Training

on
SAP Implementation Project
(ASAP Methodology)

-Ganesh
Agenda
• History and importance of ASAP methodology
• Detailed explanation of each phase in Implementation
• Roles of consultants in different phases of Implementation
• Explaining the documents used in Implementation with sample documents
History of ASAP Methodology
• By the mid 1990s, SAP procedures got a significant among of negative publicity
related to some high profile disasters. Though the companies know that the ends
were inevitable, SAP was criticized of being complicated, expensive and required
long delivery schedules
• This is when SAP came up with its ASAP roadmap to sort out the numerous SAP
projects that were over budget, over time and were at the risk of failure
• The ASAP (Accelerated SAP) methodology provides the roadmap for optimizing
and continuous implementation of SAP systems in business processes
• The ASAP roadmap also includes various ITIL (Information Technology
Infrastructure Library) elements and Value SAP techniques to make project
solutions more robust, cost effective, timely and successful
• The roadmap brings in a multiple number of tools, information and accelerators to
assist team members with the implementation of R/3
Benefits of ASAP Methodology
• The ASAP Methodology covers the entire project life cycle right from the initial
evaluation via delivery and till post project management
• Proven and transparent approach that facilitates the project team to collaborate
efficiently thus reducing implementation costs, time and risks
• Sensible risk management
• Better knowledge management wherein SAP solutions helps organize, implement
and meet business objectives
• Steering committee tools and better communications planning
• Better results because ASAP methodology is based on the experience of others –
the roadmap requires both soft skills and hard facts
• Project times are almost brought down to half
• Combination of all best practice tools including ITIL, PMI(Project Management
Institute), Internal SAP and others
 Introduction – ASAP Roadmap

In the following the roles and responsibilities within each phase of the ASAP roadmap will be described.
The implementation roadmap has six phases:
1. Project Preparation The project is formally initiated, and planning is well under way.
2. Business Blueprint The project team gathers requirements and conducts the
conceptual design of the solution.
3. Realization The solution is built, and the integration tested; performance tests
are planned.
4. Final Preparation End users are trained; this is the final check before the cutover to
the new system solution.
5. Go Live and Support The solution receives confirmation, ongoing support is in place,
and the project is closing.
6. Run SAP The operability of the solution is ensured.
 Phase 1 - Project Preparation

Purpose Deliverables Milestones & Key Decisions

 Initial Planning and Preparation  Project Scope Defined  Corporate Review Completed
 Define the project goals, scope and  Implementation Plan & Rollout  Scope Defined
objectives Strategy  Project Team Staffed and Trained
 Identify, on-board and train Team  Detailed Scope Document  Project Team Organization,
Members  Costs and Benefits Validation Responsibilities and Location
 Project Standards  Roll-out Plan Mandates/Constraints
 Project Infrastructure  Policies for To Be Finance
 Knowledge Transfer Approach Organization
 Implementation Work plan  System Retirement
Objectives/Mandates/ Constraints
 Master Data Design
 Training Budget and Approach
 Interface List
 Key Stakeholders for
 Testing Strategy
Communications Identified
 Data Cleansing Strategy
 Implementation Plan in Place
© SAP AG 2009. All rights
reserved. / Page 6
Activities in Project Preparation
• Defining the scope of Project
• Preparation of project plan
• Costs and Benefits Validation
• Implementation Work plan
• Master Data Design
• Interface List
• Testing Strategy
• Data Cleansing Strategy
• Team Preparation
• Client Interviews to the consultants if required
• SAP License related activities
 Project Plan

BBP REALIZATION FINAL Go-Live &

(25th Nov-21st (22nd Feb-17th June) PREPARATION Hyper Care
Feb) (18th June- 24th Support
June) (25th June-
CUTOVER PERIOD 1st August)
(20th June -24th
June)

•Kick off •Configuration •Upload of master •Official first

•As-Is •Unit Testing data in Production transaction
•To-Be •Developments •Upload of Cutover in
•BPD •Testing of upload programs data in Production Production
•GAP List • Uploading Master Data and •Day to day entries system
•KDS Cutover Data in Quality System in Production •Hyper Care
•SIT-System Integration Testing •End User Training Support
•Authorization Matrix by Key Users
•Key User Training
•Creation of upload programs
•UAT- User Acceptance Testing
 Phase 2 - Business Blueprint

