S4H_059.pptx

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Speaker’s Name, SAP
Month 00, 2018
How to Approach Fit-Gap
Analysis Workshops
On-Premise
Partner logo

© 2018 SAP SE or an SAP affiliate company. All rights reserved. 2
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© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ
SAP Activate Methodology
Fit/Gap Workshops in Explore Phase
PREPARE EXPLORE DEPLOY
REALIZE
Scope Validation / Fit-Gap Analysis
Work Streams
Phases
Deliverables
Execute
Q-Gate

Execute
Q-Gate
 Execute
Q-Gate 
Execute
Q-Gate

Application: Testing
Custom Code Extensions
Technical Architecture & Infrastructure
System & Data Migration
Transition to Operations
Project Close
Project execution, Monitoring and Controlling
Sprint Management Improvement
Roadmap
Proj Governance
Initiation
Baseline Cust Presentation
Proj Plan/Sched
Proj Charter
Scope Stmt
Kickoff WS
Operational Std
Rel/Sprint Plan
Onboard Proj Team
Sup Readiness Survey
End User Training
Knowledge Txfr
Edu Readiness
Org Alignment
Value Audits
Comm Plan
Value Realization
Value Determination
Training Content
Value Realization
Stakeholder Analysis
Change Impact Analysis
Change Mgmt Roadmap
Project Management
Application: Integration
Application: Design & Configuration
Application: Solution Adoption
Application: Customer Team Enablement
Training Plan Project Team Training
Detailed Design
(Workshop B)
Visualization
Scope Validation
(Workshop A)
Biz Solution Design
Biz Proc Map
Biz Scenario
General Settings/MDO/Core/Delta Config
Biz Proc Procedure
Activate
Sprint Review Demo
Pre-assem Demo
Sprint Review Demo
Pre-assem Demo PRD Env Failover Env
QAS Env
Testing Strategy Tech Sys Test
Sys & Perf Test
UAT
Int Test
Scenario Test
Prepare Testing Policy
SOA/Composite App Dev
Enhancement Dev
Enhancements Detailed Design
DEV Env QAS Env Go-live Check
Failover Env Go-live Verification
PRD Env
Access & Security
Tech Design
Proj Tools
Tech Req
Demo Env
H/W Sizing
Legacy Data Migration and Data Archive
DM Strategy
Cutover Plan Tech Integration Chk
Prod Cutover
Post Go-Live Support
Tech Ops & Handover Plan Setup OCC
Prod Support Transition

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Purpose of Fit/Gap Analysis
 The primary objective is to have an updated and approved Scope
Baseline to move into the Realization phase
 Validate pre-activated or pre-assembled solution in Sandbox system
 Drive towards adopting SAP standard processes
 Ensure that SAP implementation meets customer’s business needs
 Discover, clarify and negotiate solution design
 Identify and capture delta business requirements and gaps (on top of the
initial Sandbox system)
 Prioritize delta requirements and gaps
 Prevent the need for rework during Realization

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What happens during Fit/Gap analysis?
1. Reference Value
• Provide Process, Value and
Strategic Context
• Set boundaries and expectations
• Tie to Business Case & Value
Drivers
2. Validation of SAP
Solution
• Show and tell SAP
standard key design
elements
3. GAP Identification
• Identify and document
gaps to standard;
• Log additional scope
items
5. Delta Design
• Update Business Models
and Process Design for
delta requirements
• Solution Design and
Visualize for the gaps
6. Verify & Accept
• Verify process and solution
design
• Drive acceptance for release
and sprint planning
4. Backlog / Gap
Prioritization
Workshop Type A
Solution Validation Workshop
Workshop Type B
Delta Design Workshop
7. Release &
Sprint Planning

