Group2 Holdings (an HP

Company)
Project Plan for
Vietnam Distribution Center
Warehouse Setup
ADJW Company

Prepared by: Analee June Manuel (PM for Group 2)

Vietnam Distribution Center Warehouse Setup Project
Manager
ajc_manuel@yahoo.com
Date Prepared: February 25, 2009

Project Plan

Document Revision History

Ver. No.

Ver. Date

0.1

Feb
2009

Prepared by

25, Aj Manuel

Reviewed by

Approve Affected Section & Summary of Change

d by

Dex Viesca, Lemuel

Jay de Vera, brana
Wendel
Dalumpines

Draft

Project Plan

Table of Contents
1.

Introduction................................................................................................................................................ 3
1.1.

Purpose............................................................................................................................................. 3

1.2.

Scope................................................................................................................................................ 3

1.3.

Abbreviations and Acronyms............................................................................................................. 3

1.4.

Definitions.......................................................................................................................................... 3

1.5.

References........................................................................................................................................ 3

2.

Project Profile............................................................................................................................................. 3

3.

Project Overview, Scope, Shared Vision, Objectives, Goals..................................................................3

3.1.

Technical Solution/Architecture proposed.......................................................................................... 3

3.2.

Assumptions and Constraints............................................................................................................ 3

4.

Project Environment.................................................................................................................................. 3

5.

Lifecycle Model, Phases & Deliverables.................................................................................................. 3

6.

User Acceptance Criteria........................................................................................................................... 3

7.

Project Estimation...................................................................................................................................... 3

8.

Resource Plan............................................................................................................................................ 3

9.

8.1.

Hardware........................................................................................................................................... 3

8.2.

Software............................................................................................................................................ 3

8.3.

Tools, Methodologies and Techniques...............................................................................................3

8.4.

Training Plan...................................................................................................................................... 3

8.5.

Human Resource Plan...................................................................................................................... 3

Project Organization.................................................................................................................................. 3
9.1.

Roles & Responsibilities.................................................................................................................... 3

10. Customer Supplied Material...................................................................................................................... 3

11. Stakeholders and Dependenconfiguration itemses................................................................................3
12. Risk Management....................................................................................................................................... 3
13. Change Management................................................................................................................................. 3
14. Configuration Management....................................................................................................................... 3
15. Communication Plan.................................................................................................................................. 3
16. Verification and Validation......................................................................................................................... 3
17. Standards, Guidelines, and Checklists.................................................................................................... 3
18. Project Tracking Plan................................................................................................................................. 3
19. Data Management...................................................................................................................................... 3
20. Quality Management.................................................................................................................................. 3
20.1.

Project Re-planning Triggers............................................................................................................. 3

20.1.1. Changes in Scope............................................................................................................................. 3

20.1.2. Changes in Schedule & Effort........................................................................................................... 3
20.1.3. Schedule Slippage or changes in schedule.......................................................................................3

Project Plan
20.1.4. Effort Slippage or changes in effort................................................................................................... 3
20.1.5. Changes in Risks/Dependenconfiguration itemses...........................................................................3
20.2.

CSAT (Customer Satisfaction) Management.....................................................................................3

21. Managing Subcontracted Work................................................................................................................. 3

22. Tailoring & Waivers.................................................................................................................................... 3
23. Organizational Databases / Performance Models / best Practices........................................................3
24. User Documentation.................................................................................................................................. 3
25. Installation Plan.......................................................................................................................................... 3
26. Warranty Support....................................................................................................................................... 3
27. Deconfiguration itemssion Analysis and Resolution..............................................................................3
28. Issue Resolution MechaniService Management......................................................................................3

Project Plan

1. Introduction
1.1.

Purpose
This document provides a project plan for the Vietnam Distribution Center Warehouse Setup

1.2.

Scope
Details of this document are only applicable for the Vietnam Distribution Center Warehouse Setup Project.

1.3.