Purpose Deliverables Milestones & Key Decisions

To create a body of work, know as  Project Plan Update  Completed and signed off Process
Business Blueprint that  Complete, documented and signed Design
 Aligns business requirements to the off  Completed and signed off Solution
SAP business model  Business Process Hierarchy and Design
 Documents the TO-BE process Design  Completed and signed off gap
models  Value Association on Process identification and resolution
 Describes the solution design Level  Phase Quality Assessment
 Identifies additional functional and  Solution Design  Communication Plan
technical requirements  Gap Identification and Resolution
 Obtains business sign-off on Solution Landscape and

requirements and design Architecture
 Blueprinting is dedicated to support  Assessment of Organization and
value delivery Business Process Changes
 Confirmation of Implementation Date

© SAP AG 2009. All rights reserved. / Page 9

Activities in BBP Phase
• This phase starts with Kick off meeting
• Kick of meeting is useful to give a kick start to the project and also give an
overview on project plan and future activities
• Attendees for Kick off meeting

IT Team Client Team

 Accounts Manager Higher Management

 Project Manager Project Manager
 Consultants Process Owners
Core Team members

• After kick off meeting, discussions or Question & Answers sessions will be started
on As-Is process to understand the current business processes
Activities in BBP Phase
• To Be process documents are prepared as per As-Is discussions
• Level 0 Training
• Business walk through presentation (Level 1 training) will be given to all the
process owners and core team members
• As per the inputs and corrections from the client, Business Blue print documents
are changed and share the copies to the client
• BBP documents have to be signed off from the client
• Key Data Structures(KDS) document has to be prepared and signed off
• GAP list has to be identified and required solutions have to be proposed
• As per the new developments, ABAP consultants are nominated for the project
• All the templates and sample documents are given below

Document KDS_MM_Templa
As-Is process.xlsx GAP Analysis
te
Roles of Consultants in BBP/BPD Phase
Functional Consultant:
• Participating in Kick off meeting
• Participating in Business As-Is discussions
• Asking questions about process and prepare rough To Be processes
• Preparing Blueprint Walkthrough presentation and giving presentation to Process
Owners and Core Team Members
• Preparing Blueprint Documents
• Updating Blueprint Documents as per business review
• Discussion about Material Number range, Material types, PR document types, PO
Document types , number ranges
• Preparing KDS as per the discussions
• Preparing Gap List to find out required developments

Technical Consultant:
• No major involvement
 Phase 3 - Realization

Purpose Deliverables Milestones & Key Decisions

 Build and Test a Complete Business  Test Data and Configuration  Project Team Trained (Realization)
and System Environment  Business Process Procedures  Final Design and Configuration
 Develop Training Material and End  Quality Assurance System  Integration Test
User Documentation Environment  End-User System Infrastructure
 Obtain Business Approval  Production System Environment  User Acceptance
 Develop and Test Interfaces,  Phase Quality Assessment
Conversions and Reports
 Readiness Review
 Evaluate and Enhance Security and
Controls
 End-User Training Material and Plan
 End-User Training System
Environment
 Data Conversion Plan
 User Acceptance Test
© SAP AG 2009. All rights
reserved. / Page 13
Landscapes in SAP
Activities
• Once server is received, system must be verified and required nodes need to be
activated
• Configuration of Enterprise Structure and other processes
• Creating master data for Unit Testing
• Unit Testing in Development system
• Releasing of Transport requests to Quality system
• Cleansing of Master Data and Test Upload Programs
• Upload Master Data (Material, Vendor, Purchase Info record, Source List)
• System Integration and User Acceptance Testing in Quality System
• Developing Smart forms, Reports, Enhancements etc.
• Testing of new developments and developments must be signed off from client
• Detailed Level 2 training to Core Team members
• Upload Master Data (Maximum data will be given by client)
• Supporting Key Users for UAT
Templates of UT, SIT and FS
UT Template:

UT Template

SIT Template:
Same template is used to for testing like System Integration Testing and User
Acceptance Testing. UAT is also called as Final Acceptance Testing and Business
acceptance Testing

SIT Template

Functional Specification (FS) sample:

FS-Domestic
Purchase Order
Roles of Consultants in Realization
Functional Consultant:
• Configuration in Golden/Configuration client
• Doing Unit Testing in Testing Client under development landscape
• Preparing Functional Specifications and coordination with Technical consultants
• Testing of Developments
• Testing of Upload Programs
• Preparing Test Scripts
• Doing System Integration Testing (SIT) in Quality system
• Prepare Training Material and Provide Training to Core Team members
• Giving support to User Acceptance Testing (UAT or FAT)
Technical Consultant:
• Understand the list of developments as per the GAP list
• Understanding the FS and developing as per the requirement
• Coordinating with Functional consultant to meet the client’s requirement
• Preparing Technical Specification
 Phase 4 - Final Preparation