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Conduct Fit/Gap Analysis in Explore Phase
Outline of key steps
Prepare for Fit/Gap Analysis
 Download and review Best Practices documentation relevant for the project (based on SOW and Scope Statement)
 Setup Sandbox System based on CAL appliance (http://cal.sap.com) (or Activate Best Practices if not using CAL)
 Consultants to review Best Practices functionality in Sandbox and configure system for workshops (quick wins,
customer specific org. units and master data)
Conduct WS A – Validate Solution
 Set expectations with the business users; tie all discussion to business value and benefits
 Demonstrate the standard processes and guide customer towards adopting standard
 Identify and document delta requirements and gaps
 Prioritize all delta requirements and gaps
Conduct WS B – Conduct Delta Design Workshops
 Prepare solution design for the identified delta requirements and gaps
 Visualize application for areas that require changes
Prepare Release and Sprint plan for Realize phase
 Prioritize Backlog with delta requirements and gaps
 Estimate relative effort of all changes
 Prepare Release and Sprint plan for Realize phase

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Validate Solution– Key Example
Prepare for Fit/Gap
Workshops
Prioritize
Deltas
Complete
documentation
Design Solution
for Deltas
Set up QA system
environment for
integration testing
Design end-user
training and begin
documentation
Design and
set-up user
roles and
security
Explore
Identify Deltas /
Make key Decisions
Roadshow
Cleanse
data
Execute
communications
plan
Deploy
Solution Validation
Workshops
Realize
Phase Closure
and Sign-off
Roadshow
Set up DEV
system for
configuration
User Integration
Testing
Phase Closure
and Sign-off

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Critical Path Documentation and Dependencies
BP Test
Scripts
Solution Validation
(WS A)
BP Process
Flows
Process
Maps
Gap List /
Requirements
Key Decision
Document
BP
Hierarchy
Delta Design
(WS B)
Scope
Business
Case
SOW
Business
Scen. Des.
WRICEF
List
Functional
Specs /
UX Design
Technical
Specs
Config.
Document /
Rational
Scenario
Test Scripts
Solution Build & Test
Explore Realize
Prepare
OCM &
Training
Unit
Test Scripts
Data
Migration
Design
OCM &
Training
Strategy
Technical
Integration
Design
Business
Process
Procedures
Authorization
Concept
Process
Flow
Sandbox
System
(SND)
Master data
Design
Org.
Structure
Design
Development
System (DEV)
Quality
System
(QAS)

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Critical Path Documentation Location and Links
SAP Best Practices in SAP Best
Practices Explorer
SAP Activate Methodology in
Roadmap Viewer
SAP Solution Manager
Prepare
Download BP content from SAP Best Practices
Explorer
Understand the SAP Activate approach
• Review Transition to SAP S/4HANA roadmap in
Roadmap Viewer
• Go through ACT10e (SAP Activate course)
Download Best Practices for SAP S/4HANA
content into SAP Solution Manager 7.2
Explore
Review Best Practices content
• Business Process Maps
• Scope Item Descriptions
• Test Scripts (BPP like documents)
• Organization Structure and Master Data
Download templates for WS A and WS B:
• Key Decision Document (A & B)
• Business Scenario Design (B)
• WRICEF List (B)
• Functional Specifications (B)
Optional: Gap List / Requirements (A & B) – capture
results from WS before transfer to SAP Solution
Manager 7.2
Capture Business Requirements in Solution
Manager 7.2, attach process documents like
Business Scenario Design, Functional Specs,
etc.
Update Process Models in Solution Manager
Realize
Activate Best Practices in DEV environment
• Scope determined in Explore during Fit/Gap
Analysis
Finalize Technical Design
• Technical Specifications
Capture technical design documents,
configuration documentation and key decisions
inside SAP Solution Manager.

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Checklist: Prepare for Fit/Gap Analysis Workshops
1. All project team members need to understand the scope of the project (review SOW and Scope
Statement)
2. Download and review Best Practices documentation relevant for the project (based on SOW and
Scope Statement)
3. Setup Sandbox System based on CAL appliance (or Activate Best Practices if not using CAL). Activation
guidance using both methods can be found in the “Activate Best Practices” pages in the Reference Guide
4. Consultants to review Best Practices functionality in Sandbox and configure system for workshops
(quick wins, customer specific org. units and master data). Additional details can be found in the “Test
SAP Best Practice Activation” page in the Reference Guide.
5. Schedule workshops (book rooms, invite participants, explain purpose/goals)
6. Prepare workshop materials (templates to document results, slides to run workshop, confirm system is
configured, and confirm access to process flows)*
* Refer to Slide 8 for links to templates

