SAP Business One

Project Team Kickoff Meeting

[Project Name], [Customer Name] [Project Manager SAP], SAP [Project Manager Customer], [Customer Name]
Customer Logo

This is just a template presentation. Please make changes to content and order or additions as required.

SAP AG 2006 Slide 2

1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Introduction - customer profile

Short customer profile

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Introduction Project Goals/Key Performance Indicators (KPIs) Example: Implement SAP Business in order to streamline and standardize applications and processes at [Customer Name]

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ASAP Business One Methodology

Project Methodology Five phase approach (Project Preparation, Blueprint, Realization, Final Preparation, Go-Live & Support) Reduced implementation time (2 to 6 weeks) Defined scope Leverages SAP best practices Delivered library of training accelerate training and testing Pre-configured business requirements Focus on rolling out targeted blocks of functionality

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ASAP Business One Methodology

ASAP Business One - Implementation Cycle Project Preparation
Plan project Set up Implementation standards and procedures Execute kick-off System setup (DEV&QA) Production hardware installation Quality check: Project preparation

Blueprint
Define system environment Gather business requirements Collect configuration needs Prepare issue and change log Document training and testing plan

Realization
Validate organizational configuration Validate business processes Realize delta requirements Conduct organizational change management Planning for production support and cutover Run Integration & acceptance test Plan end user training Internal review

Final Preparation
Refine cutover plans Establish long term support plan Train end users and administrators Create & staff help desk System management Execute cutover Quality check: Final preparation Start of production

Go Live & Support

Monitor live environment Close open issues Start long term support plan Quality check: Go Live Project closing

Start

Project kick-off

GoLive Time

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1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Project Timeline
2006 Phase Description 0. 1. 1.a. 1.b. 1.c. 1.d. 1.e. 2. 2.a. 2.b. 2.c. 2.d. 2.e. 2.f. 3. 3.a. 3.b. 3.c. 4. 4.a. Project Preparation Phase 1 Phase 2 Phase 3 Project Closing 2007 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1

Insert ASAP Business One Project Plan

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1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Project Organization

PM

Name

Name

Subproject

Name

Name

Name

Name

Name

Name

Name Name Name ...

Name Name Name ...

Name Name Name ...

Name Name Name ...

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Members of the Steering Committee (if applicable)

Customer

SAP

Reporting
Project Manager

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Responsibilities of the Steering Committee (SC)

The SC is responsible for project control and project coordination as well as for efficient technical and organizational decision-making. 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 projects success are available. The SC is the last escalation level for issues and problems (conflict management). The SC is responsible for budget release and assumes highest-level costs and budget control. The SC is responsible for final inspection and approval of all project results.

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Responsibilities of the Project Manager (PM)

The PM is responsible for the overall execution and success of the project. The PM executes technical and operational project management. The PM is responsible for the coordination of technical and operational interfaces. The PM is responsible for risk management. The PM effectively schedules, organizes, and moderates project meetings. The PM monitors and tracks overall progress and results of the project. The PM efficiently communicates and coordinates with the Steering Committee.

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Customer Project Responsibilities: Summary

Customer activities and responsibilities are organized by project

phase.

Before and during each project phase, certain activities have to be

executed by the customer in order to allow for timely progress of the overall project.

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Prior to Project Start

Customer Project Manager:

Manage customer project resources Coordinate data cleansing and preparation plans Participate in technical environment planning Ensure timely procurement of hardware

Customer Technical Team Members:

Participate in technical environment planning Attend recommended technical training Extract data from legacy systems

Customer Business Team Representatives:

Data cleansing Data preparation

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Project Preparation
Customer Project Manager:

Review project plans and activities with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resources Manage issue resolution process Review training/change management guide Coordinate technical environment set up

Customer Technical Team Members:

Work with technical consultant on installation of sandbox system

Customer Business Team Representatives:

Data cleansing Data preparation

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Blueprint
Customer Project Manager:

Monitor project progress with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resource availability for requirements gathering Manage issue resolution with SAP project manager

Customer Business Team Representatives:

Work with SAP consulting team to document business processes and customization requirements Work with SAP consulting team to document data migration requirements Review blueprint document