Abbreviations and Acronyms

Acronym
3PL
BAT
BATC
BATP
CM
CMP
CPS
CSAT
DAR
DC
ERP
FTE
GUI
IM
LAN
LE
LEM
M&M
MOM
MS
NC
NNI
O&R
PMO
PMR
QA
QAP
R/3
RMP
RTM
SAP
SGT
SIT
SOW
SPOC
SRS
STX
SQA
UTC
UTP
WBS
WM

Definition
Third Party Logistics
business Acceptance Testing
business Acceptance Testing Cases/Scenarios and Results
business Acceptance Testing Plan
Configuration Management
Configuration Management Plan
Critical Path Schedule
Customer Satisfaction
Decision Analysis and Resolution
Distribution Center
Enterprise Resource Planning
Full Time Employee
Graphical User Interface
Inventory Management
Local Area Network
Legal Entity
Local Enterprise Model
Matching and Mapping
Minutes of Meeting
Microsoft
Non-conformances
Non-negative Impact
Objectives and Requirements
Project Management Office
Project Management Review
Quality Assurance
Quality Assurance Plan
Release/3
Risk Management Plan
Requirements Traceability Matrix
Systems, Application, and Products
Singapore Time
Systems Integrated Testing
Statement of Work
Single Point of Contact
Software Requirements Specification; Refers to O&R
Sales, Transportation and Cross border
Software Quality Assurance
Unit Test Case
Unit Test Plan
Work breakdown Structure
Warehouse Management

Project Plan
1.4.

Definitions
None.

1.5.

References
Reference Documents
SOW
BAT Plan
business Acceptance Test Defect Tracking Sheet
business Test Cases
business Test Results Document
Configuration Management Plan
Cutover Plan
Data Management Plan
Post-release Defect Tracking Sheet
Quality Management Plan
Risk Management Plan
Tailoring and Waivers Worksheet
Training Plan
Unit Test Cases
Unit Test Defect Tracking Sheet
Unit Test Plan
Unit Test Results Document

2. Project Profile

Project Name

Vietnam Distribution Center Warehouse Setup

Customer

AJDW Company

Project Mgr.s Name

Analee June Manuel

Customers Geography

Asia Pacific

Customer Contact Info

ajdw@yahoo.com

Lifecycle Model

SAP Implementation

Project Start Date

February 21, 2009

Projects expected End Date

September 30, 2009

Cost Estimate

$200,000.00

Technology

SAP R/3

Note- Maintain confidentiality of cost estimates.

Project Plan

3. Project Overview, Scope, Shared Vision, Objectives, Goals

Project Overview
A new DC in Vietnam, near Hanoi, has been identified as a requirement to support the changes that will
occur in the Vietnam market due to:
1. Investment by Hair Care, Fem Care and baby Care GLOBAL BUSINESS UNITs for
sourcing Vietnam markets requirements locally
2. Consolidation of Hair Care and Health Care sources
Project Scope
The project is divided into two phases:
Phase 1 IM (Inventory Management) interim solution
Phase 2 WM (Warehouse Management) solution
Phase 1 will include setting up of two plants for the Health H and GROUP2 HOLDINGS LEs. Both plants will
be using SAP Inventory Management and will only be supporting the product flow.
Phase 2 will include setting up of three plants for the HEALTH AND HYGIENE and HOME PRODUCTS. All
plants will be using SAP Warehouse Management and will be supporting both domestic and export product
flows. Bundle packing and customer orders (going to a single customer) will also be supported in this phase.
Shared Vision
The creation of the Vietnam DC was thought of to support the transformation that be occurring in the Vietnam
market. The vision of this project is to make the project implementation a success in order to support this
market requirement.
Objectives
To implement SAP CRM and SC systems and processes to startup the Vietnam DC operations on
time
In a way that clearly defines the project scope, follows a well-developed Distribution Center
implementation Critical Path Schedule and there is a close collaboration between business teams,
SUPPLY NETWORK SYSTEMS and GROUP2 HOLDINGS resources
So that the distribution network in Vietnam is improved so that the Vietnam restructuring objectives
can be supported
Goals
Deliver the Phase 1 solution by March 22. Phase 2 solution cutover will be on June 1 to support the actual
Distribution Center creation.

3.1.

Technical Solution/Architecture proposed

business processes and technical solutions will be reapplied to the Vietnam Distribution Center to answer the
system requirements with the short timelines.

3.2.

Assumptions and Constraints

Assumption
A01

Organization
Involved
AJDW

A02

AJDW

A03

AJDW

Description
100% Master Data will be ready before Business Acceptance Testing and
will be provided by AJDW.
The local organization is already experienced on SAP/R3 in all the
components, knowledgeable on the SAP business processes and qualified
to run the Business Acceptance tests. There will be no additional effort that
will impact the project timings and cost due to the fact that no Site
Integrated Test will be performed before the Business Acceptance Test, as
required by AJDW.
The current invoice and report layout set will continue to be used and will be

Project Plan

A04

AJDW

A05

AJDW

A06
A07

AJDW
AJDW

A08

AJDW

A09

AJDW

A10

AJDW

A11

AJDW

A12

AJDW

extended to the new warehouse.

