Project Kick-off for Electro-Mech SAP Implementation Projectat Electro-Mech Enterprises Pvt.Ltd.
© 2011 SAP AG. All rights reserved. 2
Agenda
Introduction and Welcome Ms. Hasna 00:00 – 00:00
Project Goals Mr. Kharim/ Mr. Sahad, (Management)
00:00 – 00:00
Project Success Factors Mr. Shivram Pillai, CEO 00:00 – 00:00
Introduction to Project Work Mr. Titus Eapen, SAP PM 00:00 – 00:00
Presentation of the Project SAP Team 00:00 – 00:00
Next Steps <Name>, Customer PM 00:00 – 00:00
...
Guest Brand
SAP Implementing Departments In Electro-Mech
Finance DepartmentSales & Service DepartmentProcurement IT Department
20-03-2015
Project Kick-off for Electro-Mech SAP Implementation Projectat Electro-Mech Enterprises Pvt.Ltd.
© 2011 SAP AG. All rights reserved. 4
Agenda
Introduction and Welcome All 00:00 – 00:00
Project Goals Mr.Kharim/ Mr.Sahad, Management 00:00 – 00:00
Project Success Factors Mr.Shivram Pillai, CEO 00:00 – 00:00
Introduction to Project Work Mr. Titus Eapen, SAP PM 00:00 – 00:00
Presentation of the Project SAP Team 00:00 – 00:00
Next Steps <Name>, Customer PM 00:00 – 00:00
...
Guest Brand
© 2011 SAP AG. All rights reserved. 5
Goals
The project goals is to Implement SAP in Electro-Mech for an integrated business system adopting SAP Best Practices.
The main goals are
To Implement SAP Modules:- FI, SD, MM & BASIS
To run all business through SAP
To follow a standard business process
To reduce complexity and cost
To take faster decision - making
To get More Flexibility
© 2011 SAP AG. All rights reserved. 6
What Does Project Success Really Mean?
Business Goals
Achieving the requested modifications or improvements in the business
Budget Compliance
Schedule Compliance
Functional Goals
Project Goals
© 2011 SAP AG. All rights reserved. 7
Processes
TechnologyTeam
Organization
Man
agem
ent
Pro
ject
Key User
Project success is the sum of everybody‘s daily work and decisions.
Success Depends on Everybody Involved
We look forward to realize a successful project with you.
© 2011 SAP AG. All rights reserved. 8
Project Organization
Project Management
Project Management SAP
Steering Committee
Information:Reporting to/Escalating to:
Business DesignBoard
Project Team Members SAPProject Team Members Electro-Mech Enterprises Pvt.Ltd.
Project Management Electro-Mech Enterprises Pvt.Ltd.
Project Team
Board of Architects
Project Sponsor
Quality Assurance
Risk Management
© 2011 SAP AG. All rights reserved. 9
Steering Committee
Mr. KAREEM CHAIRMAN
Mr. SAHAD DIRECTOR
Mr. SIVRAM PILLAI CEO
Mr. TITUS EAPAN PROJECT MANAGER
© 2011 SAP AG. All rights reserved. 10
SAP TEAM MEMBERS
FICO JENSON VARGHESE
SD NITHEESH PEETHAMBARAN
MM VIJAY SUKUMARAN
BASIS ABY VARGHESE
PROJECT MANAGER TITUS EAPEN
CONSULTANTS
© 2011 SAP AG. All rights reserved. 11
ASSOCIATE CONSULTANTS
• FICO
SOORAJ
NITHIN
FIROS
MUHSIN
NASEER
SHASMEER
SHIBU
• SD
SREELAL
BIMAL
• MM
THOMAS
ELDOS
• BASIS
SAJMAL
ANOOP
© 2011 SAP AG. All rights reserved. 12
Responsibilities of the Steering Committee
The SC is responsible for project control and project coordination as well as the efficient bringing about of technical and organizational decisions.
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 problems (conflict management).
The SC assumes highest-level control on costs and budget, and is responsible for budget release.
The SC is responsible for inspection and approval of results and of the overall project.
