Your Role as Key User

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Welcome to this eLearning on “Your Role as a Key User”.

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In this e-learning you will learn about the key user role in SAP Business ByDesign, about the Go-Live approach in general, and about dedicated key user activities during the Go-Live project. Further, you will also about key user responsibilities after Go-Live.

Now let’s get started and have a look at your role as a key user, what is expected of a key user, and how you as a key user will be enabled to do the best job.

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How to fulfill the key user role

What is a key user? Key users are experts in specific business areas within the customer project team. As a member of the overall project team, your role is to significantly contribute to the SAP Business ByDesign Go-Live, and support productive operations after Go-Live.

How will you be enabled to successfully fulfill your role? You will be prepared and guided through the project by our best-in-class Go-Live Methodology, embedded self-enablement materials and the SAP or Partner services according to the engagement model of your choice.

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Expectations during and after Go-Live

What is expected from you as a key user in the project? You make business decisions in your respective area of expertise and help define the solution. Furthermore you, as a member of the project team, are responsible for the successful completion of the project tasks assigned to you. You are also responsible for your self-enablement through the assigned role-based e-learning modules which are available in the SAP Business ByDesign solution, and you act as a multiplier and support end users in training.

What is expected from you as a key user after Go-Live? You are the first line of support for end users and leverage built-in support to handle issue resolution or, if needed, engage with the SAP Support team. You act as a multiplier and support end users in training and incident management.

You manage the application in terms of:

Access to data

Task assignment to users

Background jobs and tasks

Input and output (e.g. printing)

Business data consistency

Business Flexibility

You define scope changes based on new or changed business processes or product functionality as relevant.

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One Joint Project Team

Let’s have a look at the overall project set-up, the project roles and responsibilities.

There is one joint project team consisting of customer and SAP or Partner team members working closely together. Of course other SAP functions are also involved, such as the SAP Global Service Center, SAP Hosting, and SAP Support.

The project set up provides clear guidance and clearly defines responsibilities of all involved: You as a key user will be guided through the project by the designated project manager. You will work autonomously, but will regularly interact with the SAP or Partner Service Adviser. The key activities per project phase are defined by the Go-Live Methodology and responsibilities are clearly defined in the project management tool “Go-Live Navigator”, as well as in your services contract (the Statement of Work).

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In the following slide we will introduce you to the Go-Live Approach with SAP Business ByDesign

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Maximize Your Benefits and Minimize Your Risk

Our Go-Live Methodology is specifically designed to deliver the biggest return on your software investment, with the lowest risk to your business. Every engagement is managed against a clearly defined scope with a fixed, affordable price. This model gives you predictable results at a predictable cost – reducing your risk and setting up your business software implementation for success.

The SAP Business ByDesign Go-Live Methodology enables standardized service offerings through a prescriptive delivery approach of all Go-Live Services. It describes what tasks need to be performed when.

A detailed roadmap of all the project tasks tells you as a key user easily what to do in the respective project phase, and supports your activities with a set of predefined accelerators and tools.

The graphic below gives an overview of the Go-Live Methodology project phases (Prepare, Fine-Tune and Integrate & Extend, Test and Go-Live) and the different streams (e.g. Project Management, Business Scenario Review, Organizational Management Set up, Fine-Tuning, Data Migration, Testing, Cut over, User Enablement) which are completed by the so called quality check points (design acceptance, solution acceptance and Go-Live readiness acceptance).

You can view the project tasks by phase so you know what needs to be done when – this reflects a project manager view - or you can view the streams as a group of related project tasks which flow across multiple project phases – this reflects more the key user view.

Why not take a minute and have a look at all the overall model at your own pace? (PAUSE)

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The project stream we want to focus on in this e-learning are:

Project Management

User Enablement

Business Scenario Review

Organizational Management

Fine-Tuning

Data Migration

Testing

Cutover Planning

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In the following slides you will learn about your involvement as a key user in the different project streams in more detail.

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Key User Tasks per Stream

The SAP Business ByDesign Go-Live approach follows a specific well-proven sequence. Precisely defined tasks and responsibilities per stream ensure your project success.

Predefined workshops and tools such as accelerators introduce and guide you through all your tasks.

In the next slides we will expose you to the most critical project streams of the Go-Live Methodology. We will cover their purpose, key project tasks and deliverables and highlight your responsibilities as a key user as well as supporting tools.

Of course this can only be considered as a first introduction and you will have to familiarize yourself with all the streams throughout the project as indicated by the Go-Live Methodology.

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Ensure the Success of your Go-live Project

Stream Description and Purpose of “Project Management”

Project Management of an SAP Business ByDesign Go-Live project follows our best-in class Go-Live Methodology with clearly defined tasks and responsibilities.