No functional GAPS have been identified so standard solution to be
implemented.
AJDW provides all the needed SAP software licenses and ensures they are
up to date.
No additional infrastructure is required for this project on the AJDW side.
All types of communication between AJDW, GROUP2 HOLDINGS and the
3PL, including documents, will be in English.
3PL is responsible for, and will deliver on time, according to project
schedule, the required infrastructure, systems and processes to support
efficiently and effectively the operation with AJDW.
GROUP2 HOLDINGS is not responsible for any non-IT tasks or activities
like designing logistical processes, quality standards, communication
procedures, SLAs, etc. between 3PL and AJDW. Those will be owned by
AJDW.
AJDW will provide a primary point of contact (herein referred to as AJDW
Project Leader) whose main responsibility is to work with the Site Project
Manager to co-ordinate and supervise key project activities. Specific
responsibilities include:
1. Act as AJDW SPOC(single point of contact) to GROUP2
HOLDINGS for escalation of issues pertaining to the local
organization.
2. Follow up project milestones. Supervise project stages: business
acceptance testing, trial cutover and cutover.
3. Define site scope, empower the site organization / work processes
changes as a result of this project.
4. Interact with other AJDW organizations as needed.
5. Ensure that funding is available and Internal Controls compliance
on capital.
The AJDW Project Leader jointly with GROUP2 HOLDINGS Project
Manager will:
1. Set project verification measures and success criteria.
2. Ensure that the implemented solution will achieve project success
criteria.
3. Develop the high level project schedule and track progress status
against agreed schedule. GROUP2 HOLDINGS Project Manager
will own the project schedule tracking review process.
4. Ensure timely resolution or appropriate escalation of issues.
GROUP2 HOLDINGS Project Manager will own the issue list review
process.
Report regular project status to the project board and key
stakeholders. GROUP2 HOLDINGS Project Manager will prepare
the project status and will be reviewed with AJDW Project
SPOC(single point of contact) prior to the project board meeting.
The AJDW Vietnam DC will allocate a Site Project Manager whose specific
responsibilities include:
1. Define site business needs and expected benefits of SAP-WM for
the site.
2. Drive required site organizational and work process changes.
3. Ensure transfer of knowledge to site team in such a way as to
support ongoing business operations in a quality manner.
4. Interact and involve other site organizations to delivery the work
agreed for the different phases.
5. Lead the site's project organization.
6. Provide leadership and direction to the site teams, assigning tasks
and coordinating resources to ensure that the site team deliverables
are completed on schedule / with quality.

Project Plan

A13

AJDW

A14

AJDW

A15

AJDW

A16

AJDW

A17

AJDW

A18

AJDW

A19

AJDW

A20

AJDW

A21

AJDW

A22

AJDW

A23
A24

AJDW
AJDW

A25

AJDW

A26

AJDW

7. Ensure that appropriate resources are fully enabled to lead

preparation and execution of the project activities.
AJDW will operate in the standard SAP R/3 architecture using
regional/global standard work processes.
The current local 1st level SAP support model will act as the first level
support organization for the SAP-WM application following the Daily
Monitoring System processes and global support model, using Service
Desk as the primary tool for incident communication/escalation.
AJDW will be responsible for the definition and preparation of Emergency
Alternative Procedures and Disaster Recovery. GROUP2 HOLDINGS will
provide the required application consultancy.
AJDW project resources will be knowledgeable on the current FG materials
SAP R/3 work processes. Any additional training required will be provided
by AJDW resources.
Local LAN capacity will support the SAP-Warehouse Management
implementation.
AJDW GLOBAL BUSINESS SERVICES be will be responsible to agree and
approve changes to the global AJDW standard solution with the Horizontal
Process Team.
AJDW will be responsible for the accuracy, completeness, and the timely
provision of all information it provides. If information is incomplete or
incorrect, any delay and anything required to correct problems created by
the use of such incomplete or inaccurate information will be treated as a
AJDW requested Change Order to the scope of the work. The PMO Change
Management process will be invoked to address impacts to the project.
The detailed application scope will be fully identified and agreed by the time
the M&M phase is complete. Any change in the scope originated by other
projects (for example but not limited to Gillette or Wella integration,
warehouse redesign, opening / closing of external DCs or warehouses) after
that will be managed by the PMO Change Management process.
Functional assumptions:
1. All materials will be batch-managed.
2. Only three plant code will be mapped for one physical warehouse.
Only two plant codes will be used for Phase 1 as the Gillette LE will
not be used in this phase. Two unused plant codes, 8025 and 8026
will be used for Phase 1.
3. Locations will follow AJDW standard SAP-WM naming conventions.
4. Any Manipulation process requires Process Order (AJDW standard
solution)
5. AJDW global standard movement types will be used for reclaim and
repack operations.
Key Users and Key End Users roles will be staffed by AJDW. The Key
Users will be available at the time the project starts.
AJDW is responsible for key user and end user training and certification.
AJDW will coordinate and lead all communications with 3rd Party Logistics
service supplier if any. No new interface with 3rd Party Logistics systems
will be designed.
AJDW Business experts will be on site for the full requirements of Mapping
and Matching and BAT.
AJDW will ensure the availability of the GROUP2 HOLDINGS resources
that are funded by staff augmentation and flex pool arrangements.

