Project Kickoff

Speaker’s Name, SAP

Month 00, 2017

INTERNAL

Partner logo
Agenda

Time Topic Presenter

00:00 – 00:00 Introduction and Welcome Executive Sponsor
00:00 – 00:00 Objetivos
Lunch

00:00 – 00:00 Alcance de la Solución SAP Application Lead

00:00 – 00:00 Delivery Approach SAP Project Manager

Break

00:00 – 00:00 Team Roles and Responsibilities SAP Project Manager

00:00 – 00:00 Critical Success Factors and Communication SAP Project Manager

00:00 – 00:00 Next Steps All

End of the day

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication

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Workshop Objectives

• Confirm the Project Scope

• Understand the Delivery Approach
• Review the system landscape
• Introduce roles and responsibilities
• Learn about the enablement approach
• Examine critical success factors

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SAP Team Introduction

SAP Client Partner

• <Name> , Contact Information

SAP Delivery Executive

• <Name> , Contact Information

SAP Project Manager

• <Name> , Contact Information

SAP Team Member(s)

• <Name> , Application Lead, Contact Information
• <Name> , Technology Lead, Contact Information

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Customer Team Introduction

Customer/Executive Sponsor
• <Name> , Department, Role, Contact Info

Customer Core Project Team Members

• <Name> , Department, Role, Contact Info
• <Name> , Department, Role, Contact Info
• <Name> , Department, Role, Contact Info
• <Name> , Department, Role, Contact Info
• <Name> , Department, Role, Contact Info

Customer Extended Project Team Members

• <Name> , Department, Super User, Contact Info
• <Name> , Department, UAT Tester, Contact Info

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What Does Project Success Really Mean?

Functional Goals

Project Goals Business Goals

Achieving the requested modifications
or improvements in the business
Schedule Compliance

Budget Compliance

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Success Depends on Everybody Involved

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

Processes
Management

Project
Organization
Team Technology

Key Users

We look forward to realize a successful project with you.

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 9

Solution Scope

ti o n and
e Sol u d.
i n t h s n ee
c l uded us i nes
h at i s i n
et t h e b
f ro m the
d to w t o m e a t ion
a t e d e r r m
p e ” is rel in s i n or
. U s e info
nt.
n S c o co n ta c o p e c u m e
“S o lutio S o lu tion o l u t i o nS or k do
The t t he t he S n t of W
w ha fo r m e
e f ers to t s l id es o r S t a te
r el eva n c ope
rt r c t S
Inse Contra

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Service Scope

t h at will
S er v ic e
p e of the t S c o pe
e r al l s co C on trac
s t h e ov r o m the
arize t ion f
” s um m i n f or m a
f W ork.
c ope e v an t e nt o
c e S r e l at em
e “S ervi d. I nsert n t o r St
Th de l i v ere D o c ume
be

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 Integration Points in Scope

Integration Point From Product/Solution To Product/Solution Type Description

Short description of From SAP product that To SAP product that Technical nature of Longer description of scope of integration perhaps covering
integration point integrates integrates integration e.g. ALE business objects or data

Customer Master CRM ERP CRM Middleware Optional download and delta loads of customer master data from
Data ERP to Business Partners in CRM

o r k . Add
e n t of W e s c ope
State m in t h
m en t / cl u d e d de or
Do c u nd i n h is s l i
c o p e w n a l et e t
m t h eS t a r e kno ea s e de pe.
n f ro s t ha s t , pl S c o
f orm atio n po int i n t s exi t s a r e in
io o
Use in ny integrat tegration p gration poin
ta il s of a I f n ot in t n o i n te
de S e rv ice. en t tha
of the dd a statem
a

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Landscape

uality
ent, Q
el o pm
o f Dev icable.
r ole app l
n th e s if
l ai ap e
: E xp n d sc
g ram ction l a
e D i a du
ap Pr o
an dsc a n d
nt L suranc e
es e
Pr As

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication
• Next Steps

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 14

Project Planning

X Weeks X Weeks Go-Live X Weeks

Steps

Prepare Explore Realize Deploy

Prepare Project XXX XXX

XXX XXX XXX

XXX XXX XXX

XXX XXX

XXX XXX

XXX XXX Key Activities

Customer involvement

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL SAP involvement 15
SAP S/4HANA Cloud Phase Duration

Project duration varies based on implementation scope, project resources, and desired speed of
implementation. The below chart represents a general guidance.

Phase\Project Size Small Medium Large

Prepare 5 10 20<
Explore 23 45 60<
Realize 17 30 50<
Deploy 5 12 20<
Numbers represent working days

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Project Schedule
    W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12
Phase Description 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5
1 Prepare                                                                                                                        
1.1                                                                                                                        

1.2.                                                                                                                        

1.3      

1.4                                                                                                                        

1.5                                                                                                                        

2 Explore

2.1    

2.2

3 Realize                                                                                                                        

3.1                                                                                                                        

3.2                                                                                                                        

3.3

3.4                                                                                                                        

3.5                                                                                                                        

4 Deploy                                                                                                                        

4.1                                                                                                                        

4.2

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Prepare Phase

Key Prepare Activities:

• Define project goals, high-level scope, and a project plan
• Identify and quantify business value objectives
• Secure executive sponsorship
• Establish project standards, organization, and governance
• Define and secure approval for the implementation/upgrade strategy
• Define roles and responsibilities for the project team
• Validate the project objectives
• Establish project management, tracking, and reporting mechanisms for value delivery
• Begin self-enablement
• Receive and access the system
• Kick off the project

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Explore Phase

Key Explore Activities:

• Project Management Execution, Monitoring, and Controlling
• Customer Project Team Enablement
• Solution Validation
• Configuration Definition
• Integration Prerequisites Confirmation
• Solution Extension Preparation
• Data Load Preparation
• Phase Closure

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Realize Phase

Key Realize Activities:

• Establish the solution landscape
• Implement the solution in the quality environment using incremental build in time-boxed iterations
• Conduct overall end-to-end testing of the solution
• Setup production environment
• Prepare for data migration and data archiving
• Conduct project team and key user training
• Finalize end user training materials and documentation
• Track and report on value delivery

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Deploy Phase

Key Deploy Activities:

• Finalize the solution and business processes for production go-live
• Resolve all crucial open issues
 Conduct system tests
 Proceed with cutover activities including data migration
• Execute transition and cutover plans including organizational change management (OCM) plans
• Complete all scheduled end user training
• Track and report on value delivery

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Testing Approach

• Unit Testing – Performed by Configurator – Performed in Development Landscape

• Integration Testing – Performed by the Customer –Performed in Quality Assurance
Landscape
wh o is
• User Acceptance Testing – Performed by the Customer – Performedisin c u ss
Quality of
g. D r o le
Assurance Landscape e T estin l ai n the
e pt a nc f . E xp
cc written
Abe l sta f
 Who and When will Test Plans anddScripts U s e r e r w i l
n g a n us t om in g.
e st i h e c
t Customer? t es t
 Who will participate f in
U nit T
Testing from
s h o w
the p e s in
R o leo D i sc us l a nd sca
 How i
longn e
thshould c
User
a h. Acceptance er e ntTesting last?
Ex pl a fo r e ed i ff
s i bl e th
on
Resp

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication
• Next Steps

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 23

Project Team and Roles

Customer
Champion, Critical Decisions, Escalations
Project Sponsor(s) Project Sponsor

Activity, Resource, Risk and Issue Management

Project
o lv ed Project Manager
Management
e s inv f rom
ar t i s
ad other
e p t l e
al l th projec es to
ib i n g r s , rf a c t Team Functional
Consultant
Consultants d e scr ehConfiguration
o lde le inDesign te ro j ec Process Owners /
Expert
Consultants
h art s t a k s s ib he “P . SMEs
a c or s , Configuration
, p o m t e n t Business
t e s n t s fr o
Validation m Business
Crea ng spon onsulta mation s” docu Resource
Stakeholders
c lu di n d c Training
in f r
oDesign i bil
and i e
tiDelivery Trainer
(in ides a T ake p o ns Trainers
s ) .
sArchitecture, s
eConnectivity
both ization s and R
and Migration Technical
Technical
Resource
n
Role
a Resources
org
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Customer Role Details

Project Manager Technical Key Users Testers Trainers

Resource 30 – 40% dedication 10-15% dedication 25-50% dedication
25 – 40% dedication throughout project for configuration for end user training
for landscape setup Explain business validation Create and execute
10 – 15% dedication requirements & Confirm configuration training plan
during test phase processes Support decisions Create training
Confirm prerequisite Perform & confirm content
components, add-ons, configuration
SPs, notes Drive decisions

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SAP Role Details

Consultants Custom Development Project Manager Customer Engagement

Manage project Provide Provide support for Ensure
Responsible for knowledge incidents reported via self-
transfer to key users service tools, web and phone
Perform/guide the system
configuration
Introduce integration
concept
Perform integration setup
and support integration
testing
Coordinate additional
resources as required

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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.

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Key Users

What is expected of key users during a SAP solution implementation project?

• Make knowledgeable business decisions in your respective area of expertise and help to define
the solution
• Complete the implementation activities as assigned
• Act as a multiplier within your organization to train and support end users
• Learn how to configure the new system.

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Key User Responsibilities After Go-Live

Incident Management
• Search for solutions and process incidents from end users directly and when necessary, request
help from SAP
Manage Users and Task Assignment
• Deal with user authorization requests
• Maintain responsibilities for users in your company
• Resolve any unassigned business tasks

Manage Background Jobs, Input and Output

• Monitor background jobs
• Monitor internal/external communications such as printers and integration with third-parties

Knowledge Transfer
• Act as a multiplier within your organization to train and support new users of the SAP solution

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication
• Next Steps

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 30

Critical Success Factors

Stay within the agreed scope

Scope changes will likely impact the project timeline, your required effort and consulting costs

Have a pragmatic mindset

Adjust your processes to fit the standard system functionality in order to simplify future upgrades and scope expansion.
It doesn’t have to be perfect. You can always improve a solution later.

Make quick decisions

The quicker you can make decisions, the quicker your project will be able to proceed into the right direction.

Involve stakeholders early

Identify and involve your stakeholder early - executives, employees, labor unions, key customers,…

As a key user, actively contribute to the project

The better you represent your business area, the better the SAP cloud solution will support your processes.
Work with your manager to secure sufficient availability for the project.

Start preparing data early

Start cleansing your data as soon as possible to prevent project issues and delays.

Never cut corners on testing

Only thorough testing will result in a successful go-live and stable system.

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Standards of Project Communication

Information Information
Information Frequency Form
Sender Recipient

Status Report Customer PM SAP PM, SC Weekly Project Status Report

Key User, SAP PM, After each meeting

Workshop Protocol SAP Result Protocol
Customer PM

Customer PM, SAP PM,

Steering Committee Report Customer PM After each meeting Steering Committee Meeting Minutes
Board

PM - Project Management SC - Steering Committee

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Agenda

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication
• Next Steps

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 33

Thank you.
Contact information:
F name L name
Title
Address
Phone number

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