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SE-464: Industrial Information Systems (061) Dr. Andijani

Handout ASAP: Accelerated SAP Phase 1 and 2

At the end of this lecture you will be able to... Explain ASAP benefits Identify the Project Preparation purpose, main deliverables and work packages Identify the Business Blueprint purpose, main deliverables and work packages Why? Traditional IT Support Data processing needs defined at departmental level Inconsistent terminologies Field mismatches in data bases Unreliable interfaces between systems Data redundancy Inconsistent and delayed information Had to reconcile data at regular intervals The answer? SAP R/3 Basis Developed from the perspective of the company as a whole rather than any one of its departments Features: On-line system with no batch interfaces One database for all data (minimal redundancy) Clear definition of data items in data dictionary Modular application (independent, but integrated modules) Software functionality configurable to customers requirements (parameterized modules) Client-oriented data structure Definition data reflects the relevance of the business

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SAP R/3 Coverage Financial Accounting FI: external accounting CO: internal accounting AM: asset management

Human Resources Manufacturing and Logistics MM: materials management PL: plant management QM: quality management PP: production planning PS: project system SM: service management Sales and Distribution Why Learn About SAP R/3? Used in most big companies The most flexible functionality and the widest coverage The most complex implementations And yet SAP projects (Forrester Research 1997): Duration: 3 months to 4-5 years Completion: 49% of respondents say SAP implementations are never complete ASAP, why? The largest drawback to SAP R/3 (and other ERP) has been that it takes too long to implement ASAP was designed specifically to refine and produce a standard implementation approach to cut the implementation time to less than 2 years and reduce costs, making it an acceptable solution for smaller businesses so Benefits Quicker SAP R/3 implementation and improved business results Offers a standard approach to SAP R/3 implementation Results in more effective use of available resources, resources that can be used in future implementation stages to decrease your overall implementation costs

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What is ValueSAP? ValueSAP is a framework of methodologies, tools, content and programs for SAP R/3. It has three phases: 1. Discovery and Evaluation: Where we define the strategic business objectives for the implementation from a business and a technical perspective. 2. Implementation: Implement (acquire, deliver, install the system) your SAPs solutions. This phase uses the ASAP methodology.

3. Operations and Continuous Improvement: Improve your SAP solutions on an ongoing basis. Changes are often necessary due to changing business requirements. We will focus on implementation, that is, on how ValueSAP helps us implement ERP solutions, in particular, SAP R/3 solutions. To do this we will use Accelerated SAP (ASAP).

ASAP Phases
Phase 1, Project Preparation: Initiates with a retrieval of information and resources. The purpose of this phase is to provide initial planning and preparation for your SAP project. Decisions, decisions start planning Phase 2, Business Blueprint: Detailed documentation of the results gathered during requirements workshops. The BB details the agreed business process requirements of the company, that is, the common understanding of how the company intends to run its business with the SAP system. What we are doing and what we need Phase 3, Realization: Implement business and process requirements based on the BB. The objective is the final implementation in the system, an overall test, and the release of the system for production (live) operation. Just do it! Phase 4, Final Preparation: Testing, user training, system management and cut over activities, to finalize your readiness to go live. This final preparation phase also serves to resolve all crucial open issues. On successful completion of this phase, you are ready to run your business in your productive R/3 system. Just checking Everything all right? Phase 5, Go Live & Support: Move from a pre-production environment to live production operation. You must set up a support organization for end users, not

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just for the first critical days of your production operations, but also to provide long-term support. It is a tough world out there Sure everything is all right? The ASAP Roadmap covers the different aspects and phases of an implementation. In the Roadmap, a detailed project plan is included for the five phases. The Roadmap provides a standard procedure (methodology) for implementing the SAP R/3 System, including project management, configuration of business processes, technical, testing and training aspects Page 5

Some Project Roles

Steering Committee Project Sponsors Project Management Change Management

Consultant Security Training Technical

Tools: Implementation Assistant

The Implementation Roadmap is the main structuring mechanism for tools within the Implementation Assistant. It is divided into four levels (PWAT): Phase: main organisational step Work package: A group of activities to complete a major portion of Phase. A project team would be assigned a work package Activity: A group of tasks. An activity can produce a deliverable, and would be assigned to one or more project team members Task: A specific event to be performed by a project team member Accelerators can be documents, templates, tips or tricks or whatever, which can be used to accelerate task completion