© 2011 SAP AG. All rights reserved. 13
Responsibilities of the Project Manager
The project manager is responsible for the overall project and particularly attends to the following tasks:
• Technical and commercial project management
• Coordination of interfaces• Risk Management• Organization of project meetings• Controlling of the overall project• Controlling of project progress and results (including project reporting)
• Contact and reporting to the SC…
© 2011 SAP AG. All rights reserved. 14
Responsibilities of the Consultants
The consultants is responsible for the respective sub project and particularly attends to the following tasks:
• Technical contact for the customer• Definition of the sub project‘s scope taking into
account the goals of the overall project
• Answerable coordination of the sub project• Coordination of requirements on business
processes• Creation of the detailed concept in cooperation
with the respective departments/teams
• Assuring the sub project‘s progress to be on schedule and in budget
• Reporting to project management• Planning and allocation of resources
…
© 2011 SAP AG. All rights reserved. 15
Responsibilities of Key Users
Key users are the contact for the consultants:• They provide the project with indispensable
technical input.• They see beyond their own needs and design
a system for THEIR company – a system that all employees can identify with
• If necessary, they refer to other experts for detailed information or study the subject beforehand.
• They bring along, for instance, activity descriptions or screenshots of the existing system to the Blueprint workshops.
• In tutorials, they learn how to customize the new system.
© 2011 SAP AG. All rights reserved. 16
Project Schedule
2015
MONTHS MARCH APRIL MAY JUNE JULY
PROJECT
PREPRATION
BLUE PRINT
REALIZATION
FINAL
PREPRATION
GO LIVE &
SUPPORT
1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 5 1 2 3 4WEEKS
Today MILESTONEGO LIVELEGEND :
© 2011 SAP AG. All rights reserved. 17
The Solution‘s Principles in the Project
SAP Standard Processes
This guarantees full SAP support and the system‘s future reliability.
Release reliability
individual,
release-reliable
processes
The realization of the solution is based on the following principles:
Optimal use of SAP standard modules und processes
Extension of SAP modules for representing customer-specific processes takes place without modifications
© 2011 SAP AG. All rights reserved. 18
Standards of Project Communication
InformationElement
InformationSender
InformationRecipient
Frequency Form
Status Report SPM SPM PM weekly Project Report
Status Report PM PM SPM, SC weekly Project Report
Workshop Protocol SPM SAP Key User after each meeting Result Protocol
SC Protocol SC PM, SPM, Board milestoneend of each phase
Result Protocol
Agenda/Invitation PM, SPM SPM, PM, SC if necessary …
Phase-related modifications in frequency
SPM - Sub-Project ManagementPM - Project Management
SC - Steering Committee
© 2011 SAP AG. All rights reserved. 19
SAP Sub-ProjectManagers
Daily
Steering Committee
SC meetings take place Once in a month or as and when required
Project Management Weekly Once
Meetings
No meeting without agenda and protocol!
© 2011 SAP AG. All rights reserved. 20
Communication via Outlook
Electronic exchange of information and documents: Within the SAP project, the exchange of
information and documents generally takes place without paper.
Exceptions consist of approved concepts, data transfers, etc that must be signed by the respective person in charge.
Attachments generally have to be sent as shortcuts/links.
Calendar
Project members manage their appointments/absence via the calendar feature:Each project member records their personal
appointments in the electronic calendar.
The same goes for absence, e.g. vacation.
Using the calendar for planning meetings facilitates effective scheduling and sending of invitations.
© 2011 SAP AG. All rights reserved. 21
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.
TemplatesProviding for the project documentation uniformity, the given templates have to be used.
© 2011 SAP AG. All rights reserved. 22
Project Controlling
The achieved labor time of SAP employees 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.
© 2011 SAP AG. All rights reserved. 23
Changes in Project Scope
During the Business Blueprint phase the project scope is defined. That means that all relevant processes and functions are listed in a document. In case there are modifications during the project, for instance regarding the business model, they can be handled with so-called Change Requests.
Change Requests can be used in exceptional cases to modify the project scope. Change Requests will automatically generate additional costs and increase the overall project risk as they, for instance, may challenge the project schedule.Change Requests are subject to a dedicated authorization procedure.
© 2011 SAP AG. All rights reserved. 24
Adjusted Resource Plan,Budget Plan, Project Plan, ...
Assessment regarding project budget, schedule, ...
