Project Kick-off for <project name>

at <customer name>
Project Kick-off for <project name>
at <customer name>
Department, Board Area or Team
Date
Agenda

 Introduction and Welcome All 00:00 – 00:00

 Project Goals <Name>, Management 00:00 – 00:00

 Project Success Factors <Name>, DM/CoE Lead, CEM 00:00 – 00:00

 Presentation of the Project <Name>, Customer PM 00:00 – 00:00

 Introduction to Project Work <Name>, SAP PM 00:00 – 00:00

 Next Steps <Name>, Customer PM 00:00 – 00:00

 ...

Guest Brand
© 2011 SAP AG. All rights reserved. 3
Goals

The project goals are…

The main goals are

…
…
…
Please find on following slides proposals on content for
Kickoff-event information.

© 2011 SAP AG. All rights reserved. 4

What Does Project Success Really Mean?

Functional Goals

Business Goals
Project Goals
Achieving the requested
modifications or improvements
in the business
Schedule Compliance

Budget Compliance

© 2011 SAP AG. All rights reserved. 5

Success Depends on Everybody Involved

Project success is the sum of everybody‘s daily work and decisions.

Management

Processes

Organization

Team Technology

Project
Key User

We look forward to realize a successful project with you.

© 2011 SAP AG. All rights reserved. 6
Project Organization

Steering Committee

Project Sponsor

Business Design
Board Project Management Quality Assur

Board of Architects Project

Project Management SAP Management <Client>
Risk Managem

Project
Team Project Team Members SAP
Project Team Members <Client>

Reporting to/Escalating to:

Information:
© 2011 SAP AG. All rights reserved. 7
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. 8

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. 9

Responsibilities of the Sub Project Manager

The sub project manager 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. 10

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. 11

 Project Schedule

<year>
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

 Project Preparation
 Blueprint Creation
 Blueprint Approval
 Implementation 1
 Integration Test 1
 Implementation 2
 Integration Test 2
 Production Preparation
 Production Approval
 Go-Live

Legend: Duration Milestone today

Legend:
Phase Milestone Go Live  Done

© 2011 SAP AG. All rights reserved. 12

The Solution‘s Principles in the Project

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

individual,
Release reliability release-reliable
processes

SAP Standard Processes

This guarantees full SAP support and the

system‘s future reliability.

© 2011 SAP AG. All rights reserved. 13

 Standards of Project Communication

Information Information Information Frequency Form

Element Sender Recipient
Status Report SPM SPM PM monthly Project Report

Status Report PM PM SPM, SC monthly Project Report

Workshop Protocol SPM SAP Key User after each meeting Result Protocol

SC Protocol SC PM, SPM, Board milestone Result Protocol

(min. 6-8 weeks)

Agenda/Invitation PM, SPM SPM, PM, SC if necessary …

Phase-related modifications in frequency

SPM - Sub-Project Management SC - Steering Committee
PM - Project Management

© 2011 SAP AG. All rights reserved. 14

Meetings

Project Management  …

SAP Sub-Project
 Weekly Jour-Fixe
Managers

 SC meetings take place every six weeks,

Steering Committee
1. Date:

No meeting without agenda and protocol!

© 2011 SAP AG. All rights reserved. 15

Communication via Outlook
E-Mail
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.
© 2011 SAP AG. All rights reserved.
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.
16
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.

© 2011 SAP AG. All rights reserved. 17

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. 18

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. 19

Procedure – Change Request Management

1 Requirement is on hand

Decision on verification Is an implementation feasible, can it

2 o.k. be included at this point in time?

3 Verification and assessment Effort, follow-up efforts, tentative

by experts proposal for implementation

4 Estimation of impacts Assessment regarding

on the project project budget, schedule, ...

Adjusted Resource Plan,

5 Decision on implementation Budget Plan, Project Plan, ...

© 2011 SAP AG. All rights reserved. 20

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. 21

Project Manual

A project manual will be compiled and is binding for the entire team. Manual
contents:
Project assignment
Description of project phases
Project contents
Communication structure and reporting
Project controlling
Provision of material
Management (Change Request Process, Quality Assurance)
Documentation guidelines and naming conventions

© 2011 SAP AG. All rights reserved. 22

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
© 2011 SAP AG. All rights reserved.
 Corporate change management  Training
 Training  System management
 Baseline configuration and approval  Detailed project planning
 System management  Handover
 Detailed configuration and its approval  Quality assurance
 Development of programs, interfaces, etc.
 Final integration test
 Quality assurance
 Production support
 Continuous KPI
management
 Project close-out
23
Project Preparation

Roles involved/Activities Results

Roles involved Results
Project manager Project planning
Key user Project organization
SAP consultant Result documents
Activities Open Issue List
Preparation of Business Blueprint
workshops
Kick-off preparation and execution
System landscape set-up
Detailed planning of Business
Blueprint creation
Design of best-practice system

© 2011 SAP AG. All rights reserved. 24

Business Blueprint

Roles involved/Activities Results

Roles involved Results
Project manager Business Blueprint
Key user Final process scope
SAP consultant Result documents
Activities Open Issue List
Acquainting key users with SAP To-Do List/Next Steps
Best Practice Blueprint document creation
Business Blueprint workshops with Blueprint presentation
key users
Blueprint approval
Interface design

© 2011 SAP AG. All rights reserved. 25

Realization
Roles involved/Activities
Roles involved
Project manager
Key user
End user (selection)
SAP consultant
Activities
System configuration
Acquainting key users with SAP
Best Practice
Master data cleansing
Functional test processes
Integration test
End user training concept
End user documentation creation
© 2011 SAP AG. All rights reserved.
Results
Results
Acceptance protocol
Detailed planning of Go-Live
preparation
Approved test scenarios
Final preparation approval
Result Documents
Open Issue List
Authorization Concept
To-Do List/Next Steps
System handover planning
User support planning for live
operations (Hotline)
26
Final Preparation

Roles involved/Activities Results

Roles involved Results
Project manager Detailed system handover plan
Key user Going-live approval
End user
SAP consultant
Activities
Set-up of productive system
Master and transaction data import
End user training
Customizing of forms and reporting
Customizing of end user
documentation

© 2011 SAP AG. All rights reserved. 27

Go-Live und Support

Roles involved/Activities Results

Roles involved Result documents
Project manager Project Close-out Report
Key user Acceptance Protocol
End user To-Do List/Next Steps
SAP consultant Working through the Open Issue List
Activities Handover to live operation
Monitoring of productive system
Follow-up end user training
Hotline

© 2011 SAP AG. All rights reserved. 28

Principles of Availability Planning

Adherence to the budget

Project 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. 29

Open Issues

Are there any questions or proposals?

…
…

Thank you for your attention.

© 2011 SAP AG. All rights reserved. 30

Thank You!

Contact information:

F name MI. L name

Title
Address
Phone number