Project kick off

Project Kick-off for <project name>at <customer name>

Department, Board Area or TeamDate

Project Kick-off for <project name>at <customer name>

© 2011 SAP AG. All rights reserved. 3

Agenda

Introduction and Welcome All 00:00 – 00:00

Project Goals <Name>, Management 00:00 – 00:00

Project Success Factors <Name>, DM/CoE Lead, CEM 00:00 – 00:00

Presentation of the Project <Name>, Customer PM 00:00 – 00:00

Introduction to Project Work <Name>, SAP PM 00:00 – 00:00

Next Steps <Name>, Customer PM 00:00 – 00:00

...

Guest Brand


Goals

The project goals are…

The main goals are………

Please find on following slides proposals on content for Kickoff-event information.


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


Processes

TechnologyTeam

Organization

Managem

entPr

ojec

t

Key User

Project success is the sum of everybody‘s daily work and decisions.

Success Depends on Everybody Involved

We look forward to realize a successful project with you.


Project Organization

Project ManagementProject Management SAP

Steering Committee

Information:Reporting to/Escalating to:

Business DesignBoard

Project Team Members SAPProject Team Members <Client>

Project Management <Client>

Project Team

Board of Architects

Project Sponsor

Quality Assurance

Risk Management


Responsibilities of the Steering Committee

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 Project Manager

The project manager is responsible for the overall project and particularly attends to the following tasks:

Technical and commercial project managementCoordination of interfacesRisk ManagementOrganization of project meetingsControlling of the overall projectControlling of project progress and results (including project reporting)Contact and reporting to the SC…


Responsibilities of the Sub Project Manager

The sub project manager is responsible for the respective sub project and particularly attends to the following tasks:

Technical contact for the customerDefinition of the sub project‘s scope taking into account the goals of the overall projectAnswerable coordination of the sub projectCoordination of requirements on business processesCreation of the detailed concept in cooperation with the respective departments/teamsAssuring the sub project‘s progress to be on schedule and in budgetReporting to project managementPlanning and allocation of resources…


Responsibilities of Key Users

Key users are the contact for the consultants:They provide the project with indispensable technical input.They see beyond their own needs and design a system for THEIR company – a system that all employees can identify withIf necessary, they refer to other experts for detailed information or study the subject beforehand.They bring along, for instance, activity descriptions or screenshots of the existing system to the Blueprint workshops.In tutorials, they learn how to customize the new system.


<year>Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Project Schedule

DoneMilestone Go LivePhaseLegend:

Project Preparation Blueprint Creation Blueprint Approval Implementation 1 Integration Test 1 Implementation 2 Integration Test 2 Production Preparation Production Approval Go-Live

Legend: Duration Milestone today


The Solution‘s Principles in the Project

SAP Standard Processes

This guarantees full SAP support and the system‘s future reliability.

Release reliability individual,

release-reliableprocesses

The realization of the solution is based on the following principles:Optimal use of SAP standard modules und processesExtension of SAP modules for representing customer-specific processes takes place without modifications


Standards of Project Communication

InformationElement

InformationSender

InformationRecipient

Frequency Form

Status Report SPM SPM PM monthly Project Report

Status Report PM PM SPM, SC monthly Project Report

Workshop Protocol SPM SAP Key User after each meeting Result Protocol

SC Protocol SC PM, SPM, Board milestone(min. 6-8 weeks)

Result Protocol

Agenda/Invitation PM, SPM SPM, PM, SC if necessary …

Phase-related modifications in frequency

SPM - Sub-Project ManagementPM - Project Management

SC - Steering Committee


SAP Sub-ProjectManagers

Weekly Jour-Fixe

Steering Committee SC meetings take place every six weeks,

1. Date:

Project Management …

Meetings

No meeting without agenda and protocol!


Communication via Outlook

E-Mail

Electronic exchange of information and documents:

Within the SAP project, the exchange of information and documents generally takes place without paper.

Exceptions consist of approved concepts, data transfers, etc that must be signed by the respective person in charge.

Attachments generally have to be sent as shortcuts/links.

Calendar

Project members manage their appointments/absence via the calendar feature:Each project member records their personal

appointments in the electronic calendar.The same goes for absence, e.g. vacation.Using the calendar for planning meetings

facilitates effective scheduling and sending of invitations.


Project Documentation

Saving in the project documentation directoryProject documentation not saved in the project documentation directory is classified as non-existent.