Project Plan
4. Project Environment
The Vietnam project will be implemented in SAP R/3 4.5 and dually maintained in SAP R/3 6.0. The project will
be using the iGDE standard during implementation.

5. Lifecycle Model, Phases & Deliverables

Project Phases

Deliverables

Delivery date

Phase 1 Kickoff

Kickoff presentation

Feb 19, 2009

Phase 1 Matching and Mapping

Matching and mapping documents

March 12, 2009

Phase 1 Design and Construction

Transport list

April 14, 2009

Phase 1 BAT Preparation

BAT plan

May 5, 2009

Phase 1 BAT

BAT test cases and results

May 19, 2009

Phase 1 Cutover Preparation

Cutover Plan

May 21, 2009

Phase 1 Cutover

Transports and master data in production

May 22, 2009

Phase 2 Kickoff

Kickoff presentation

March 2, 2009

Phase 2 Matching and Mapping

Matching and mapping documents

May 18, 2009

Phase 2 Design and Construction

Transport list

August 10, 2009

Phase 2 BAT Preparation

BAT plan

September 4, 2009

Phase 2 BAT

BAT test cases and results

September 23, 2009

Phase 2 Cutover Rehearsal

Transports and master data in cutover box

September 24, 2009

Phase 2 Cutover Preparation

Cutover Plan

September 25, 2009

Phase 2 Cutover

Transports and master data in production

September 28, 2009

Project Closeout

Handover documents and project closeout

presentation

September 30, 2009

6. User Acceptance Criteria

Acceptance from the business on the final product will be based on the following criteria:
All business scenarios identified during Matching and Mapping have been tested and verified
All BAT issues identified are closed
Testing will be conducted as per the Vietnam Project BAT Plan for tests to be conducted during the BAT
duration as per the project schedule.
For issues or requirements uncovered after BAT, a change request needs to be initiated and approved as per
the PMO Change Management Process. Only when the change request is approved will the corresponding
defects be fixed as the customer has already provided sign-off.

7. Project Estimation
The project will be divided in two phases, partly running in parallel with each other. Phase 1 will be for three
months, from February 19 to May 22. Phase 2 will be for seven months, starting on March 1 to September 30.

Project Plan
8. Resource Plan
8.1.

8.2.

Hardware
Hardware Description

Configuration/Specification

Quantity
Required

Start
Date

End date

Contact

Service Laptop

Needs networking capabilities

Feb 21,
2009

Sept
2009

Administrative
Assistant

30,

Software
Software Description

Version

Start Date

End Date

Contact

SAP R/3

4.5

Feb 19, 2009

Sept 30, 2009

ERP

SAP GUI

640

Feb 19, 2009

Sept 30, 2009

AJDW
Center

Call

GROUP2 HOLDINGS Service Desk

4.5

Feb 19, 2009

Sept 30, 2009

AJDW
Center

Call

Vietnam Sharepoint

N/A

Feb 19, 2009

Sept 30, 2009

Site Champion

GROUP2 HOLDINGS GM-AS Portal

N/A

Feb 19, 2009

Sept 30, 2009

Site Champion

SPRINT Tool

N/A

Feb 19, 2009

Sept 30, 2009

Site Champion

PMO Library

N/A

Feb 19, 2009

Sept 30, 2009

PMO Mentor

MS Office

2003

Feb 19, 2009

Sept 30, 2009

AJDW
Center

Call

Internet Explorer

6.0

Feb 19, 2009

Sept 30, 2009

AJDW
Center

Call

Email
(Lotus Notes/MS Outlook)

MS Outlook 2003

Feb 19, 2009

Sept 30, 2009

AJDW
Center

Call

Instant Messaging (Jabber/Sametime)

Sametime v3.0

Feb 19, 2009

Sept 30, 2009

GROUP2
HOLDINGS Call
Center/
AJDW
Call
Center

Feb 19, 2009

Sept 30, 2009

GROUP2
HOLDINGS Call
Center/
AJDW
Call
Center

Jabber v2.7

Collaboration
(GROUP2
HOLDINGS
Classroom/Netmeeting)

Tools
Virtual

Netmeeting v3.0
GROUP2
HOLDINGS Virtual
Classroom v6.2

Project Plan
8.3.