Customer Technical Team Members:

Verify feasibility of data migration and business requirements

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Realization
Customer Project Manager:

Monitor project progress with SAP project manager Communicate project status to executive project sponsor and project team Manage customer project resources Identify and map users to training courses Manage issue resolution with SAP project manager Work with SAP project manager to develop detailed test plan Work with SAP project manager to develop internal support plan Work with SAP project manager to develop detailed cutover plan

Customer Business Team Representatives:

Work with SAP consulting team to test data load programs and procedures Perform business process unit testing Document company specific business procedures Work with SAP consultants to develop integration test plans

Customer Technical Team Members:

Administrate system, database, network, operating systems, and authorizations Work with technical consultant on installation of production environment

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Final Preparation
Customer Project Manager:

Monitor Project progress with SAP project manager. Communicate project status to project sponsor and project team Manage customer project resources Manage issue resolution with SAP project manager Work with SAP project manager on cutover Roll out and monitor end-user training Coordinate internal support

Customer Business Team Representatives:

Test and document integrated business processes Work with SAP consultants on preparing and executing cutover plan Support users at Go-live

Customer Technical Team Members:

Administrate system, database, network, operating systems, and authorizations Work with technical consultant on installation of production environment

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Go Live & Support

Customer Project Manager:

Manage cutover procedures and sign off Manage customer project resources Manage issue resolution Manage transition to ongoing support plan

Customer Business Team Representatives:

Support users at Go-live

Customer Technical Team Members:

System administration tasks Database administration tasks Network administration tasks Operating System administration tasks Authorization administration tasks

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1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Project Scope

In order to allow for timely project completion, a detailed project

scope with regards to implemented functionality is imperative.

The initial scope of the SAP Business One implementation project

based on ASAP Business One methodology includes core data and transactional functions required for business operations. implemented subsequent to careful requirements and gap analysis. Request form.

After initial go-live, additional features and functions may be Changes to scope need to be documented using the Change

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Initial Project Scope

Conduct live demo of SAP Business One core functionalities before discussing scope in detail

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Initial Project Scope (in scope)

Migration of business partner and item data from legacy system to

SAP Business One

Migration of open balances from legacy system to SAP Business One Basic system initialization and company setup Implement chart-of-accounts, GL, AP, AR, banking Implement sales opportunity and sales modules Implement purchasing module Implement inventory, production, and MRP modules (For non-service
businesses)

Enable core SAP Business One reporting functionality including XL

Reporter with pre-delivered templates

Enable basic faxing, printing, emailing from SAP Business One

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Initial Project Scope (out of scope)

Enable enhanced reporting with queries Enable UI enhancements with UDF, UDT, UDO as well as formatted
searches

Activate alerts and approval procedures Enhancements requiring use of SDK Integration of non-standard XL Reporter templates Integration of e-Commerce and web-based CRM Implementation of other SAP and ISV add-ons, such as MS Outlook
Integration

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1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Project Team Kickoff Meeting - Project Roles

Project Roles
Customer Project Manager SAP Project Manager Customer Functional Team Member SAP Functional Consultant Customer Technical Team Member (Basis) SAP Basis Consultant SAP Tools Consultant Customer Trainer / Org Change Member Customer Extended Team Member

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1. Introduction and Project Goals 2. Project Timeline 3. Project Team Organization 4. Project Scope 5. Project Team Roles 6. Project Procedures

Project Team Kickoff Meeting Project Procedures

PROJECT PROCEDURES
Issue Management
Definition

an issue is anything that will impede project progress. use pre-delivered issue log to log and monitor project issues

Recording

Documentation Standards
Storage

all project documentation should reside on a shared network

drive
Use Use

pre-delivered templates when available customer specific working documents when template is not available

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Project Documentation
Saving in the project documentation directory
Project

documentation not saved in the project documentation directory is classified as non-existent. project member is obliged to actively gather the needed information. project documentation has to follow the naming conventions and must be saved in the specified directory folders. for the project documentation uniformity, the given templates have to be used.

Project members duty to gather information

Every

Naming conventions
All

Templates
Providing

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Project Controlling

The labor time of consultants 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.

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