Project members‘ duty to gather informationEvery project member is obliged to actively gather the needed information.

Naming conventions All project documentation has to follow the naming conventions and must be saved in the specified directory folders.

TemplatesProviding for the project documentation uniformity, the given templates have to be used.


Project Controlling

The achieved labor time of SAP employees is registered in an activity report which will be delivered to the customer on a weekly basis for signing.

Reporting and filing takes place at project management.


Changes in Project Scope

During the Business Blueprint phase the project scope is defined. That means that all relevant processes and functions are listed in a document. In case there are modifications during the project, for instance regarding the business model, they can be handled with so-called Change Requests.

Change Requests can be used in exceptional cases to modify the project scope. Change Requests will automatically generate additional costs and increase the overall project risk as they, for instance, may challenge the project schedule.Change Requests are subject to a dedicated authorization procedure.


Adjusted Resource Plan,Budget Plan, Project Plan, ...

Assessment regarding project budget, schedule, ...

Effort, follow-up efforts, tentative proposal for implementation

Is an implementation feasible, can it be included at this point in time?

Procedure – Change Request Management

Requirement is on hand

Decision on verification o.k.

Verification and assessment by experts

Estimation of impacts on the project

Decision on implementation

1

2

3

4

5


Decision-Making Templates Formalize Processes

Key users are acquainted with the business of their company.But in case there is a need for decision that, for instance, exceeds their area of responsibility, they can use decision-making templates to balance advantages and drawbacks in order to make a recommendation.


Project Manual

A project manual will be compiled and is binding for the entire team. Manual contents:

Project assignmentDescription of project phasesProject contentsCommunication structure and reportingProject controllingProvision of materialManagement (Change Request Process, Quality Assurance)Documentation guidelines and naming conventions


SAP Project Stages

Set-up of project planning Project procedures Training Project kick-off Technical infrastructure planning Quality assurance

Corporate change management Develop system environment Training Define business structure Business process definition User roles and authorizations Quality assurance

Corporate change management Training Baseline configuration and approval System management Detailed configuration and its approval Development of programs, interfaces, etc. Final integration test Quality assurance

Training System management Detailed project planning Handover Quality assurance

Production support Continuous KPI

management Project close-out


ResultsProject planningProject organization

Result documentsOpen Issue List

Roles involvedProject managerKey user SAP consultant

ActivitiesPreparation of Business Blueprint

workshopsKick-off preparation and executionSystem landscape set-upDetailed planning of Business

Blueprint creationDesign of best-practice system

ResultsRoles involved/Activities

Project Preparation


ResultsBusiness BlueprintFinal process scope

Result documentsOpen Issue List

To-Do List/Next StepsBlueprint document creationBlueprint presentationBlueprint approval

Roles involvedProject managerKey user SAP consultant

ActivitiesAcquainting key users with SAP

Best PracticeBusiness Blueprint workshops with

key usersInterface design

Business Blueprint



ResultsAcceptance protocolDetailed planning of Go-Live

preparationApproved test scenariosFinal preparation approval

Result DocumentsOpen Issue ListAuthorization Concept

To-Do List/Next StepsSystem handover planningUser support planning for live

operations (Hotline)

Roles involvedProject managerKey userEnd user (selection) SAP consultant

ActivitiesSystem configurationAcquainting key users with SAP Best

PracticeMaster data cleansingFunctional test processesIntegration testEnd user training conceptEnd user documentation creation

Realization



ResultsDetailed system handover planGoing-live approval

Roles involvedProject managerKey user End user SAP consultant

ActivitiesSet-up of productive systemMaster and transaction data import End user trainingCustomizing of forms and reportingCustomizing of end user

documentation

Final Preparation



Result documentsProject Close-out ReportAcceptance Protocol

To-Do List/Next StepsWorking through the Open Issue ListHandover to live operation

Roles involvedProject managerKey user End user SAP consultant

ActivitiesMonitoring of productive systemFollow-up end user trainingHotline

Go-Live und Support



Principles of Availability Planning

Adherence to the budgetProject days are generally Monday to Friday

Depending on the sub project, possibly less than five days a week but starting on Monday

On Tuesdays, there is compulsory attendance for consultants on the customer‘s site. Generally, tasks will be planned for the entire work week, regardless of whether the consultant is on location every day.


Open Issues

Are there any questions or proposals?……

Thank you for your attention.

Thank You!

Contact information:

F name MI. L nameTitleAddressPhone number