Tools, Methodologies and Techniques

Phase / Activity

Tool(s) Planned

Start Date

End Date

Requirements
Engineering

Requirements Traceablity Matrix (RTM)

Feb 19, 2009

Sept 30, 2009

Software
Requirements
Document (SRS)

Construct (Code &

Unit Testing)

SAP R/3 4.5b

Feb 19, 2009

Sept 30, 2009

SAP R/3 6.0

Testing

Unit Test Plan (UTP)

Feb 19, 2009

Sept 30, 2009

Business Acceptance Test Plan (BAT)

Unit Test Case/Test

(UTC/UTR)

business Test Case/Test Results Document

Project Level Tracking Sheet

Feb 19, 2009

Sept 30, 2009

CONFIGURATION ITEMS Level Tracking

Sheet

Project Level Tracking Sheet

Feb 19, 2009

Sept 30, 2009

CONFIGURATION ITEMS Level Tracking

Sheet

SPRINT

Feb 19, 2009

Sept 30, 2009

Offline Review Item Tracking Sheet

Change Request Form (CR)

Feb 19, 2009

Sept 30, 2009

Change Request Template

Specification

Results

Document

Project Management
-Planning

-Effort tracking

-Defect tracking
-Change Request
Tracking
-Risk Tracking
-Configuration
Mgmt.
Monitoring
Control

-Project
and

Reviews

8.4.

Risk Management Plan (RMP)

Feb 19, 2009

Sept 30, 2009

Configuration Management Plan (CMP)

Feb 19, 2009

Sept 30, 2009

Share point

Project Management Review (PMR)

Feb 19, 2009

Sept 30, 2009

Senior Management Review

PM Metrics

SPRINT

Feb 19, 2009

Sept 30, 2009

Offline Review Item Tracking Sheet

Review records

Training Plan
Refer to the Vietnam Training Plan for details.

8.5.

Human Resource Plan

Project Team Resources Project Execution Team
Project Manager
CMMi Resources
o Software Quality Assurance
IT Row Leaders Phase 1 - IM

Project Plan

o STX
o MATERIAL MANAGEMENT SYSTEM
o Costing
o Purchasing
o LEM and Master data
IT Row Leaders Phase 2 - WM
o STX
o MATERIAL MANAGEMENT SYSTEM
o Costing
o Purchasing
o OM / AR
o LEM and Master data

9. Project Organization

AJDW Escalation
Manager
AJDW

GROUP2 HOLDINGS
Escalation Manager
GROUP2 HOLDINGS

Project SPOC
AJDW

Project Manager
GROUP2 HOLDINGS

GROUP2 HOLDINGS
Product Manager/Product
Focus Team

AJDW BE

Business Row Leaders

GROUP2 HOLDINGS

9.1.

Project Quality Assurance

Resources
GROUP2 HOLDINGS

IT Row Leaders
GROUP2 HOLDINGS

Roles & Responsibilities

Role
Project Manager

Responsibilities
Be the single point of contact for AJDW SPOC.
Manages and controls the execution of the project activities based on
agreed project CPS(critical path schedule).
Leads the change control board that evaluates and approves change
requests to the project.
Sets project metrics and goals and uses the metrics to control the
project.
Responsible for ensuring deliverables that were agreed between AJDW

Project Plan

and GROUP2 HOLDINGS documented in the Statement of Work.

Preparing and releasing the project plan.
Organizing and executing reviews for project-level deliverables.
Revising and updating the project plan.
Communicating issues, identifying process improvement areas, and best
practices.
Identifies NCs(non-conformances) are closed
on time and corresponding corrective actions are taken.

QA activities are planned and carried out for the

project as planned.

