SAP Implementation ASAP Method Copyright 1998- Gail Corbitt Contents of this file are for the exclusive use of the special MINS 298C class dealing with SAP software at CSU Chico for the Fall 1998 semester. Any other use in either electronic or hardcopy form is prohibited without the express written permission of the author. This material is confidential. Do not share it with anyone not enrolled in the class. Lecture #4: Implementation Methodology 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method Overview of Presentation: Define ASAP Examine ASAP Components Apply components to Course Project 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method Characteristics of SAP Implementation Long: up to 5 years for a large corporation to have aspects of the company on SAP May require substantial BRP effort if corporation does not follow the general hierarchy that SAP software assumes Complexity of the software requires knowledge in many areas that are not readily available -- shortage of SAP experts Flexibility of software requires much customization through configuration (Business is complex: SAP Function-rich) SAP can not meet the demand for technical support that business requires to make this work -- needs support from consulting companies 12/2/2018 ASAP Lecture

12/2/2018 ASAP Lecture

SAP Implementation ASAP Method ASAP: Accelerated SAP method Assumes: Minimal BPR required to use best practices available in the software Minimal organizational structure changes in the corporation Desire to implement SAP quickly ASAP is a methodology designed to implement SAP in 6 or 9 months (2 separate models) Traditional implementation uses R/3 Procedure Model 12/2/2018 ASAP Lecture

Key ASAP Deliverables 1 2 3 4 5 Business Process Master List Business Enhancements Authorizations Reports Project Plan System Performance Evaluation Conversions Interfaces Bus Process Scope Org. Structure Baseline Scope Reports Procedures Test Plan Test Cases Interfaces Trng Material Conversion GoLive Plan Business Blueprint 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method Procedure Model Phases Organization and Conceptual Design Detailed Design and System Set-Up Preparation to Go Live Productive Operation ASAP Model Phases Project Preparation Business Blueprint Realization Final Preparation Go Live and Support 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method How is ASAP Different from Procedure Model ASAP: Has templates built for system documentation with step by step tasks More activities (collections of tasks) are done in parallel Process driven More efficient use of consultants Knowledge transfer occurs faster Assumes company has good understanding of the business processes they want: little BPR required 12/2/2018 ASAP Lecture

AcceleratedSAP Tools Approach The AcceleratedSAP approach uses different tools and accelerators within the context of a single framework called the Implementation Assistant The Implementation Assistant is the primary tool and framework for executing the ASAP approach 12/2/2018 ASAP Lecture

Implementation Assistant Home Page Implementation Assistant Toolbar Tabs Tree Structure Roadmap 12/2/2018 ASAP Lecture

AcceleratedSAP Tools and Accelerators Purpose: The tools and accelerators are used to execute the tasks of the Implementation Assistant Tool: An self-contained application used to perform workpackages, activities, and larger tasks. Accelerator: Templates, models, questionnaires created with applications and used to perform smaller tasks or roles. Links Implementation Assistant Task Task Tool Accelerator 12/2/2018 ASAP Lecture

Example of AcceleratedSAP Accelerators Knowledge Corner contains numerous accelerators Pre-Configured Client Data Transfer Made Easy System Administration Made Easy Authorizations Made Easy Automatic Account Assignment 12/2/2018 ASAP Lecture

Implementation Assistant Example Project task: Define Organizational Structure Phase - Phase 2: Business Blueprint Work Package - Business Organization Structure Activities - Define Business Organization Structure Schedule Organization Structure Workshop Distribute Organization Structure Guidelines Conduct Organization Structure Workshop Recommend & Approve Organization Structure Tasks 12/2/2018 ASAP Lecture

Implementation Assistant Example con’t Project task: Define Organizational Structure Schedule Organization Structure Workshop Distribute Organization Structure Guidelines Conduct Organization Structure Workshop Recommend & Approve Organization Structure Tasks Procedure Conduct Session 1 Develop Org Structure Conduct Session 2 QA db Enterprise Area Scope Document Organization Structure Presentation Template Tools/ Accelerators 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method: Deliverables By Phase Phase 1: Project Preparation Project Plan Scope Definition Phase 2: Business Blueprint Organizational Structure Business Process Master List Baseline Scope Definition (80/20 rule) Interfaces Required Conversions required Reports needed Authorizations Enhancements Needed 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method: Deliverables By Phase cont. Phase 3: Realization Defined Procedures Configuration Cases Integration Test Cases Reports, Interfaces, Conversions, Authorizations completed Phase 4: Final Preparation Detailed Test Plan Training Material GoLive Plan (include addressing resistance to change) 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method: Deliverables By Phase cont. Phase 5: Go Live and Support QA Evaluation Performance checks Cut-over and support 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method ASAP Critical Success Factors: Open communication from management Empowered Team : team can decide Adaptable organization: Organization willing to change Best people are on team not those company can spare Strong Project Management Skills Quality checks are used along the way Commitment to use R/3 method (IMG & Procedure Model) Team building has occurred Technical Requirements are done by vendor & are accurate 12/2/2018 ASAP Lecture

SAP Implementation ASAP Method ASAP Decelerators: Endless process analysis (can’t decide how to do business - analysis paralysis) Lack of common vision Unwilling to change Not enough hardware/resources Scope change or scope creep Staff turnover Lack of accountability Product can’t deliver functionality that is needed 12/2/2018 ASAP Lecture