Tools: Question & Answer Database

Q&Adb is a set of questions, checklists, templates (e.g. CI templates) and automated tools to help you generate the main outputs of the Business Blueprint phase Q&Adb, unlike the Implementation Assistant is structured around Enterprise Areas: Enterprise area (e.g. Prod Planning), Scenario, Process Group, Process, Transaction

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ASAP Phase 1 Project Preparation: Purpose

The purpose of this phase is to provide initial planning and preparation for your SAP project. Although each SAP project has its own unique objectives, scope, and priorities, the steps in Phase1 help identify and plan the primary focus areas to be considered As you prepare your SAP implementation, there are important issues you must address at the beginning of the project, including Defining your project goals and objectives Clarifying the scope of your implementation Defining your implementation strategy Defining the overall project schedule and implementation sequence Establishing the project organization and committees Assigning resources By addressing these issues early in your implementation, you help ensure that the project proceeds efficiently, and that you have established a solid foundation for a successful SAP implementation

Project charter: Represents an agreement on, and commitment to, the deliverables of the project, as well as the time constraints, resources, standards, and budget of the project Project plan: This is the first cut, focuses on milestones and Work packages Scope: Sets the initial definition of the project Project team organization: Sets the who of the project. This decides who will be involved and what their goal is Standards and procedures: Sets the why and how of the project. Standardizing how meetings are run, documents are handled; etc means that everyone understands what is going on

Project Preparation: Summary

The first phase of ASAP (Accelerated SAP) is Project Preparation Outputs from Discovery & Evaluation phase of ValueSAP are fed into ASAP

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Main aims of Phase 1: Project Preparation are to review scope and strategy documents collect together the project team and set up standards start training set the technical landscape and procure hardware announce to the rest of the organization that the project is starting

ASAP Phase 2 Business Blueprint: Purpose

Create the Business Blueprint! Refine the original project goals and objectives (from Phase 1) Define the Baseline scope (ready for Phase 3) Refine overall project schedule and implementation sequence (from Phase 1) Business Blueprint: Deliverable(s) The BB document! It lays the foundations for your implementation project. The BB documents the business process requirements of the company (gathered during requirements workshops). On this basis, you achieve a common understanding of how the company intends to run its business within the SAP R/3 system

Page 8 The requirements are reviewed for each SAP Reference Structure item in the Q&Adb, and the answers to the Questions and CI (Customer Input) Templates are input to the Q&Adb. The Business Blueprint document is the output of the Q&Adb The Q&Adb is the tool that helps you determine the company requirements with respect to SAP business processes. It uses CI templates (general) and business processes questions (specific). There are 4 Master Lists: Business Process Master List (BPML), Organizational Structure List (OSL), Development List (DL), and Authorization List (AL).

Business Process Master List (BPML): An Excel worksheet containing a representation of the R/3 business processes and transactions defined in the project scope in order to carry out the configuration and testing of R/3 in iterative cycles: the Baseline scope (defined in the BPML), up to four configuration cycles (C1 to C4), and two integration cycles for testing.

Business Blueprint: Summary

Business Blueprint Phase, what do we do? Refine Project Preparation Keep on training and testing Foresee changes and how to cope with them Gather BB requirements

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Initialize implementation Produce BB document and Initiate Master Lists (BPML, to be completed with OSL, DL and AL in Phase 3, Realization) Determine the Baseline Scope, to be completed in Phase 3, Realization Phase 2, BB, refines Phase 1, Project Preparation, in terms of management, training, testing, scope, etc. and sets the basics for the implementation (e.g., the baseline scope), to be carried out in Phase 3, Realization How? gathering requirements ... with, among other things, the Q&Adb SAP reference structure, CI templates and questions (and the help of the IMG) we produce the BB doc and the BPML excel worksheet
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SE-464: Industrial Information Systems (061) Dr. Andijani

Handout ASAP: Accelerated SAP Phase 3,4, and 5

At the end of this lecture you will be able to... Identify the Realization purpose, main deliverables and work packages Identify the Final Preparation purpose, main deliverables and work packages Identify the Go Live & Support purpose, main deliverables and work packages