Lead SQA(Software Quality

Assurance)

Configuration Controller

Generates monthly SQA reports and metrics and submits to project

manager.
Ensures that QA and NC log is updated weekly and reports to NCs to
project manager.
Completes all documentation required as part of SQA.
Ensures check-point reviews are done in each and every stage of the
project lifecycle.
Perform SQA audit every month to ensure adherence to life cycle
processes.
Verify technical work products.
Ensure data collection for metrics to be collected.
Verify accuracy of project metrics.
Ensures that quality is maintained for all project deliverables.
Ensures adherence of application standards.
Provides feedback on the status of product and process quality within
the project (at least bi-weekly).
Review the project plan and ensure compliance to CMMi.

Communicating
improvement areas, and best practices.

Ensures that Configuration Management Plan is maintained and

enforced.
Establishes baseline.
Ensures integrity of baseline.
Keeps a copy of all project work products (documents) and is
responsible for updating the sharepoint.
Maintain all configuration management reports and metrics.
Mandatory audit for configuration management audit.

issues,

identifying

process

Implements the CM plan.

Project Consultation Team

Responsible for coordinating touch points and other activities with other
rows
Responsible for delivering and documenting the solution set (systems
and work processes) for their row, ensuring that requirements are fully
addressed.
Ensures that all open issues are closed for each phase of the project for
their row.
Ensures that configurations within their row are ready for integration,
release, and/or migration, from one phase to another based on the
project timeline and the project test plans.
Raises issues/risks to project manager if unresolved at the row-level
Provide technical consultation and direction for implementation team

SERVICE MANAGEMENT
SPOC

SPOC for the SERVICE MANAGEMENT organization.

Aligns downtime for system migrations during BAT, trial cutover and

IT Row Leaders

Project Plan

AJDW business SPOC

business Row Leaders /

Key Users

BE

10.
None.

cutover with AJDW.

Responsible for coordinating trainings during handover to ensure
SERVICE MANAGEMENT organization readiness in supporting final
solution in production.
Responsible for coordinating with TAb and sharing with project team any
mandatory items for TAb approval.
be the single point of contact for the
GROUP2 HOLDINGS PM
Provide overall leadership and single point
of accountability to the Project board
Act as AJDW SPOC to GROUP2
HOLDINGS for escalation of issues pertaining to the local organization.
Follow up project milestones. Supervise
project stages: business acceptance testing, trial cutover and cutover.
Define site scope, empower the site
organization / work processes changes as a result of this project.
Interact with other AJDW organizations as
needed.
Ensure that funding is available and Internal Controls compliance on
capital
Provide expertise in the specific site work process being impacted
by the project and actively participate project activities throughout the
project life cycle.
become trained experts in new work processes and SAP
functionalities brought about by the project
Provide the necessary business knowledge and expertise
Participate in work process matching, readiness tasks, and data
mapping.
Contribute to the creation of system requirements by providing
information about the business.
Create test scenarios and test data to facilitate proper testing.
Participate in all phases of system testing to assure quality and
usability of the system.
Responsible for the end user training and the accuracy of the
master data.
Set up and assign security profiles to end users.
Provide consulting for BAT, trial cutover and cutover.
Assist in transitioning users from current to future practices.
Train the End users and qualify them.
Define work processes with local team, on-going support of local
business team, 3rd level troubleshooting.
Consultancy, coaching of the Project team in SAP solutions, deploy
global standards.
Lead Matching & Mapping sessions.
Participate in defining technical solutions.
Key User Training & Qualification.
Provide global training materials, global model documentation.
Work with GLOBAL PROCESS OWNER, Internal Controls and
Security Developer to define global user profiles (where needed).

Customer Supplied Material

Project Plan

11.

Stakeholders and Dependencies

Stakeholders

Dependency Description

AJDW business
SPOC

Pre-work for Mapping & Matching

AJDW will provide a comprehensive list of
documented business process (BPL) which will
be used as the basis to define the scope of the
project and to guide the implementation.
Application configuration.
AJDW local organization will be responsible for
the master data maintenance and physical
warehouse modeling in SAP-WM.
Key User Training and Qualification
AJDW Project SPOC will ensure the right
resources (both local and global) at the agreed
time to accomplish the training. Key User
Training will be completed before BAT
preparation stage. Infrastructure and training
room will be available with computers with
access to SAP/R3.
Pre-work for business Acceptance Test.
All pre-work described in the BAT test plan
prepared by the AJDW PM will be completed
prior to the actual BAT start up date.
BAT Execution & Sign Off
Coordination -- AJDW Row leader will
coordinate and ensure the completion of the
test in the agreed time frame. Test results and
official AJDW signature will be provided to
GROUP2 HOLDINGS PM.
Staff -- AJDW will allocate the required
resources (both local and global) at agreed
time to accomplish the work agreed.
Security Local security contact will work with
AJDW business Expert to the definition and
assignment of the new security profiles.
Sign off: AJDW Project SPOC will sign off the
BAT at completion.
business Process List since there is no SIT
there is a risk that not all the business
processes are in the list and the resources
qualified to run the BAT by themselves.
AJDW BEs will be on site for the full
requirements of Mapping and Matching, BAT
and Cutover.