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Understand the SAP Best Practices
Content in 3 Layers
BUILDING BLOCKS
A set of configuration for a piece of business content such as credit management. The accelerators include the
configuration content to implement the scope item(s) and project documentation for the building block.
SCOPE ITEMS
Typically a pre-defined business process, such as sales order processing. They represents a Best Practice
implementation choice for a customer. Each scope item has a set of accelerators delivering detailed
documentation that is used during the implementation project. Scope items require specific building blocks to
be implemented.
EDITION
A selection of scope items that cover the scope of the next-generation S/4HANA Business Suite or other
leading industry or Line of Business segments. Editions are available on cloud or on-premise and can be
implemented fully or partially.
Currently the following editions are available: on-premise Enterprise Edition, Cloud Enterprise Edition, Cloud
Marketing Edition and Cloud Professional Services Edition.

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SAP Best Practices Content
Example Project Accelerators
EDITION
Edition
BUILDING BLOCKS
• Scope-item fact sheets: scope description of each scope item
• Process diagrams: graphical BPML process diagram with roles
• Test scripts: step by step process documentation with data
• Building-block fact sheets: description of each building block
• Activation content*: content to automate the configuration
• Configuration guides: detailed documentation of configuration settings
Example Accelerators
• Customer presentation: overview presentation of Edition
• Content Library: web page with links to all the content in the Edition
• Project schedule: example implementation project schedule
• Prerequisite matrix: relationship between Scope Items and Building Blocks
• Delivery supplement: key implementation information
• Admin Guide for SAP S/4HANA & SAP Note*: detailed instructions
• Software and delivery requirements*: precise software releases required
• Master Data Overview: describes master data used in the Edition
* on-premise edition only
SCOPE ITEMS

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Documentation of SAP Best Practices for SAP S/4HANA
Process diagrams – how to access
SAP Best Practices
Explorer
Process Documentation

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SAP Best Practices Content
Assets in SAP Solution Manager - Example
• Process models
Get a head start in defining your solution by
selecting from a SAP Best Practices process
library complete with process models,
process diagrams, test scripts, and links to
executables, such as Fiori apps, in your
solution.
• Configuration
Understand and document how SAP Best
Practices are configured in the configuration
guides and activate or adjust the
configuration in your solution.
• Project guidance
Import (WBS) templates based on SAP
Activate* to understand the typical project
tasks and prepare your own projects.
Import SAP Best Practices easily and at no extra
cost in the Solution Administration app in your
SAP Solution Manager 7.2 system.
Solution documentation with SAP Best Practices in SAP Solution Manager 7.2

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Understand Key Functions of SAP Solution Manager
Details provided in Reference
Guide under Introduction ->
Tools -> SAP Solution
Manger.
Customers can choose which capabilities
of SAP Solution Manger to use in their
project. The following capabilities may be
used any on-premise or hybrid
implementation:
• Business requirements and IT
requirements: central storage of
requirements along the SAP S/4HANA
implementation lifecycle.
• Project management: plan and
manage the schedule and resources
for your implementation.
• Process management: SAP Solution
Manager 7.2 provides a new way to
manage your business processes with
a new user interface and integrated
process diagram editor.
• Change and release management:
provide change deployment control
and risk mitigation.
• Test management: test and deploy
your SAP S/4HANA solution keeping
track of all test scripts, test cases and
test results

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Schedule Workshops
Sample Fit/Gap Workshop Schedule
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9
M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F
Joint Team
preparation
WS A: Solution Validation Workshops WS B: Delta Design
Workshop
Final review
and approval
Gap assessment, definition, prioritisation
Validation WS output finalisation & signoff
Team enablement WS approach
Joint workshop preparation
Documentation & housekeeping
Org Structure workshop
Financial Accounting (FI)
Management Accounting (CO)
Sourcing, Procurement and Supply Chain (MM)
Sales (SD)
Manufacturing (PP)

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Schedule Workshops
Validation Workshops Example - Finance
Workshop
Focus
Workshop Scope Scope items to be covered
Finance Finance
Enterprise Structure / Chart of Accounts
General Ledger
Accounts Payable & Receivable J59, J60
Credit Management BD6
Period End Closing FI Accounting J58
Cash Management J78,J77
Asset Management J62
Cost Center Planning BEX,J54
Internal Order BEU, BEV
Standard Cost Calculation (Plan) BEG
Period End Closing "General" Plant BEI
Inventory Valuation for Year End Closing-IFRS BEJ
Profitability and Cost Analysis J55
Revenue Planning BEA
Reporting on Accounting BHA