Actual task distribution and monitoring depends on the selected Go-Live Service.

Your Involvement as Key User in Detail

In the Project Kickoff workshop, conducted by SAP or Partner, you will be introduced to the project scope, the Go-Live Methodology as well as the critical success factors. Project roles and responsibilities will be clearly assigned.

The Go-Live Navigator – a proven Project Management tool exclusively available to our SAP Business ByDesign customers - will support you in all activities by providing transparency on responsibilities and timelines throughout the whole project lifecycle.

The project manager will follow up on your deliverables as a key user as per the project schedule, schedule subsequent project workshops, drive overall project communication inside project team and towards stakeholders, drive for decision making and manage escalations if required.

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Ensuring People Readiness throughout the Project

Stream Description and Purpose of “User Enablement”

People Readiness – of both key and end users – is key to ensure smooth Go-Live and subsequent live operations and is one of the critical project success factors.

SAP Business ByDesign relies on a self-paced enablement of all users which is supported by powerful and intuitive built-in learning environment.

Understanding the paradigm of self-driven learning and planning for self-study timefor all users involved is crucial and needs to be considered within the overall project plan.


As part of the Project Kickoff workshop you will be exposed to the SAP Business ByDesign Enablement concept. Thereby understanding the built-in learning and documentation within the product, learn about further assets provided in the Business Center and how to get support.

You will define your enablement roadmap jointly with the project manager based on your role and application area; this allows you to plan, schedule, and monitor your enablement path.

SAP / Partner led workshops, as part of the Go-Live Services, are a complementary source of knowledge transfer to you besides the E-learning - tailored to your area of expertise embedded in the product.

As an additional service offering, the Go-Live Experience training provides an opportunity to gain hands-on implementation expertise by experiencing best practices.

You, as a Key User, are responsible for End User enablement. Ideally end user enablement is scheduled into the overall project plan - fully leveraging the built-in learning and help but also making use of hands-on opportunities during the integration test if so possible. Your self-enablement as a key user will lay the foundation to drive the knowledge transfer to end users, leveraging all available assets or even creating additional ones if you wish.

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Scope Verification and Process Integration

Stream Description and Purpose

The Business Scenario Explorer - highlighting best practices – helps you to understand how your SAP Business ByDesign solution maps to your business processes.

“Order-to-Cash” (Standardized Services) and “Procure-to-Pay” (Stock) are two examples of the end-to-end Business Scenarios.

Your Involvement as Key User in DetailIn the Business Scenario workshop you will get an overview to the SAP Business ByDesign Business Scenarios: scenario flows, business roles and related business value will be highlighted to you.

The Business Scenario Explorer tool is used primarily during the Business Scenario workshop to provide a detailed overview of all business processes and process steps within each business scenario; it will be used throughout the Go-Live project.

You, as a key user, must verify the project scope and ensure it meets your business requirements. Any key decisions and potential gaps are documented.

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Reflect your Organization in the System

Stream Description and Purpose of “Organizational management setup”

SAP Business ByDesign relies on your organizational structure to drive all business processes.

To set it up, SAP / Partner, together with the project team, maps your reporting lines, functional entities, legal and financial view to a unified, graphical representation in your system.


Familiarize yourself with the Organizational Management concept via self-paced eLearning

In the Organizational Management workshop you can deepen your understanding of the Organizational Management concept in SAP Business ByDesign and you will learn how to best map your organizational structure to the SAP Business ByDesign system.

At this point, you will be ready to set up your organizational structure in the SAP Business ByDesign system, supported by built-in learning and integrated system checks. Based on your chosen Go-Live Service SAP and Partner service adviser will guide or support you in these activities.

The organizational structure will be reviewed in the Solution Acceptance checkpoint.

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Configure your system

Stream Description and Purpose of “Fine-Tuning”

Fine-Tuning activities will configure the SAP Business ByDesign system to meet your business requirements. Built-in best practices will enable your organization to take full advantage of the SAP Business ByDesign solution.

The SAP Business ByDesign system allows you to adjust and modify layout and fields for all report and print forms: your invoices will look the way you want them to, reflecting your corporate layout.


The Fine-Tuning Workshop will introduce you to the fine-tuning process based on the Go-Live Activity List.

The Go-Live Activity List embedded in the SAP Business ByDesign system –accessible via the Business Configuration workcenter - will easily guide you through the required activities assigned to your application area.

Your task is to complete these activities by checking and adjusting the predefined settings based on the selected scope supported by built-in learning. Depending on the selected Go-Live Service your SAP / Partner service adviser will either review your fine-tunig or guide you through the steps, fully leveraging your business experience to make the required setup decisions.

Additionally you are also responsible to review the relevant standard forms, reports and adapt these were necessary to best reflect your business requirements.