SAP Implementation Method: MINS 298C Phase 1: Project Preparation General business scenario is provided Tour Sierra Nevada and find out how beer is brewed Eat/drink in the brew pub and find out what the products are and how business is conducted on this side of the business Each Functional Team: Familiarize self with R/3 Processes (use process model) Define the business processes that affect you Compare your needs with what R/3 provides Deliverable (2 weeks): Written Summary of what you know Define what you need from others 12/2/2018 ASAP Lecture

SAP Implementation Method: MINS 298C Phase 1 cont: MIS Team using R/3 Procedure Model: Define Project Structure Define any needed Project Standards and Procedures Create Preliminary Project Plan Set Up Master Records for Project Team members Create Customizing Projects for each team that matches your plan Deliverable: Presentation to rest of class on this (2 weeks) Written documentation of what you’ve done, how you did it 12/2/2018 ASAP Lecture

SAP Implementation Method: MINS 298C Phase 2: Prepare the Business blueprint (3-4 weeks) Cross functional Teams: Make final decisions on business processes that affect more than one team Define responsibility for setting up business processes Finalize Process Function Fields and Content Map role or job profiles to processes (design security system) Set IMG Structural components Deliverable: Presentation to class: Written documentation 12/2/2018 ASAP Lecture

SAP Implementation Method: MINS 298C Phase 2: Complete Configuration (2-3 weeks) Determine Master Data Fields and Content Configure Master Data Configure Process Functions/Settings Deliverable: Written documentation 12/2/2018 ASAP Lecture

SAP Implementation Method: MINS 298C Phase 3 (2-3 weeks): Test Settings Create Transaction Sets using our configuration to be used in the Fall class Deliverable: Tested transaction sets Final Documentation Terminal Exam on components 12/2/2018 ASAP Lecture

Getting Started: Learning Reference Model Overall Goal: Learn about the System and the Business in order to do the Mapping Learning the Business will begin in a week Learning the System begins now R/3 Reference Model Implementation Management Guide (IMG) 12/2/2018 ASAP Lecture

Initialize Implementation Guide (IMG) Global Settings Countries Currencies Calendars Create Enterprise IMG Create Project IMG Accelerators Recommendation for the creation of a Project IMG Recommended procedure for performing customizing activities and customizing documentation Project Scope Project IMG 12/2/2018 ASAP Lecture

Reference Model Introduction Views Business User SAP R/3 System Functionality Logistics Accounting Functions, Data, and Organizations The SAP R/3 Reference Model Information Flow Features 12/2/2018 ASAP Lecture

Reference Model Introduction Business Navigator SAP R/3 Analyzer The Reference Model The Reference Model R/3 Basis System SD FI R/3 Basis System MM CO PP AM QA PS PM WF HR IS 12/2/2018 ASAP Lecture

Reference Model Introduction The SAP R/3 Reference Model can: Help in quickly identifying required business processes Analyze how the required business processes are provided by the SAP R/3 System and determine potential gaps Identify alternative solutions for optimizing business processes Maximize integration throughout the SAP R/3 System using real world business models 12/2/2018 ASAP Lecture

Reference Model Introduction The Reference Model ? EPC Company SD FI R/3 Basis System MM CO PP AM QA PS PM WF HR IS Current situation Target situation 12/2/2018 ASAP Lecture

Reference Model Introduction The SAP R/3 Reference Model views help answer the following business questions: What should be done (i.e., business functions)? Who should do what and where (i.e., organizational elements)? Which information is required (i.e., data)? Business Functions Data The Reference Model Organizational Elements 12/2/2018 ASAP Lecture

Reference Model Views Process Selection Organization Diagram Matrix The Reference Model Event Funct. Scenario Process EPC Process EPC 12/2/2018 ASAP Lecture

Reference Model Views Process Selection Matrix Scenario Process “Scenarios” Scenario Standard order processing Scheduling agreement processing Third-party order processing Contract processing Process Delivery processing Delivery processing Delivery processing Delivery processing Shipping “Processes” Decentralized shipping processing Decentralized shipping processing Decentralized shipping processing Decentralized shipping processing 12/2/2018 ASAP Lecture

Process Event-driven Process Chain Reference Model Views Process Event-driven Process Chain Services are to be entered Delivery date is not exceeded Delivery is urged V xor V V V V v Entry of services rendered v Service is accepted v Invoice processing with reference v Invoice posted & released for payment v V V Creditor subsidiaries/ head office processing Vendor processing 12/2/2018 ASAP Lecture

Organizational Diagram Reference Model Views Organizational Diagram Company code System Business area System Sales area Plant System System Sales organization Distribution channel Shipping point Plant warehouse Division System System System System System Loading point System 12/2/2018 ASAP Lecture

Key Points The SAP R/3 Reference Model can help: Identify customer-required business processes Analyze the extent to which the required functions needed by the business are provided by the SAP R/3 System Identify alternative solutions for optimizing business processes Maximize integration throughout the SAP R/3 System using real world business models 12/2/2018 ASAP Lecture

Key Points SAP R/3 Reference Model SAP R/3 Application System FI PS SD AM IS HR QM SAP R/3 Application System WF CO PM MM FI PS SD PP Business Processes, Functions, and Events Data and Organizational Elements 12/2/2018 ASAP Lecture