AJDW business
SPOC
AJDW business
SPOC

AJDW business
SPOC
AJDW business
SPOC/
AJDW
Escalation
Manager

AJDW
Escalation
Manager

Lifecycle
Phase
Matching and
Mapping

Matching and
Mapping
business
Acceptance
Test
Preparation

business
Acceptance
Test
business
Acceptance
Test

M&M
BAT

AJDW business
SPOC
AJDW
Escalation

AJDW will need to ensure that the constructed

warehouse and facilities are ready before the
cut-over.
Impact of other projects (for example but not
limited to Dual Maintenance, my SAP ERP)

Cutover
Cutover
All phases

Required by (Date)

Project Plan
Manager

AJDW
Escalation
Manager
AJDW business
SPOC
AJDW
Escalation
Manager
AJDW business
SPOC
AJDW
Escalation
Manager

12.

AJDW
Project
SPOC
and
GROUP2
HOLDINGS PM will confirm impacts from other
projects before Design & Construction is
completed.
Standard SAP-IM solution for Phase 1 and
SAP-WM solution for Phase 2 will be
implemented. AJDW will be responsible for
internal controls & SOX compliance.
AJDW will be responsible for development
and/or implementation of EAPs and DRPs.
Key Users and Key End Users roles will be
staffed by AJDW. AJDW Key Users will be
available at the time the project starts
AJDW
will
coordinate and lead all
communications with 3rd Party Logistics
service supplier, if any. No new interface with
3rd Party Logistics systems will be designed.
AJDW will ensure the availability of the
resources that are funded via staff
augmentation and flex pool.

All phases

All phases
All phases
All phases

All phases

Risk Management

Refer to the Vietnam Risk Management Plan for details. Below are the major highlights.
Identified Risks
Requirements
Unstable

Inadequate
Experience

Team

Inadequate
Documents

Input

13.

Risk Elaboration
Changes
in
the
requirements could lead
to
changes
in
the
schedule, depending on
the extent of the change
Project team members
are either inexperienced
or has limited experience
in their assigned row

Mitigation Plan & Owner

No additional changes after
Matching and Mapping has
been closed. (Group 2
Holdings PM)

Contingency Plan & Owner

Accommodate request after
the project has cutover,
following the PMO Change
Management Process

Assign a technical mentor

to new/inexperienced hires,
regular checks to be
conducted for issues

Retrain resources

Some
key
input
documents are provided
for by the customer.

Align requirements
expected with the
customers early on

Raise a change in schedule

if there are schedule slips

Change Management

Refer to the Vietnam Configuration Management Plan under the change control section. For all change
requests executed as part of the Vietnam Project, these are logged into the Vietnam Change Request
Template. Also refer to the PMO(project management office) Change Management Process.

14.

Configuration Management

Refer to the Vietnam Configuration Management Plan for details.

15.

Communication Plan

Method
Team Meeting

Frequency
Weekly

Participants
Owner:

Ouput
Meeting minutes

Project Plan
Mondays
4:30 5:30 PM
SGT
Audio
conference/
Email
Monthly

GROUP2
HOLDINGS Project
Management
Review
AJDW
Project
Management
Review

Monthly

Senior
Management
Review

Quarterly
Update on project
Next
steps
resolution

Project
Reports

Once every month

Update
on
project.
Venue
for
customer
communication
and feedback
Next
steps
reporting.
End of the project

Project
Report

16.

Status

Closure

PM
Mandatory Participants:
Project Team

Owner:
PM
Mandatory Participants:
PM and all GROUP2
HOLDINGS
IT
team
members
Owner:
PM
Mandatory Participants:
PM, AJDW SPOC, AJDW
team members, AJDW
Escalation Manager
Owner:
PM
Mandatory Participants:
PM, Senior Manager, Site
Champions
Owner:
PM
Sent to:
AJDW
Project
SPOC,
AJDW Escalation Manager

Meeting
minutes,
PMR
slides
(project
status),
emails

Owner:
PM
Mandatory Participants:
Senior Manager, Project
Team, Project board

Project Closure report

Meeting
minutes,
PMR
slides
(project
status),
emails

SERVICE MANAGEMENTR
slides

Project
emails

Status

Reports,

Verification and Validation

Refer to the Vietnam Quality Plan for details

17.

