Managing an SAP Business One Project

1
Managing an SAP Business One Project
Contents

• Documents Providing Support for Implementation
• Deliverables in the Pre-Sales Phase
• Analysis and Design Phase
• Installation and Configuration
• Data Migration
• Applying Solutions
• Employee Training
• System Testing

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Managing an SAP Business One Project Unit
Objectives
At the conclusion of this unit, you will be able
to

• List the necessary steps for a successful SAP
  Business One project
• Use documents to provide project support

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Managing an SAP Business One Project Business
Scenario

• At a trade show, you demonstrate the functions
  and benefits of SAP Business One to your
  customers. Many of the visitors to your stand are
  managing directors or managerial employees of
  small and midsize businesses, and they are very
  interested in the product.
• You contact the interested parties after the
  trade show and successfully sell licenses for
  SAP Business One. You then implement SAP
  Business One at your customers sites.

4
Project Steps
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
5
Documents Providing Support for Implementation
Function Example Project Plan in Microsoft
Project
Function Checklist you can use to check
whether the customer's hardware meets the minimum
hardware requirements
Template for Project Plan
Checklist of hardwarerequirements (only EN)
Implementation Guides (Main Document)
See SAP Note 576751 (DE) and 576727 (EN)
Status report for SAP Business One
implementation projects
Function Central document with links to all
other important documents
Function Checklist you can use to follow the
progression of the project
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Project Step Deliverables of the Pre-Sales Phase
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Deliverables of the Pre-Sales Phase

• Product demonstration
• list functions to be demonstrated,
  industry-specific where possible
• prepare script of demonstration
• for details, see TB1900 - Sales
• Contract
• Detailed Requirement Description (DRD)
• Time schedule of the project milestones
• Training schedule
• Service Level Agreement

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Project Step Analysis and Design Phase
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Project Kick Off

• Define the responsibilities of the project team
  members
• Define the contact persons within the company
• Level expectations
• Present your implementation method
• Analyze the work environment (number of employees
  and PCs, branches, network performance, training
  environment)
• Identify all other software systems to be
  integrated and define the required interfaces
• Carry out a first data analysis of the data that
  has to be migrated
• Assess user knowledge to determine level of
  training required
• Refine the time frame and the schedule of the
  project

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Next Steps in the Analysis and Design Phase

• Basic Training for customer project team members
• Analysis meeting(s)
• Documentation of results

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Project Step Installation and Configuration
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Installation

• Discuss the hardware requirements at the
  beginning of the project and ensure they are met
• Create at least three databases on the server
• Demo database
• Production database
• Test database (containing the same master data as
  the production database)

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Requesting and Adding a License
License Key Request
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Creating a Company

• To create a new company, choose the New function
  in the Select Company area. Then define the
  following data
• Company Name
• Database Name
• Local Settings
• Base Language
• Posting Periods

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Company Details
General
NameAddressCommunication
Accounting Data
Tax information
Basic Initialization
Chart of accountsLocal currency / System
currencyBalance displayAccount
segmentation Inventory system
Company Details
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Users
2 Types
User Superuser
Users
Has all authorizations
Authorizations in accordance with authorization
Management
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Authorizations
Area
Authorizations
behrendt Krueger loewe manager Pflege Preis
Riemanns Schmidt Schuy Training tw Weber
Welten Winter
Write-protected Different areas Write-protected
Write-protected Write-protected
Write-protected Write-protected
Write-protected Write-protected
Write-protected Write-protected
Write-protected Write-protected
Write-protected
Administration General Ledger Sales Purchasing
Business Partners Banking Inventory
Production Cost Accounting Define Profit
Centers Define Distribution Rules Table of
Profit Centers and Distribution Rules Profit
Center Report Reporting
Users
Max. Discount
Expand
Collapse
Use Encryption
Full Authorization
Read Only
No Authorization
Ok
Cancel
Authorization Level
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Default Values for Users
General Ledger Data/Credit Cards Inventory Data
Sales and Distribution Information
Address Data
Print Parameters per Document Type
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Carrying Out the Configuration

• Detailed training of system initialization
• Duration At least 3 hours.
• Requirement Attendance of basic training.
• Carry out the system initialization together with
  the customer.
• For cost-efficiency, the customer can carry out
  the following tasks
• Define chart of accounts
• Configure document settings
• Maintain print preferences
• Set G/L Account Determination
• Define project users
• Assign authorizations

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Project Step Data Migration
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Project Step Applying Solutions
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Tools for Adding Solutions

• SAP Business One utilities
• User-defined fields
• Queries
• Formatted search
• SAP Business One Software Development Kit (SDK)
• Implementation version
• Development version

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Project Step Employee Training
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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Employee Training

• Users are trained at their own workplace and
  using their own data.
• Prerequisite All users have attended the basic
  training.
• The following factors determine the length of
  training
• Number of users
• All users must have attended the fundamental
  courses before taking additional training
• Complexity of processes (usually increases with
  the number of users)
• Training environment

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SAP Tutor Components

• SAP Tutor Recorder
• Records screenshots and interaction areas
• SAP Tutor Editor
• Is used for editing and updating tutorials
• SAP Tutor Player
• Allows users to plays tutorials
• SAP Tutor Reporter
• Provides statistics about how SAP Tutor was used

Author
Learner
Admin
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SAP Tutor Process
SAP Tutor Recorder makes recording training
material easy and straightforward.
The tutorials can be updated, if the course
contents have changed. There is no need to start
from the beginning.
SAP Tutor Editor enables you to edit the recorded
tutorials, that is, add additional information,
hyperlinks, and additional steps with no
programming necessary.

• The tutorials can be used to instruct learners in
  a variety of ways
• Self-Study
• Online Help
• Documentation
• Testing
• Product Demonstration

Learners can play the tutorials using SAP Tutor
Player.
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Project Step System Test
Deliverables in the Pre-Sales Phase
Installation and Configuration
Adding Solutions
System Testing
Analysis and Design Phase
Employee Training
Data Migration
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System Test

• The system test
• is performed by the customer.
• is based on real data.
• includes the most complicated cases.
• includes printing, queries, journal entries,
  and add-on integration.
• Handovers
• You hand over the system to the customer.
• You hand over the support to SAP.
• Both handovers should be recorded on a handover
  document.
• You should be on site when the customer goes live
  to provide support during the first steps.

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Managing an SAP Business One Project Unit
Summary
At the conclusion of this unit, you will be able
to

• List the necessary steps for a successful SAP
  Business One project
• Use documents to provide project support