name

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SAP AG 2006 – Slide 13

Members of the Steering Committee (if applicable)

Customer … … … … … … … … …

SAP … …

Reporting Project Manager

… …

SAP AG 2006 – Slide 14

Responsibilities of the Steering Committee (SC)

The SC is responsible for project control and project coordination as well as for efficient technical and organizational decision-making.

In SC meetings, project management reports on the project status and introduces relevant issues that have to be decided by the SC.

The SC assures that resources necessary for the project‘s success are available.

The SC is the last escalation level for issues and problems (conflict management).

The SC is responsible for budget release and assumes highest-level costs and budget control.

The SC is responsible for final inspection and approval of all project results.

…

SAP AG 2006 – Slide 15

Responsibilities of the Project Manager (PM)

The PM is responsible for the overall execution and success of the project.

The PM executes technical and operational project management. The PM is responsible for the coordination of technical and operational

interfaces. The PM is responsible for risk management. The PM effectively schedules, organizes, and moderates project

meetings. The PM monitors and tracks overall progress and results of the

project. The PM efficiently communicates and coordinates with the Steering

Committee. …

SAP AG 2006 – Slide 16

Customer Project Responsibilities: Summary

Customer activities and responsibilities are organized by project phase.

Before and during each project phase, certain activities have to be executed by the customer in order to allow for timely progress of the overall project.

SAP AG 2006 – Slide 17

Prior to Project Start

Customer Project Manager: Manage customer project resources Coordinate data cleansing and preparation plans Participate in technical environment planning Ensure timely procurement of hardware

Customer Technical Team Members: Participate in technical environment planning Attend recommended technical training Extract data from legacy systems

Customer Business Team Representatives: Data cleansing Data preparation

SAP AG 2006 – Slide 18

Project Preparation

Customer Project Manager: Review project plans and activities with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resources Manage issue resolution process Review training/change management guide Coordinate technical environment set up

Customer Technical Team Members: Work with technical consultant on installation of sandbox system

Customer Business Team Representatives: Data cleansing Data preparation

SAP AG 2006 – Slide 19

Blueprint

Customer Project Manager: Monitor project progress with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resource availability for requirements gathering Manage issue resolution with SAP project manager

Customer Business Team Representatives: Work with SAP consulting team to document business processes and customization

requirements Work with SAP consulting team to document data migration requirements Review blueprint document

Customer Technical Team Members: Verify feasibility of data migration and business requirements

SAP AG 2006 – Slide 20

Realization

Customer Project Manager: Monitor project progress with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resources Identify and map users to training courses Manage issue resolution with SAP project manager Work with SAP project manager to develop detailed test plan Work with SAP project manager to develop internal support plan Work with SAP project manager to develop detailed cutover plan

Customer Business Team Representatives: Work with SAP consulting team to test data load programs and procedures Perform business process unit testing Document company specific business procedures Work with SAP consultants to develop integration test plans

Customer Technical Team Members: Administrate system, database, network, operating systems, and authorizations Work with technical consultant on installation of production environment

SAP AG 2006 – Slide 21

Final Preparation

Customer Project Manager: Monitor Project progress with SAP project manager. Communicate project status to project sponsor and project team Manage customer project resources Manage issue resolution with SAP project manager Work with SAP project manager on cutover Roll out and monitor end-user training Coordinate internal support

Customer Business Team Representatives: Test and document integrated business processes Work with SAP consultants on preparing and executing cutover plan Support users at Go-live

Customer Technical Team Members: Administrate system, database, network, operating systems, and authorizations Work with technical consultant on installation of production environment

SAP AG 2006 – Slide 22

Go Live & Support

Customer Project Manager: Manage cutover procedures and sign off Manage customer project resources Manage issue resolution Manage transition to ongoing support plan

Customer Business Team Representatives: Support users at Go-live

Customer Technical Team Members: System administration tasks Database administration tasks Network administration tasks Operating System administration tasks Authorization administration tasks

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

4. Project Scope

5. Project Team Roles

6. Project Procedures

SAP AG 2006 – Slide 24

Project Scope

In order to allow for timely project completion, a detailed project scope with regards to implemented functionality is imperative.

The initial scope of the SAP Business One implementation project based on ASAP Business One methodology includes core data and transactional functions required for business operations.

After initial go-live, additional features and functions may be implemented subsequent to careful requirements and gap analysis.

Changes to scope need to be documented using the ‘Change Request’ form.

SAP AG 2006 – Slide 25

Initial Project Scope

Conduct live demo of SAP Business One core functionalities before discussing scope in detail

SAP AG 2006 – Slide 26

Initial Project Scope (in scope)

Migration of business partner and item data from legacy system to SAP Business One

Migration of open balances from legacy system to SAP Business One

Basic system initialization and company setup

Implement chart-of-accounts, GL, AP, AR, banking

Implement sales opportunity and sales modules

Implement purchasing module

Implement inventory, production, and MRP modules (For non-service businesses)

Enable core SAP Business One reporting functionality including XL Reporter with pre-delivered templates

Enable basic faxing, printing, emailing from SAP Business One

SAP AG 2006 – Slide 27

Initial Project Scope (out of scope)

Enable enhanced reporting with queries

Enable UI enhancements with UDF, UDT, UDO as well as formatted searches

Activate alerts and approval procedures

Enhancements requiring use of SDK

Integration of non-standard XL Reporter templates

Integration of e-Commerce and web-based CRM

Implementation of other SAP and ISV add-ons, such as MS Outlook Integration

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

4. Project Scope

5. Project Team Roles

6. Project Procedures

SAP AG 2006 – Slide 29

Project Team Kickoff Meeting - Project Roles

Project Roles

• Customer Project Manager

• SAP Project Manager

• Customer Functional Team Member

• SAP Functional Consultant

• Customer Technical Team Member (Basis)

• SAP Basis Consultant

• SAP Tools Consultant

• Customer Trainer / Org Change Member

• Customer Extended Team Member

1. Introduction and Project Goals

2. Project Timeline

3. Project Team Organization

4. Project Scope

5. Project Team Roles

6. Project Procedures

SAP AG 2006 – Slide 31

Project Team Kickoff Meeting – Project Procedures

PROJECT PROCEDURES Issue Management

Definition – an issue is anything that will impede project progress. Recording – use pre-delivered issue log to log and monitor project issues

Documentation Standards Storage – all project documentation should reside on a shared network

drive Use pre-delivered templates when available Use customer specific working documents when template is not available

SAP AG 2006 – Slide 32

Project Documentation

Saving in the project documentation directory Project documentation not saved in the project documentation directory

is classified as non-existent.

Project members‘ duty to gather information Every project member is obliged to actively gather the needed

information.

Naming conventions All project documentation has to follow the naming conventions and must

be saved in the specified directory folders.

Templates Providing for the project documentation uniformity, the given templates

have to be used.

SAP AG 2006 – Slide 33

Project Controlling

The labor time of consultants is registered in an activity report which will be delivered to the customer on a weekly basis for signing.

Reporting and filing takes place at project management.