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Schedule Workshops
Validation Workshops Example – Sales & Procurement
Workshop
Focus
Sales Sales
Sales Master Data
Sales Quotation BDG
Sales Order Processing BD3, BDH, BDK, BKJ, BKX, BKZ
Sales Order processing BD9, BDA, BDN, BKA,
Memo's BDQ, BKL
Returns and returnables BDD, BDW
Period End Closing Operations BKK
Sourcing,
Procurement
and Supply
Chain
Sourcing, Procurement and Supply Chain
Procurement Master Data
Operational Procurement BMR,BNX, J45
Inventory and Basic Warehouse Management BMC, BMK, BML
Procurement Contract BMD

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Schedule Workshops
Validation Workshops Example – Manufacturing and Services
Workshop
Focus
Manufacturing Manufacturing
Manufacturing Master Data
Manufacturing Planning J44
Manufacturing Execution BJ5, BJ8, BJH, BJK, BJN, BJQ

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What happens during Solution Validation work shops (WS A)
1. Reference Value
Strategic Context
• Set Boundaries
• Tie to Business Case, Value
Drivers
Solution
standard key design
elements
• Identify and Document
gaps to Standard Log
additional scope items
5. Delta Design
and Process Design
Visualize
6. Verify & Accept
• Verify process & solution
design
• Drive Acceptance
4. Backlog / Gap
Prioritization
Workshop Type A
Solution Validation
Workshop Type B
Delta Design
7. Release &
Sprint Planning

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WS A: General Solution Validation Workshop Flow
Meetings for Customer
to introduce their
business
Detail workshop plan
and preparation
Inputs
• Contract Scope Document
• Development System
• Best Practice process diagrams
• Test Scripts
• Gap list from bid phase
First workshops
validate process and
roles
Second workshops
define gaps and
validates process steps
Gaps refined during
realize
Outputs
• Updated Backlog / Gap List
• Decision, assumptions and business impacts
• Process diagrams updated by customer
Demo
Solution
Demo
Solution

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General Validation Workshop Principles
Workshop best practice should still be followed:
 Preparation meetings with customer business leads to allow them to introduce their business and
processes. Allow consultants to prepare workshops (not a detailed as-is analysis).
 Plan in detail with templates for workshop inputs and outputs.
 Set boundaries at start of each workshop.
 Provide process, value and strategic context at start of each workshop.
 Focus on business value and tie to business case and value drivers.
 Ensure process diagrams include roles (swim lanes): this helps business to engage.
 Prioritize scope and gaps.
 Document decisions, assumptions and business impacts of new processes.
 Produce detailed documentation immediately.
 Formal sign-off of the Gap List before realize phase starts.

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Gap Definition – Gap types
Gap = Any item that is not part of the standard service scope
1. Process gap
 Process is not part of the preconfigured best practices
 Predefined process needs to be adjusted
2. Reporting gap - standard baseline report is not adequate or does not exist
3. All non-standard interfaces
4. All workflows
5. Any enhancements to standard software
6. Organizational structure not included in the SAP Best Practices
7. Changes to standard predefined authorization roles or new business roles
8. Forms – any changes to the standard predefined forms – apart from company logo and address data
9. Data migration and conversion

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Demo Solution based on SAP Best Practices
Walk through Process and Demo SAP
 Make sure business SMEs understand our SAP standard
solution
 Show predefined process flows / SAP Solution Manager
Process Hierarchy and Best Practices Documentation
 Show Standard functionality in Sandbox System
 Dry Run process walk through prior to session, add
customer specific data where applicable
Workshop Efficiency
 Time is limited
 Require participants to review BPDs and Process flows
prior to workshop to make informed decision
 Solution Validation is not a training session
 Time box to drive decision making
 Table parking lot items

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Using Test Scripts for Demo Purposes
Access the Scope Item Process
Diagram, Process Model and Test
Scripts within the Best Practices
Explorer in the Scope Item details
to explain and demo the
S/4HANA solution functionality.
Please refer to the Best Practice
Explorer for details.
You can download the complete
BP package from BP Explorer
and use documentation locally.