Purpose Deliverables Milestones & Key Decisions

 Prepare System for Production  Data Converted  Organizational Changes Implemented
Release  Cut-Over Plan  Go/No-Go Decision
 Prepare the Internal and External  End-Users Trained
Organization for Go-Live
 End-User System Ids Created
 System Support Organization in
Place
 Help Desk
Technical Support

 Operational Production System
Environment

© SAP AG 2009. All rights

reserved. / Page 18
 Activities in Final Preparation

• Final Master Data upload with Data Migration programs in Test System
• End User Training – Can be given by Key Users with the support of Consultants or
Consultants only give the Training
• Collecting Master data and Cutover data from business
• Migrating the Master data and Cutover data to SAP production system from non
legacy systems
• Creation of User IDs for End users
• Providing authorizations to the users as per the requirement

Templates of data migration programs and Authorization Matrix:

Roles and Authorization.xlsx

Open PO.xlsx.xlsx
Material Creation Template.xlsx
Cutover Data
MM Cutover Data:
• Open Purchase Orders
• Open Work Orders (Service Purchase Orders)
• Open Stock
FI Cutover Data:
• Open Payments
• Vendor Balances
• Customer Balances
• Vendor Advances
• Customer Advances
SD Cutover Data:
• Open Sales Orders
• Open Billing
• Open Contracts
Roles of Consultants in Final Preparation
Functional Consultant:
• Identifying the cutover data and testing the upload programs in Quality system
• Uploading Master data in Production System
• Uploading Cutover Data in Production System
• Working to complete the activities within cutover period as per the plan
• End User Training
• Documentation of all the phases

Technical Consultant:
• Completing the pending developments as per the plan
• Preparing Technical Specifications
• Creating the upload programs for cutover data
• Coordinating with functional consultant
 Phase 5 - Go-Live and Support

Purpose Deliverables Milestones & Key Decisions

 Business Owns and Executes New  Live Production Environment  Go-Live
Business Processes and Systems  Operational Help Desk  Project Close
 Monitor Business Process Results  Cut-Over and Conversion Activities
 Monitor Production Environment Completed
 Establish Center of Excellence for  Post Go-Live End-User Training
Support and Enhancements  Updated Business Case
 Lessons Learned

© SAP AG 2009. All rights

reserved. / Page 22
Activities in Go-Live & Support
• Resolution of tickets on day to day basis
• Monitoring initial tickets
• Handover of project to support team
Roles of Consultants in Go-live &
Support
Functional Consultant:
• Once the Go-Live is happened, initial support has to be given
• Handover to Support Team
• Changes in configuration as per the requirement
• Later support activities will be taken by support team

Technical Consultant:
• Completing pending developments
• Modifications to existing developments as per the requirement
• Preparing Technical Specifications
 Phase 6 – Run SAP

Purpose Deliverables Milestones & Key Decisions

 Run implemented SAP solution  Assessment of Operation Standards  Identification of Operation Standards
 Optimize solution operation by for optimize solution operation for optimize solution operation
implementing SAP Operation  Identify scope  Design, Setup and Operation of SAP
standards  Setup project schedule for Operations Standards
implementing  Tool implementation (mostly SAP
 For each relevant Operation Standard Solution Manager scenarios for
operation)
 Design of processes,
organization and roles, blueprint
for tool usage
 Setup of processes, organization
and roles, tool setup
 Transition into production incl.
training and rollout
 Operating
© SAP AG 2009. All rights
reserved. / Page 25
Activities in Run
• Resolution of tickets as per Service Level Agreements
• Monitoring tickets in supporting tool such as Solution
Manager/HPSM/Remedy/ITMaas etc.
• Proper documentation of Service requests and Change requests
• Development of new customized tasks as per the business requirement
• Meetings on status of support tickets
Roles of Consultants in Run SAP
Functional Consultant:
• Handling tickets as per the Service Level Agreement(SLA)
• Preparing functional specifications for new developments
• Analyzing the tickets and changing configuration as per the requirement
• Giving End user trainings as per the requirement

Technical Consultant:
• Working on new developments as per the requirement
• Working on existing changes in developments
• Working on any technical or coding related tickets
Thank You

28