Standards, Guidelines, and Checklists

Refer to the Vietnam Quality Plan for details

18.

Project Tracking Plan

Type
Project
Review

Progress

Project Management
Review

Frequency

Owner

Participants /Audience

Weekly

Project Manager

Project Team

Project Manager

Project Team

Every Monday, 4:30 PM SGT

Monthly

Project Plan

Type

Frequency

Owner

Participants /Audience

Senior Management
Review

Quarterly

Project Manager

Senior Manager
Project Team
Site Champion

Project
Reporting

Closure

September 30, 2009 (Phase 2)

Project Manager

Senior Manager
Project Team
Site Champion

Escalation Meetings

19.

As Needed

Project Manager

All affected stakeholders

Data Management

Refer to the Vietnam Data Management Plan for details.

20.

Quality Management

Refer to the Vietnam Quality Management Plan for details.

20.1. Project Re-planning Triggers

Project re-planning triggers are checked after Project Management Reviews, Senior Management Reviews and
at the end of each project phase. Re-planning may include re-estimation and may require resource reallocation. If re-planning is done, the impact on the subsequent phases must be analyzed. Changes to the plan
and schedule must be reflected in the Project Plan.
Re-planning is triggered when the projects status deviates greatly from the plan. When this occurs, the Project
Manager will have to re-plan and update the Project Plan as necessary
The areas where significant triggers that can result in re-planning are listed below:

20.1.1.

Changes in Scope

20.1.2.

Changes in Schedule & Effort

20.1.3.

Requested release date changes.

Schedule Slippage or changes in schedule

20.1.4.

Statement of Work (SOW) changes.

Scope of functionality changes.
Unexpected enhancement requests.
Staffing plan changes.

Due to end customer requirements.

Milestone slips.
Due to changes in resources:
Unexpected attrition of team/critical resources occurs (e.g., critical team member fall sick/leaves).
Team changes due to re-organization.
SPI not within threshold or value unacceptable.

Effort Slippage or changes in effort

Effort spent in a phase deviates from the estimated effort then projects need to deliberate if re-planning
is necessary based on current project status.

Project Plan

20.1.5.

CPI not within threshold or value unacceptable.

Changes in Risks/Dependencies

High priority and/or unforeseen, undocumented risks occur.

20.2. CSAT (Customer Satisfaction) Management

Refer to the PMO CSAT Procedure.

21.

Managing Subcontracted Work

N/A.

22.

Tailoring & Waivers

Refer to the Vietnam Tailoring and Waivers Worksheet for more details.

23.

Organizational Databases / Performance Models / best Practices

None.

24.

User Documentation

Standard Operating Procedures to be used by the Vietnam Key Users will be created and maintained by the
AJDW be.

25.

Installation Plan

Please refer to the Vietnam Cutover Plan for more details.

26.

Warranty Support

The solution will be turned over to Service Management for second level support after the verification period.
Third level support will be handled by each rows Product Focus Team member.

27.

Decision Analysis and Resolution

A formal Decision Analysis and Resolution process is not required for all decision -making scenarios. A formal
DAR can be used based on the impact of the decision. The impact of the decision has to be decided by the
relevant stakeholders based on the following criteria:
1. The decision is directly related to topics assessed as high or medium risk or would cause direct schedule
delays or cost/effort overrun
2. The decision affects work commitments or assignments
3. The decision affects the ability to achieve the project objectives
4. The decision has widespread impact on the organization
5. The decision affects the deliverables
6. The decision affects career opportunities
7. The decision affects dependencies with other individuals or workgroups
8. The decision affects the work environment
9. The decision affects significant stakeholders who are not involved in the decision process
The impact of the decision can be rated as High, Medium or Low based on the above-mentioned criteria.
The need for a formal DAR is decided based on the impact.
Recommendation
Impact

Recommendation

High

Formal DAR Process required

Project Plan
Impact

Recommendation

Medium

Project or the relevant stakeholders will decide whether to follow formal DAR Process or not
based on the other related impacts

Low

Formal DAR Process not mandatory

28.

Issue Resolution Mechanism

All issues will be logged in the Defect Tracking Sheet. Each issue will be assigned a resolution owner and will
be updated as per the resolution owners update, normally done during the Status Meeting. Each issue will be
set to In-progress as a default status and will be assigned a severity (High, Medium, Low) to determine the
impact to the project. Once resolved, the status will be set to Closed and will no longer be tracked.