Initial Project Planning

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Initial Project Planning

• Christian Wenzel

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Index

• Introduction
• Accelerated SAP
• Planning Process
• Team Building
• Conclusion

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Definition project

• A project is a temporary endeavour undertaken
  to create a unique product, service, or result.
• (source A Guide to the Project Management Body
  of Knowledge, Third Edition, page 5)

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Definition project management

• Directing the activities associated with
  executing a project while controlling limited
  resources efficiently and effectively ensuring
  that the end goal is successfully achieved.
• (source Kansas Statewide Information Management
  Manual, Release 2.3, section 1, page 8)

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Accelerated SAP

• In 1996, SAP introduced Accelerated SAP
• It was evolved out of 20 years of experience
• Better suited for medium sized companies
• No As Is modeling as with the Procedural Model.
• ASAP is designed for a To Be implementation
  (re-engineering).

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Accelerated SAP

• Is a single, pragmatic, and standarized
  methodology
• Common language
• Manageable scope, costs, and common expectations
• Preconfigured documentation and tools
• Simplicity and speed of ASAP approach is making
  this the implementation method of choice for many
  companies now.

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Objectives of Accelerated SAP

• An approach that results in a quick, cost
  effective implementation of R/3.
• Minimizes the length of time between installation
  and start-up.
• Maximizes the utilization of SAP and customer
  resources.
• Incorporates a process oriented approach to
  implementation.
• Involves the user community.
• Results in a repeatable model that can be used
  with other implementations of R/3.

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Costs of implementation

• 800,000 for a midsize firm
• (400k - 2 billion annual sales)
• 3-8,000,000 for a large corporation
• (2 billion annual sales)

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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SAP Implementation

• Characteristics of a SAP Implementation
• They are complex
• affect the entire organisation
• Long Implementation period
• Up to 5 years for a large corporation.
• Substantial reorganisation
• If the corporation does not fit/follow the
  general hierarchy that SAP is based on.
• Payback expected in 6 30 months!

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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The ASAP Roadmap

• Phase 1 - Project preparation initial planning
  and preparation.
• Phase 2 - Business Blueprint documentation of
  the business process requirements of the company.
• Phase 3 - Realization implement all business and
  process requirements based upon the business
  blueprint.
• Phase 4 - Final Preparation complete testing,
  user training, system management and cut-over
  activities.
• Phase 5 - Go-Live Support transition from
  implementation to production.

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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ASAP Roadmap
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Key ASAP Deliverables from each phase
Business Blueprint
Final Preparation
Project Preparation
Go Live
Realization
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2
3
4
5
Authorizations that will be req
System Performance Evaluation
Business Process Master List
Reports to be written
Conversions to be made
Req. Interfaces identified
Reports written
Bus. Processes identified
Interfaces established
Baseline Scope
Org. Structure defined
Conversion made
A Working System
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Process 4. Team Building 5. Conclusion
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Example of Project Duration
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Organization within Roadmap

• The structural organization of the ASAP Roadmap
  is as follows

Phase - the major organizational steps of the
ASAP Roadmap
Work packages - assigned to specific project teams
Activities - assigned to specific team members
How Tos Accelerators Tools
Tasks
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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MS Project
Work Package
Phase
Activity
Task
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Process 4. Team Building 5. Conclusion
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Phase Information

• Phase level information consists of the purpose
  of the Phase, general instructions on how to
  complete it, and the work packages that are
  organized to complete the phase.

Purpose
General Instructions
Work Packages
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Work Package Information

• Work Package level information consists of the
  purpose of the work package and the activities
  that are organized to complete the Work Package.

Purpose
Activities
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Project Preparation
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Initial Project Planning

• Define appropriate goals for the project.
• Identify standards, methods, techniques
  required.
• Identify project tasks duration.
• Identify milestones.
• Organise tasks into phases with milestones.
• Determine the skills required.
• Assign resources (people, equipment, materials to
  each task).
• Seek approval (and revise as necessary).

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Planning Problems

• The initial phase of planning is poorly
  executed.
• Projects blow out due to
• Poorly defined scopes with fuzzy objectives
• Inappropriate strategy
• No identification of risks and appropriate
  responses.
• Getting these issues correct greatly improves
  the chances of the project being successful!

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Risk Assessment Objectives

• Understand the risk - identify analyse
• Quantify the risk assess
• Minimise/reduce risk - treat the risk
• Document the risk and the safeguards
• Prioritise work
• Enable monitoring review

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Management of Risk

• Identify the Major risks
• Identify potential impact and likelihood of risk
  eventuality
• Manage monitor risk reduction and avoidance
• Report on risk management to the steering
  committee

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Strategies to Control Risks

• Determine how to
• Reduce risk
• Reduce impact
• Correct the impact
• Manage the risk reduction process!

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Impact of Risk factors

• Not on time
• Over budget
• Lacking functionality
• Errors
• Ineffective
• Maintenance/operation is costly

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Activity Information

• Activity level information consists of the
  purpose of the Activity, general instructions on
  how to complete it, the trigger for starting this
  activity, the input needed, the expected results,
  and any templates or accelerators that can be
  used to complete the activity.

Trigger
Input
Output
Outcome
Tool/Accelerator
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Process 4. Team Building 5. Conclusion
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Activities

• Create and Issue Project Charter
• Review and Refine Implementation Strategy
• Determine Project Organisation

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Task Information

• Task level information consists of the purpose of
  the Task, the suggested procedure for completing
  the task, the personnel responsible, and any
  templates, accelerators, or How-Tos that can be
  used to complete the tasks.

Purpose
Task Procedure
Result(s)
Role(s)
Tool/Accelerator
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Tasks (Create and Issue Project Charter)

• Define Project Mission Statement
• Define Business Drivers
• Identify Business Measurments
• Identify Project Measurments
• Develop the Change Charter
• Approve Project Charter

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Process 4. Team Building 5. Conclusion
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Tasks (Review and Refine Implementation Strategy)

• Review Implementation Proposal
• Confirm Implementation Methodology
• Check Strategy for Corporate Rollout

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Tasks (Determine Project Organization)

• Plan and Set up Environment
• Define Project Organization and Create Teams
• Assign People to Core Change Team Roles
• Conduct Project Team Transition Meeting
• Create the Extended Change Team
• Create the Organziational Change Management (OCM)
  Plan

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Team Building

• Leadership
• Creating the Team
• Team Building Perks

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Team Building
1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Project Sponsor

• Key Attributes
• Executive level presence
• Vision
• Belief
• Strong leadership skills

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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TeamSAP Project Manager

• Key Attributes
• Develop, evaluate and execute
• Knowledege of ASAP
• Knowledege of customer industry
• Communicate at all levels

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Customer Project Manager

• Key Attributes
• Knowledege of business processes
• View of projects goals
• Time management skills
• Basic IT understanding

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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Key Points to take home

• Use Best Practive deliverables
• Download a sample work plan
• Organize and train team early
• Have Scope statement and change process
• Not more than 20 of project time
• Dont keep much detail in work plan

1. Introduction 2. Accelerated SAP 3. Planning
Process 4. Team Building 5. Conclusion
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• Thank you very much for your attention!