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Project kick off
1.
Project Kick-off for
<project name> at <customer name>
2.
Department, Board Area
or Team Date Project Kick-off for <project name> at <customer name>
3.
© 2011 SAP
AG. All rights reserved. 3 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
4.
© 2011 SAP
AG. All rights reserved. 4 Goals The project goals are… The main goals are … … … Please find on following slides proposals on content for Kickoff-event information.
5.
© 2011 SAP
AG. All rights reserved. 5 What Does Project Success Really Mean? Business Goals Achieving the requested modifications or improvements in the business Budget Compliance Schedule Compliance Functional Goals Project Goals
6.
© 2011 SAP
AG. All rights reserved. 6 Processes TechnologyTeam Organization Management Project Key User Project success is the sum of everybody‘s daily work and decisions. Success Depends on Everybody Involved We look forward to realize a successful project with you.
7.
© 2011 SAP
AG. All rights reserved. 7 Project Organization Project Management Project Management SAP Steering Committee Information:Reporting to/Escalating to: Business Design Board Project Team Members SAPProject Team Members <Client> Project Management <Client> Project Team Board of Architects Project Sponsor Quality Assuranc Risk Manageme
8.
© 2011 SAP
AG. All rights reserved. 8 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.
9.
© 2011 SAP
AG. All rights reserved. 9 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 …
10.
© 2011 SAP
AG. All rights reserved. 10 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 …
11.
© 2011 SAP
AG. All rights reserved. 11 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.
12.
© 2011 SAP
AG. All rights reserved. 12 <year> Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Project Schedule DoneMilestone Go Livehase Legend: 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
13.
© 2011 SAP
AG. All rights reserved. 13 The Solution‘s Principles in the Project SAP Standard Processes This guarantees full SAP support and the system‘s future reliability. Release reliability individual, release-reliable processes 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
14.
© 2011 SAP
AG. All rights reserved. 14 Standards of Project Communication Information Element Information Sender Information Recipient Frequency Form 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 (min. 6-8 weeks) Result Protocol Agenda/Invitation PM, SPM SPM, PM, SC if necessary … Phase-related modifications in frequency SPM - Sub-Project Management PM - Project Management SC - Steering Committee
15.
© 2011 SAP
AG. All rights reserved. 15 SAP Sub-Project Managers Weekly Jour-Fixe Steering Committee SC meetings take place every six weeks, 1. Date: Project Management … Meetings No meeting without agenda and protocol!
16.
© 2011 SAP
AG. All rights reserved. 16 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. 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.
17.
© 2011 SAP
AG. All rights reserved. 17 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.
18.
© 2011 SAP
AG. All rights reserved. 18 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.
19.
© 2011 SAP
AG. All rights reserved. 19 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.
20.
© 2011 SAP
AG. All rights reserved. 20 Adjusted Resource Plan, Budget Plan, Project Plan, ... Assessment regarding project budget, schedule, ... Effort, follow-up efforts, tentative proposal for implementation Is an implementation feasible, can it be included at this point in time? Procedure – Change Request Management Requirement is on hand Decision on verification o.k. Verification and assessment by experts Estimation of impacts on the project Decision on implementation 1 2 3 4 5
21.
© 2011 SAP
AG. All rights reserved. 21 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.
22.
© 2011 SAP
AG. All rights reserved. 22 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
23.
© 2011 SAP
AG. All rights reserved. 23 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 Corporate change management Training Baseline configuration and approval System management Detailed configuration and its approval Development of programs, interfaces, etc. Final integration test Quality assurance Training System management Detailed project planning Handover Quality assurance Production support Continuous KPI management Project close-out
24.
© 2011 SAP
AG. All rights reserved. 24 Results Project planning Project organization Result documents Open Issue List Roles involved Project manager Key user SAP consultant Activities 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 ResultsRoles involved/Activities Project Preparation
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© 2011 SAP
AG. All rights reserved. 25 Results Business Blueprint Final process scope Result documents Open Issue List To-Do List/Next Steps Blueprint document creation Blueprint presentation Blueprint approval Roles involved Project manager Key user SAP consultant Activities Acquainting key users with SAP Best Practice Business Blueprint workshops with key users Interface design Business Blueprint ResultsRoles involved/Activities
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© 2011 SAP
AG. All rights reserved. 26 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) 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 Realization ResultsRoles involved/Activities
27.
© 2011 SAP
AG. All rights reserved. 27 Results Detailed system handover plan Going-live approval Roles involved Project manager Key user 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 Final Preparation ResultsRoles involved/Activities
28.
© 2011 SAP
AG. All rights reserved. 28 Result documents Project Close-out Report Acceptance Protocol To-Do List/Next Steps Working through the Open Issue List Handover to live operation Roles involved Project manager Key user End user SAP consultant Activities Monitoring of productive system Follow-up end user training Hotline Go-Live und Support ResultsRoles involved/Activities
29.
© 2011 SAP
AG. All rights reserved. 29 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.
30.
© 2011 SAP
AG. All rights reserved. 30 Open Issues Are there any questions or proposals? … … Thank you for your attention.
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