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Download BP Documents from BP Explorer
1. Access Best Practice
materials in BP
Explorer.
2. Click on the
download button to
access Download
Manager and start
download of the
package
documentation.

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Documentation of SAP Best Practices for SAP S/4HANA
Process diagrams – how to access
SAP Best Practices
solution builder
SAP S/4HANA
Implementation Cockpit
SAP Best Practices in
SAP Service Marketplace
Process Documentation

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Capture Gaps in Backlog list during WS A
Identify Gaps - Listen, Learn, Challenge and Complement
 Once you identify gasp, challenge them, drive customer to
adopt SAP standard process where possible
 Capture and validate gap requirements in Backlog template
– What do you need to do?
– How does that work?
– Why is that important?
 Determine Requirement / Gap Owner
 Close the loop to the Business Case (how does the gap tie to
value?)
 Leverage parking lot to table discussion and drive time line
Tool Set / Methodology
 Solution Manager – Requirements Mgmt., Business Process Hierarchy, BP Models
 Backlog / Gap List
 Key Decisions Documents (optional)
Gap

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Gap Handling and Documentation
Gap Type Workshop A Workshop B
Process gap
Capture requirement in Backlog
Template, confirm with customer
and then create corresponding
business requirement in SAP
Solution Manager + attach all
additional documentation
Provide details in Business Scenario Design Document
(load into Solution Manager) and update Process Models
in Solution Manager
All Workflows Provide details in the “FS-Workflow” template from the
Functional Specifications zip file and load into SM
Reporting gap Provide details in the “FS-Reports” template from the
All non-standard interfaces Provide details in the “FS-Interfaces” template from the
Data Migration and conversion Provide details in the “FS-Conversions” template from the
Any enhancements to software Provide details in the “FS-Enhancements” template from
the Functional Specifications zip file and load into SM
Forms Provide details in the “FS-Print Forms” template from the
Organizational structure not included in Best Practices Enhance Best Practices documentation with customer
specific org structure
Changes to standard predefined authorization roles or
new business roles
Define Business User Role Document and create role
authorization matrix (i.e. Role Mapping Sample)

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Process Validation Approach
Known Gaps
Capture the requirement in the backlog and defer any detailed solution design to Workshop B for further
analysis.
BP or RDS do not cover the process, but standard practice is known
If process is not covered by SAP Best Practice or RDS then determine if standard process practices (i.e.
common consulting knowledge/experience around a business process) can be used to address the required
functionality.
Determine if you can prototype the process/functionality in Sandbox system or if you need to prepare off-line
demo or visualization of the functionality for WS A. Also refer to solution documentation, help files and
compatibility list for SAP S/4HANA.
Process Covered by Best Practices or RDS
SAP Best Practices exist for the process then utilize the test scripts, business process model and scope item
description to determine if there is a need for delta requirements of if a gap exists. See the details on preceding
pages.

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Solution Manager: Requirement and Gap Documentation
The new requirements and gaps,
identified during the workshops should
be documented in SAP Solution
Manager 7.2. Additional information
about the business requirement should
be recorded in the appropriate templates
and loaded into Solution Manager.
Please refer to the Reference Guide
(Explore -> Analyze the Business
Processes ->Document New
Requirements and Gaps) for detailed
instructions.

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WS A: Validate Solution – Summary
Prepare for Fit/Gap
Workshops
Identify Deltas /
Make key Decisions
Deploy
Solution Validation
Workshop A
SOW Process Map Business
Scenario
Scope Item
Process Flows
Backlog / GAP
List – as
requirements
in Solution
Manager
Key Decision
Document
Business
Process
Hierarchy
* Refer to slides #29-31 for links to templates
Upload to Solution
Manager
Store in project
repository

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Key Components of WS A to Validate Solution
Reference / Set Expectations Review Process Demo Solution
Drive towards Standard, Identify Gaps, Log Parking Lot Items