ASAP Roadmap
Project Preparation (12%) Business Blueprint (15%) Realization (46%) Final Preparation (19%) Go Live & Support (8%)
A c c e le r a te d S A P 5.3

TheASAPRoadmap

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Realization: Purpose
Implement business and process requirements based on the Business Blueprint (from Phase 2) In particular, the main objectives of Phase 3 Realization are: Final configuration of the system: Baseline Configuration and Final Configuration in different cycles Overall test: Integration Testing

Realization: Deliverable(s)
Business Process Master List (BPML): An Excel worksheet containing a representation of the R/3 business processes and transactions defined in the project scope in order to carry out the configuration and testing of R/3 in iterative cycles Other Master Lists such as Organizational Structure List (OSL), Development List (DL), and Authorization List (AL) Business Process Procedures (BPPs): Describe SAP transactions and are used for testing and documentation Configuration and Testing Plans: Define how the configuration will be done and how it will be tested WP 3.5. Workflow, ABAP ABAP Workbench SAP's integrated graphical programming environment that offers all R/3 Repository: Central storage facility for all development objects in the ABAP Workbench. These development objects include ABAP programs, screens, and documentation the necessary tools for creating and maintaining business applications in the R/3 System. Page 3 The ABAP Workbench supports the development and modification of R/3 client/server applications written in ABAP. You can use the tools of the ABAP Workbench to write ABAP code, design screens, and create user interfaces. Furthermore, you can debug and test applications for efficiency using predefined functions, as well as access development objects and database information There are four different ways in which you can adapt the SAP System to meet your

requirements: 1) Customer Development - The SAP System contains a customer namespace in which they can create their own repository objects. 2) Enhancements - This allows the customer to enhance SAP repository objects without using modifications. 3) Customizing - This is where the system parameters are set using Project IMGs. Customizing is a mandatory part of setting up the SAP System. 4) Modification - Modifications are changes to SAP repository objects. When the system is upgraded, all the versions of modified objects must be compared with the new SAP version and reconciled. WP 3.6. Baseline Configuration During the Business Blueprint phase, we divide the relevant business and process requirements into two main blocks. The Baseline block comprises the priority requirements of the enterprise, ensuring that they can be implemented quickly During Baseline configuration, you work on processes that can be configured without programming or enhancements. Requirements that need programming or enhancements to the SAP System are addressed in separate work packages in the Realization Phase Page 4 WP 3.7. Final Configuration The purpose of the final configuration work package is to finalize the scope and configure your SAP System The Final configuration is a transformation process that expands the Baseline solution, defined during the Business Blueprint and Baseline configuration, through cycles (1 to n) until a solution is found that satisfies all stated business requirements. Each cycle includes the functions and processes you need. Depending on the scope of implementation, create an appropriate number of cycles (cycle 1, cycle 2, cycle 3, cycle 4) Configure R/3 using the Project IMG (Implementation Guide) SAP Reference IMG is a complete Implementation Guide for the R/3 System containing all IMG activities arranged by business application components IMG is a tool for configuring the R/3 System to meet customer requirements. For each business application, IMG explains all the steps in the implementation process, tells you the SAP standard (factory) settings, and describes system configuration work (activities). The hierarchical structure of the IMG reflects the structure of the R/3 application components Project IMGs: These are IMG subsets containing just the documentation and Customizing tables/views for IMG components you are implementing in particular Customizing projects

 Two methods of generating Project IMGs: Manually: Consultants identify the components that must be configured according to the project scope. The more common method. Automatically, from the ASAP Q&Adb. Uses the scope settings within the Q&Adb and transfers them automatically into the Project IMG. WP 3.8. Integration Testing The purpose of the integration work package is to plan and execute the final integration test. This is important for the functional verification of your production system. It should be a simulation of live operations. The test includes verification of dependencies of business processes on the value chain plus interfaces, output, enhancements, and authorization tests. The goal is to examine the cross-functional and key integration points across the business processes followed by periodic processing and development The purpose of the first cycle of integration testing is to check all cross functional integration points (limited or focused drill-down scenarios) for high-frequency and high-impact business processes, and to finalize the entire system configuration. The focus is on testing that data crosses from one function (SAP module) to another

