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Kickoff meeting template
1.
INTERNAL Speaker’s Name, SAP Month
00, 2017 Project Kickoff Partner logo
2.
2INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Agenda Time Topic Presenter 00:00 – 00:00 Introduction and Welcome Executive Sponsor 00:00 – 00:00 Goals Customer Project Manager Lunch 00:00 – 00:00 Solution Scope 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
3.
3INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication Agenda
4.
4INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • 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 Workshop Objectives
5.
5INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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 SAP Team Introduction
6.
6INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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 Customer Team Introduction
7.
7INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
8.
8INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Success Depends on Everybody Involved Processes TechnologyTeam Organization Management Project Key Users Project success is the sum of everybody’s daily work and decisions. We look forward to realize a successful project with you.
9.
9INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication Agenda
10.
10INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Solution Scope
11.
11INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Service Scope
12.
12INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Integration Points in Scope Integration Point From Product/Solution To Product/Solution Type Description Short description of integration point From SAP product that integrates To SAP product that integrates Technical nature of integration e.g. ALE Longer description of scope of integration perhaps covering business objects or data Customer Master Data CRM ERP CRM Middleware Optional download and delta loads of customer master data from ERP to Business Partners in CRM
13.
13INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Landscape
14.
14INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication • Next Steps Agenda
15.
15INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Project Planning Prepare Realize Deploy Prepare Project XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX XXX Steps SAP involvement Customer involvement X Weeks X Weeks X Weeks Explore Go-Live XXX Key Activities
16.
16INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Project duration varies based on implementation scope, project resources, and desired speed of implementation. The below chart represents a general guidance. SAP S/4HANA Cloud Phase Duration PhaseProject Size Small Medium Large Prepare 5 10 20< Explore 23 45 60< Realize 17 30 50< Deploy 5 12 20< Numbers represent working days
17.
17INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
18.
18INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
19.
19INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
20.
20INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
21.
21INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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
22.
22INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Testing Approach • Unit Testing – Performed by Configurator – Performed in Development Landscape • Integration Testing – Performed by the Customer –Performed in Quality Assurance Landscape • User Acceptance Testing – Performed by the Customer – Performed in Quality Assurance Landscape Who and When will Test Plans and Scripts be written Who will participate in Testing from the Customer? How long should User Acceptance Testing last?
23.
23INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication • Next Steps Agenda
24.
24INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Project Team and Roles Activity, Resource, Risk and Issue Management Configuration Design Configuration Validation Training Design and Delivery Architecture, Connectivity and Migration Consultant Project Manager Functional ExpertConsultants Technical Resource Business Resource Trainer Champion, Critical Decisions, Escalations Project Sponsor(s) Project Sponsor Process Owners / SMEs Technical Resources Business Stakeholders Trainers Consultants Customer Project Management
25.
25INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Customer Role Details Project Manager Technical Resource • 25 – 40% dedication for landscape setup • 10 – 15% dedication during test phase • Confirm prerequisite components, add-ons, SPs, notes Key Users • 30 – 40% dedication throughout project • Explain business requirements & processes • Perform & confirm configuration • Drive decisions Testers • 10-15% dedication for configuration validation • Confirm configuration • Support decisions Trainers • 25-50% dedication for end user training • Create and execute training plan • Create training content
26.
26INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ SAP Role Details Consultants • Manage project • Responsible for knowledge transfer to key users • Perform/guide the system configuration • Introduce integration concept • Perform integration setup and support integration testing • Coordinate additional resources as required Custom Development • Provide Project Manager • Provide support for incidents reported via self-service tools, web and phone Customer Engagement Ensure
27.
27INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • 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. Responsibilities of the Steering Committee
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28INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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. Key Users
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29INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ 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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30INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication • Next Steps Agenda
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31INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Critical Success Factors •Scope changes will likely impact the project timeline, your required effort and consulting costs Stay within the agreed scope •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. Have a pragmatic mindset •The quicker you can make decisions, the quicker your project will be able to proceed into the right direction. Make quick decisions •Identify and involve your stakeholder early - executives, employees, labor unions, key customers,… Involve stakeholders early •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. As a key user, actively contribute to the project •Start cleansing your data as soon as possible to prevent project issues and delays. Start preparing data early •Only thorough testing will result in a successful go-live and stable system. Never cut corners on testing
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32INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ Standards of Project Communication Information Information Sender Information Recipient Frequency Form Status Report Customer PM SAP PM, SC Weekly Project Status Report Workshop Protocol SAP Key User, SAP PM, Customer PM After each meeting Result Protocol Steering Committee Report Customer PM Customer PM, SAP PM, Board After each meeting Steering Committee Meeting Minutes PM - Project Management SC - Steering Committee
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33INTERNAL© 2017 SAP
SE or an SAP affiliate company. All rights reserved. ǀ • Introduction • Solution Scope • Delivery Approach • Team Roles and Responsibilities • Critical Success Factors and Communication • Next Steps Agenda
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