Backlog / Gap List Prioritization

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What happens during Backlog / Gap Prioritization
1. Reference Value
Strategic Context
• Set Boundaries
Drivers
Solution
standard key design
elements
5. Delta Design
and Process Design
Visualize
6. Verify & Accept
design
4. Backlog / Gap
Prioritization
Workshop Type A
Solution Validation
Workshop Type B
Delta Design
7. Release &
Sprint Planning

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Prioritize Backlog with Gaps
Prioritize Gaps in the Backlog
 Business users (gap owners) are responsible for setting
the priorities
 Project Team provides technical and application insight
to support prioritization – e.g. reflect the technical and
functional dependencies
 The backlog will provide input into scheduling the delta
design workshops – it will help define the schedule of
WS B and focus.
 Backlog Completion Considerations
– Identification of delta requirements and gaps /
requirements
– Assign Owner
– Association with SAP business process
– Prioritization of log items

Gap Validation
For customers with SAP Premium Engagement Services

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Validate Gaps with SAP’s Control Centers
Within Premium Engagement projects, the Innovation
Control Center (ICC ) enables the project team to
validate integration projects and prepare for smooth
operations, enabling agile & continuous deployment of
changes to the customer system.
Customers can use the innovation control center
dashboard to easily access an overview of the ICC
project status, view message details, and create a work
list to search and filter messages. In addition, project
teams can submit gaps to the MCC for validation using
transaction SMFG.
For additional details about working With Functional
Gap Messages and Incidents in the ICC Dashboard
access the ICC Help File .

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What happens during Delta Design Workshop (WS B)
1. Reference Value
Strategic Context
• Set Boundaries
Drivers
Solution
standard key design
elements
5. Delta Design
and Process Design
Visualize
6. Verify & Accept
design
4. Backlog / Gap
Prioritization
Workshop Type A
Solution Validation
Workshop Type B
Delta Design
7. Release &
Sprint Planning

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Delta Design for Gaps (WS B)
Delta Design for Functional Gaps
 Design for prioritized Backlog items (Gaps and Requirements)
 Drive solution design actively – steer to standard if possible, aim to
minimize the impact of modifications with outlook to the future
 Pick-up where you left off in WS A – leverage process flows
 Visualize solution design for functional gaps
 Capture requirements based on feedback
 Create Scenario/Process design documentation and store
Functional Specifications in SAP Solution Manager
 Consider integration aspects of the solution
 Drive early approval
 Expect iterations
Gap

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Delta Design – Key Example
Prioritize
Deltas
Complete
documentation
Design Solution
for Deltas
Workshop B
Final Prep
Realize
Kickoff Solution
Validation
Prioritize
Deltas
Identify Deltas /
Make key Decisions
Solution Validation
Workshops, AP 158
Backlog / GAP
List – as
requirements in
Solution
Manager 7.2
Delta Design
Workshop
Agenda
Scope Item
Process Flow
Master Data Functional
Specification
WRICEF List
Business
Process Flow
Business
Process
Organization
Structure
Details provided in Reference Guide
under Explore -> Analyze the
Business Processes -> Document
New Requirements and Gaps:
Reference Guide
Upload to Solution
Manager

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Take Away - Recommendations
 Use of the pre-delivered content and solution is key to executing the fit/gap analysis workshops…
– “This process is developed using SAP Best Practices”
– “This is delivered out of the box functionality”
 Get confirmation of the process during the workshop and note gaps as applicable; don’t try to solve the gap during the
solution validation workshop (WS A)… Note it only and move on or you won’t finish….
 Answer questions phrased with “Can the system do this?” carefully… you need to ascertain if it’s a real business
requirement quickly or note it as a gap and move on….
 The workshops are process driven and more time needs to be spent clarifying master data requirements.. You may pay for
lack of attention to this later with extra work on master data conversions….
 Scheduling workshops can be difficult with a wide audience that has other priorities besides SAP implementation. PMO and
Customer Mgmt. need to emphasize clearing of calendars and 100% attendance.
 Get to know your customer team and align planned time requirements for each member before the workshops to insure
positive attendance and commitment
 Need to plan more effectively for integration workshops to cover key integration process such of OTC (Create Order,
Delivery, Billing, A/R collection), PTP (Create Purchase Order, Receive product, Pay Vendor) and PTM (Plan Output, MRP,
Create and Execute Order, Settle Order)

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