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PROJECT GUIDELINE

Template

INTERNAL
PROJECT IDENTIFICATION
Project Name CPI Project Number
<Project Name>
Customer Name Customer Number
<Customer Name>
SAP Project Manager Customer Project Manager
<SAP Project Manager> <Customer Project Manager>

DOCUMENT IDENTIFICATION
Author Document Location (repository/path/name)
<Author> <Document location>
Version Status Date (YYYY-MM-DD) Document Classification
0.1 Final <Date> Internal

REVISION HISTORY
Version Date Description
0.1 December 07, 2015 Initial document
0.2 January 30,2018 Revised document and updated template

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TABLE OF CONTENTS
GENERAL............................................................................................................................................................. 4
Consultant History............................................................................................................................................... 4
Employees at the Costumer................................................................................................................................ 4
Interaction with the Costumer............................................................................................................................ 4
UTILIZATION OF THE COSTUMER INFRASTRUCTURE...................................................................................4
Parking Facilities at the Customer’s Site........................................................................................................... 4
ACTIVITY RECORDING AND ACCOUNTING...................................................................................................... 5
Recording and Accounting of Activities............................................................................................................ 5
TRAVEL GUIDELINE............................................................................................................................................ 6
Address of Project Site....................................................................................................................................... 6
Transportation, Distances, and Travel Time...................................................................................................... 6
Flight..................................................................................................................................................................... 7
Rental Car............................................................................................................................................................. 7
Taxi........................................................................................................................................................................ 7
Duration of Residence......................................................................................................................................... 7
Hotel...................................................................................................................................................................... 8
CONTROLLING..................................................................................................................................................... 8
INTERNAL STATUS REPORTING....................................................................................................................... 9
CHANGE REQUEST MANAGEMENT.................................................................................................................. 9

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GENERAL
The project guideline contains the project- and corporate-specific regulations for the course of projects.
This document provides especially new project members with the necessary information to understand the
project and the administrative and technical regulations connected with it. It is meant to be used as reference
document.
The project guideline is an exclusively internal document which must not be handed over to any costumer.
All details concerning the conducting of a project regarding customer involvement which have to be made known
to the customer are described in the project manual or are at least referenced in the project manual.
The content of the project guideline serves as signpost. The project manager is asked to extend and adapt it
according to project requirements. Chapters which are not needed should be deleted by project managers in
order to avoid misunderstandings.

Consultant History
Background information of the project history from the consultant perspective: which consultants/companies
were involved so far? What was the reason for changing the staffing?

Employees at the Costumer


What are the costumer’s employees’ main interests?

Interaction with the Costumer


What are the dos and don’ts in the customer interaction? Special informal rules of conduct which are not
described in the project manual (chapter communication guideline) are listed in the following. Such rules concern
for instance specialties of the communication guidelines of the customer, e.g.:
• Company X has to be referred to with the masculine gender.
• Product X serves for cashless payments (not product x is a credit card).

What does the customer expect from SAP?


• E.g. Lead role – statements such as: How would you like it? are not appropriate.
• Our consultant role is also be expected for the environment, or
• Procedural thinking has to be in the center of attention

UTILIZATION OF THE COSTUMER INFRASTRUCTURE


• These project-specific instructions are necessary if the utilization differs from the SAP standard or if there
is room for misunderstandings.
• Passwords, accounts, applications, OSS user, remote access
• Access to buildings and their opening times
• Canteen/meals to be recorded in the ISP system

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Parking Facilities at the Customer’s Site
• Does the customer provide parking facilities?
• How to find these facilities?
• How to get access for car park (ID cards, etc.)?
• Limited temporary access?

ACTIVITY RECORDING AND ACCOUNTING


Special regulations regarding activity recording have to be described here. Special regulations are, for instance,
arrangements that certain work packages can only be accounted by certain employees in specified project
phases or that employees working at the customer’s site for a longer period of time and thus not having access
to the SAP infrastructure can record their activities alternatively in Excel or report it by phone or mail.

Recording and Accounting of Activities


Details concerning accounting of activities: Cycle, ISP extract or time sheet? Who is responsible? Who delivers?
Who is responsible for controlling extracts or sheets before they are delivered to the customer? Who is the
responsible contact person at customer site?

Note: We recommend to document work in a weekly time sheet to be signed by the customer. The time sheet is
basis for ISP and the following invoicing. The worksheet signed by the customer avoids queries concerning the
project work efforts.

Remarks for ISP recording:


• Order number of the project: xxxxxx
• Recording on basis of L rates in the project. The L rate has no consequence for the invoice to the
customer – it is only relevant for the employee’s bonus.
• The activities have to be recorded in ISP on a weekly basis. In PS system reports are run within a month.
• Always give a short description. Keywords must be as precise as possible (do not repeat customer x, sub-
project x, or position z if they are included in the account assignment). If work was not carried out at
costumer site, the short text should reveal that fact.
• The input field contact person (customer) requires exclusively the naming of the specified sub-project
coordinators of the customer (for names see xxx)
• The code for the expense allowance has to be given in the line for activity if the work was carried out at
customer site.