Effort, follow-up efforts, tentative proposal for implementation
Is an implementation feasible, can it be included at this point in time?
Procedure – Change Request Management
Requirement is on hand
Decision on verification o.k.
Verification and assessment by experts
Estimation of impacts on the project
Decision on implementation
1
2
3
4
5
© 2011 SAP AG. All rights reserved. 25
Decision-Making Templates Formalize Processes
Key users are acquainted with the business of their company.But in case there is a need for decision that, for instance, exceeds their area of responsibility, they can use decision-making templates to balance advantages and drawbacks in order to make a recommendation.
© 2011 SAP AG. All rights reserved. 26
Project Manual
A project manual will be compiled and is binding for the entire team. Manual contents:
Project assignmentDescription of project phasesProject contentsCommunication structure and reportingProject controllingProvision of materialManagement (Change Request Process, Quality Assurance)Documentation guidelines and naming conventions
© 2011 SAP AG. All rights reserved. 27
SAP Project Stages
Set-up of project planning Project procedures Training Project kick-off Technical infrastructure planning Quality assurance
Corporate change management Develop system environment Training Define business structure Business process definition User roles and authorizations Quality assurance
Corporate change management Training Baseline configuration and approval System management Detailed configuration and its approval Development of programs, interfaces, etc. Final integration test Quality assurance
Training System management Detailed project planning Handover Quality assurance
Production support Continuous KPI
management Project close-out
© 2011 SAP AG. All rights reserved. 28
ResultsProject planningProject organization
Result documentsOpen Issue List
Roles involvedProject managerKey user SAP consultant
ActivitiesPreparation of Business Blueprint
workshopsKick-off preparation and executionSystem landscape set-upDetailed planning of Business
Blueprint creationDesign of best-practice system
ResultsRoles involved/Activities
Project Preparation
© 2011 SAP AG. All rights reserved. 29
ResultsBusiness BlueprintFinal process scope
Result documentsOpen Issue List
To-Do List/Next StepsBlueprint document creationBlueprint presentationBlueprint approval
Roles involvedProject managerKey user SAP consultant
ActivitiesAcquainting key users with SAP
Best PracticeBusiness Blueprint workshops with
key usersInterface design
Business Blueprint
ResultsRoles involved/Activities
© 2011 SAP AG. All rights reserved. 30
ResultsAcceptance protocolDetailed planning of Go-Live
preparationApproved test scenariosFinal preparation approval
Result DocumentsOpen Issue ListAuthorization Concept
To-Do List/Next StepsSystem handover planningUser support planning for live
operations (Hotline)
Roles involvedProject managerKey userEnd user (selection) SAP consultant
ActivitiesSystem configurationAcquainting key users with SAP
Best PracticeMaster data cleansingFunctional test processesIntegration testEnd user training conceptEnd user documentation creation
Realization
ResultsRoles involved/Activities
© 2011 SAP AG. All rights reserved. 31
ResultsDetailed system handover planGoing-live approval
Roles involvedProject managerKey user End user SAP consultant
ActivitiesSet-up of productive systemMaster and transaction data import End user trainingCustomizing of forms and reportingCustomizing of end user
documentation
Final Preparation
ResultsRoles involved/Activities
© 2011 SAP AG. All rights reserved. 32
Result documentsProject Close-out ReportAcceptance Protocol
To-Do List/Next StepsWorking through the Open Issue ListHandover to live operation
Roles involvedProject managerKey user End user SAP consultant
ActivitiesMonitoring of productive systemFollow-up end user trainingHotline
Go-Live und Support
ResultsRoles involved/Activities
© 2011 SAP AG. All rights reserved. 33
Principles of Availability Planning
Adherence to the budgetProject days are generally Monday to Friday
Depending on the sub project, possibly less than five days a week but starting on Monday
On Tuesdays, there is compulsory attendance for consultants on the customer‘s site. Generally, tasks will be planned for the entire work week, regardless of whether the consultant is on location every day.
© 2011 SAP AG. All rights reserved. 34
Open Issues
Are there any questions or proposals?……
Thank you for your attention.
Thank You!
Electro-Mech Enterprises Pvt.Ltd.33/637, Edappally Toll Jn., Kochi, Kerala-682 024