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WP 3.9. Quality Check The purpose of the Quality Check work package is the final verification of project planning and deliverables from this phase. Perform quality checks during this phase as tasks are completed. This quality check verifies that the final configuration of the SAP System meets the requirements specified in the Business Blueprint End user documentation and training materials must be finalized for training during the next phase. Technical activities and tasks are verified. You need to ensure everything is on schedule for the Final Preparation Phase. This includes, for example, data conversion programs, interfaces, reports, and system management procedures. Any issues regarding budget and resource planning must be addressed and resolved now

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Summary
ASAP Phase 3 Realization gets the BB, the BPML and the Baseline Scope from Phase 2 and... helps to implement the SAP solution in Phase 4 How? Configuring and testing the system Of course, management (project, organizational and system management) go on. Training, too, at level 3 (proficiency)

Phase 4: Final Preparation: Purpose(s)

The purpose of this phase is to complete the final preparation, including testing, user training, system management and cutover activities, to finalize your readiness to go live This final preparation phase also serves to resolve all crucial open issues On successful completion of this phase, you are ready to run your business in your productive SAP System

Page 7 The Cutover Plan and the Technical Operations Manual describe the details on how to move to the production environment and go live The Stress & Volume Tests confirm the production hardwares capabilities The End User Training document describes the delivery of the necessary levels of SAP training prior to going live Volume testing:Testing throughput of one process according to pre-defined requirements. After volume testing, Stress testing is carried out:Testing the complete R/3 environment with all components involved (transactions, ABAP, Basis, etc.) in certain scenarios until the system performs to pre-defined values. This includes pushing the system to peak capacity. Stress testing involves the cooperation of end users, application and Basis components, with the goal of making the system fast and reliable

Phase 5: Go Live & Support: Purpose

The purpose of the final Phase 5 is to move from a pre-production environment to live production operation You must set up a support organization for end users, not just for the first critical days of your productive operations, but also to provide long-term support During this phase, end users of the SAP System have many questions. There must be a solid end user support organization easily accessible to all end users This phase is also used to monitor system transactions and to optimize overall system performance. Finally, the completed project is closed The last deliverable for the implementation ensures high system performance through SAP monitoring and feedback

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WP 5.1 Production Support The objective of this work package is to provide support to SAP users and to optimize system performance. Timely support is critical to your success. In addition, it is important to monitor system transactions and overall performance There are two critical periods during the going live process. The production support plan must be executed within the first few days, the results checked and any issues or

problems quickly resolved. Following these first few days, the long term monitoring of issues must be addressed, particularly system performance, capacity and functions It is important that whenever a problem arises, end users know who to contact, and how. The Help Desk is particularly important in the first weeks after Going Live, but you require Help Desk support throughout the production life of your SAP System. It is a single point of contact with access to internal first-level support for hardware, network, operating system, database, training, and application system problems. First-level support personnel must not only possess special knowledge in these areas, but must also have company-specific knowledge concerning organization and processes Page 9 WP 5.2 Ongoing KPI Management KPI management does not finish after going live with the SAP products. Activities to improve the business processes continue. There is a new situation with respect to the measurement of KPIs: the results can be reported from the SAP products The measurement results should be compared with the target values. If they are not satisfactory, appropriate activities to improve the business processes should be defined and realized. After this, subsequent measurement can be initiated This cycle of measurement and activities should be repeated until the defined objectives have been reached. During Go Live and Support and later on, the success of improvement or optimization activities should be measured regularly. If the results are not satisfactory, then workshops should be held. These workshops should result in the creation of new activities or to-do lists for process improvement and/or optimization WP 5.3 Project End The goal of the Project End work package is to officially close the project. At this time, you have to review and complete any open issues Resolution and closure for all outstanding issues in the issue management system must take place for the formal signoff of project team members. The business drivers and the business measurements, both of which were defined at the start of the project in Phase 1, are reviewed to check project results against the goals set at its outset. This review is then presented to executive management. An ongoing evaluation procedure is established to monitor the benefits of the SAP implementation over time

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Go Live & Support: Summary

SE-464: Industrial Information Systems (041) Dr. Andijani

Lecture 4: Business Engineering and SAP