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Transfer your Legacy Data into your System

Stream Description and Purpose of “Data Migration”

SAP Business ByDesign allows you to seamlessly migrate all your relevant data from your current system(s) to your new SAP Business ByDesign system.

After extracting and cleansing your selected data objects from your legacy system, migration to SAP Business ByDesign can be initiated through the migration tool –maximizing.speed while minimizing errors.

As your priority is setting your business processes in SAP Business ByDesign to support your business and your growth, migration of legacy data should be a seamless process which is supported by the migration tool.


Familiarize yourself with the data migration process and required activities via self-paced eLearning.

In the Data Migration workshop you will gain further understanding of the SAP Business ByDesign data migration approach and you will learn about the best usage of the Data Migration tool and templates through examples.

At this point, you will be ready to extract and cleanse the applicable data objects and populate the related migration templates, supported by built-in learning.

Finally you will initiate data upload via the Data Migration tool, supported by a step-by-step guide and by integrated validity checks in the system.

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Test your Business Processes in Your New System

Stream Description and Purpose of “Data Migration

Integration tests allow you to ensure that the system behaves the way you want and supports your business processes.

End-to-end business scenarios are test by using predefined test scenarios.


To enable you for the integration test, the Test workshop introduces the testing process. The Test Plan, a predefined accelerator, will be presented to you to guide you through the sequence of the test scenarios and provides testing details. In the workshop, you will also learn how to create and manage incidents during the testing phase fully leveraging the built-in support.

At this point, you will be responsible to test your end-to-end business scenarios in your SAP Business ByDesign (test) system as defined in the Test Plan.

It is highly recommended that at this point in time you involve your end users in the integration test, an ideal opportunity for hands-on experience to become comfortable with the system prior to the Go-Live.

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Final Steps towards Go-Live

Stream Description and Purpose of “Cutover Planning and Go-Live”

Cutover activities include the retirement of your legacy system(s), the checking for Go-Live readiness of your SAP Business ByDesign system, and the migration of your data into the productive system.

A well plan cutover will result in a smooth transition and no disruption to the day-to-day business.


In the Cutover Planning Workshop you will review all key processes and activities that need to be executed to prepare the system for Go-Live.

The Cutover Schedule, a predefined accelerator, helps you to plan your cutover activities in detail.

As part of the Go-Live Readiness Acceptance checkpoint you will check and confirm: System Readiness, Data Readiness and Business / People Readiness

Finally you will release the production system to your end users.

Now the system responsibility is all in your hands. From now on you will be one of the main go-to people for all SAP Business ByDesign related topics in your business area. Let’s have a look at your key user responsibilities after Go-Live in more detail.

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In the following you will get an overview of your responsibilities as a key user after Go-Live

Incident Management

You search for solutions and process incidents from end users directly or request help from SAP Business ByDesign Support.

Ensure Business Data Consistency

You check data flow and synchronize business process inconsistencies. You also request help from SAP Business ByDesign Support in case you are not able to resolve the issue yourself.

Manage Access to Data

You Maintain and set up SAP Business ByDesign users by assigning work centers to your company users.

Task Assignment to Users

You maintain responsibilities for users in your company, check for unassigned business tasks, and complete missing substitution rules.

Manage Background Jobs and Tasks

You reschedule background jobs to fit your company‘s needs.

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Manage External System Connections

You maintain or set up communication with external systems such as e-mail servers, fax, or phone.

Business Flexibility

You can adapt your SAP Business ByDesign Solution: you can maintain Form and Office Templates, author Mashups and Webservices and install additional software.

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Key User Activities - Incident Management

Incident Management is an important key user task after Go-Live. In this final slide we will outline the related activities in more detail so you get a clear understanding of your responsibilities:

You review incidents created by end users and clarify open questions with end users.

You search for solutions before requesting help from SAP Business ByDesign Support.

You Forward incidents to SAP Business ByDesign Support if no solution can be found.

You Assist SAP Business ByDesign Support with issue diagnosis and resolution.

You Monitor incidents and resolution.

Ensure that end users confirm or reject their solutions in time.

If you are searching for a solution to an incident there are multiple ways to support you in this task:

In the Help Center you can search for possible solutions in the built-in documentation

In the Case Library you can search for solutions documented by SAP Business ByDesign Support based on previous incidents

In the SAP Business ByDesign Community you can get collaborative support from the community via forums

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How can you reach SAP Support?

In the Application and User Management Work Center you can create and monitor incidents. In exceptional cases you can also create incidents via the Business Center through help

In case of system downtime or escalation requests call the Emergency Support Hotline.

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Thank you for listening to this e-learning on “Your Role as a Key User”.

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Documents

Your Role as Key User