For each activity, work times as well as travel times are to be recorded. If the work time for the customer
exceeds 10 hours a day, the project manager has to be informed in advance.
Position numbers for phase- and sub-project-dependent controlling:

Order Sub-Project Phase Date Clearing for Closing date for Names of Employees
Position Accounting Accounting Authorized for Accounting
100 RW Project
preparation
110 RW Detailed
concept
step 1
120 RW Realization

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Order Sub-Project Phase Date Clearing for Closing date for Names of Employees
Position Accounting Accounting Authorized for Accounting
step 1

The daily rate is based on an 8-hour day. The customer will be charged a higher daily rate (xxxx Euro per hour),
should the actual work time exceed 8 hours. The daily rate plus eventual overtime will be credited for the
delivering business unit. The travel expenses will be also charged against the delivering business unit. The
consultants get the project L rate respectively minimum L rate for their bonus.

TRAVEL GUIDELINE
The following chapter informs the project team members about transportation and hotels available, how to
invoice travel expenses, and documents special regulations regarding non-accountable services.
SAP Travel Guidelines (policies) applying: <link or insert file of your locally applying policy>
Travel expenses are billed per expenditure are billed as flat rate are not billed.

See Transportation, Distances, and Travel Time for regulations regarding travel time.

Address of Project Site


Customer, Street no., Postal Code, City.

Transportation, Distances, and Travel Time

Travel expenses incl. allowances are accounted on order position xxx. Travel time exceeding the time defined
with the customer, are allowed to be accounted on the order position xxx. The amounts of kilometres driven have
to be reported for journeys with private cars or company cars. In case of travelling with a rental car, only the
costs for the care have to be accounted. Please, note the amounts of kilometres driven between the hotel and
the customer in the Notes field in ISP/Travel recording, additionally.
• Consultants are obliged to choose the most cost-saving type of traveling to the project location.
• Company cars are generally the preferred means of transport.
• When traveling by train, use train pass.
• If possible, coordinate journeys (2 or 3 persons per car).
• Book hotels early in advance (fair dates).
• Tickets for trains have to be booked in the SAP travel agency, SAP then receives a rebate.
• The request for traveling by private car with form xxx needs to be committed by the project manager.

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Project Cons. Single Trip to Single Using Private Transportation Cost of Train
Location SAP Loc. Customer (h) Distance to Car Possible (alternative to Ticket (1st class,
Customer (yes/no) company car) BC50 return
(km) ticket)
Bonn Benshei 2h 250 no train  33
m
Hamburg Walldorf 2.5 h 500 no flight  ---

Please be aware of the regulations in the SAP travel guideline for accounting the kilometres driven.

Flight
Standard text, delete if it does not apply:
Flights are only allowed for the project locations and SAP locations defined below.

Project Location Consultant’s SAP Start & Destination Max. Cost for
Location Airport Return Ticket
Hamburg Walldorf 99 EUR

Rental Car
Standard text, delete if it does not apply:
To hire a car is only economic if you travel more than 100 km per day. Exceptions have to be committed by the
project manager. Only cars of the category intermediate (xx EUR cost, see SAP travel guideline) may be
booked. Costs for fuel are refunded against receipts. The cars have to be returned with filled up fuel. Additional
cost arising from returning cars not filled up have to be paid by the consultant.

Taxi
Standard text, delete if it does not apply:
If traveling with public transport requires considerable additional time, a taxi can be used alternatively. Travel
costs are refunded against receipt. The max. cost for taxi is xx EUR.
Please share a taxi if several consultants are on the project site. The names of all travellers need to be listed at
the receipt then.

Duration of Residence
Depending on the distance, several durations of residence at project site have been defined (= days per week
on-site). Variations have to be committed by the project manager.

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SAP Location Min. Duration on Project Site
(days)
Walldorf
Stuttgart

Hotel
Hotels listed below are available for the project. Other hotels must not be booked!

Project Hotel, Address Telephone Code SAP Rate or Booking Price per Single Break-
Location & Contact Number Project Rate Deadline Room/ Night fast
Available? (days in advance) Included
?
Bonn Ramada, et200ng Project rate 44 EUR no
Bonner Str. 23,

12456 Bonn
Ms. Meier

Experiences/regulations for hotel booking or reservations:


• Can usually be booked up to 5 days in advance
• Since SAP does not have any contingent, please book very early!
• The project rate also applies on holiday/fair days

The project rate can be booked by phone or in Hotelbooker.


Until 6 p.m. on arrival day rooms can be cancelled for free. If no cancellation is made, 80% of the cost is charged
and has to be paid by the consultant.
Please indicate the above-defined SAP or project rate explicitly when booking a room or receiving the bill.
Please indicate the code, too. Hotel costs include room per night, breakfast, using the spa/sauna, car park fee.

From 01/01/2007 cost per room/night is xx EUR (including/excluding VAT of xx%).


Address on hotel bills: Please remember to have the full and correct address of your SAP location on your bill.
Only correct bills can be accounted.

CONTROLLING
Regulations regarding controlling which differ from the SAP standard should be mentioned here, e.g. date-
dependent clearing of work packages in ISP, ban regulations for budget positions etc. Overview of individual L
rates in the project – see Template Team Overview for Project Management.

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INTERNAL STATUS REPORTING
Give cycle for internal reporting; SAP projects are presented in the spot light. In the context of SAP Consulting
PMO provides an internal status report for the communication with responsible managers.

CHANGE REQUEST MANAGEMENT


Advice for the handling of deviations from the project scope  short-term customer requests, form modifications.

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