This document outlines an SAP Business One project kickoff meeting between an SAP project manager, a customer project manager, and their teams. It discusses the project goals, timeline, team organization, scope, roles, and procedures. The timeline shows project phases over 18 months. Team roles include managers, functional and technical consultants and customer staff. The initial project scope focuses on core financial and order processing functionality. Project procedures address issues management and documentation standards.

1. SAP Business One
Project Team Kickoff Meeting
[Project Name], [Customer Name]
[Project Manager SAP], SAP
[Project Manager Customer], [Customer Name]
Customer Logo

2.  SAP AG 2006 – Slide 2
This is just a template presentation. Please
make changes to content and order or
additions as required.

3. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
5. Project Team Roles
4. Project Scope
6. Project Procedures

4. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
5. Project Team Roles
4. Project Scope
6. Project Procedures

5.  SAP AG 2006 – Slide 5
Introduction - customer profile
Short customer profile

…

6.  SAP AG 2006 – Slide 6
Introduction – Project Goals/Key Performance Indicators (KPIs)

Example: Implement SAP Business in order to streamline and
standardize applications and processes at [Customer Name]

7.  SAP AG 2006 – Slide 7
ASAP Business One Methodology
Project Methodology

Five phase approach (Project Preparation, Blueprint, Realization,
Final Preparation, Go-Live & Support)

Reduced implementation time (2 to 6 weeks)

Defined scope – Leverages SAP best practices

Delivered library of training – accelerate training and testing

Pre-configured business requirements

Focus on rolling out targeted blocks of functionality

8.  SAP AG 2006 – Slide 8
ASAP Business One Methodology
ASAP Business One - Implementation Cycle
ASAP Business One - Implementation Cycle
Realization
Realization
Final
Preparation
Final
Preparation
Go Live &
Support
Go Live &
Support
Blueprint
Blueprint
Project
Preparation
Project
Preparation
Time
Go-
Live
Project
kick-off
Start
Plan project
Set up
Implementation
standards and
procedures
Execute kick-off
System setup
(DEV&QA)
Production
hardware
installation
Quality check:
Project
preparation
Monitor live
environment
Close open
issues
Start long term
support plan
Quality check:
Go Live
Project closing
Refine cutover
plans
Establish long
term support
plan
Train end users
and
administrators
Create & staff
help desk
System
management
Execute cutover
Quality check:
Final
preparation
Start of
production
Validate
organizational
configuration
Validate
business
processes
Realize delta
requirements
Conduct
organizational
change
management
Planning for
production
support and
cutover
Run Integration
& acceptance
test
Plan end user
training
Internal review
Define system
environment
Gather business
requirements
Collect
configuration
needs
Prepare issue
and change log
Document
training and
testing plan

9. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

10.  SAP AG 2006 – Slide 10
Project Timeline
2006 2007
Phase Description 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1
0. Project Preparation
1. Phase 1
1.a. …
1.b. …
1.c. …
1.d. …
1.e. …
2. Phase 2
2.a. …
2.b. …
2.c. …
2.d. …
2.e. …
2.f. …
3. Phase 3
3.a. …
3.b. …
3.c. …
4. Project Closing
4.a. …
Insert ASAP Business One Project Plan

11. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

12.  SAP AG 2006 – Slide 12
PM
Sub-
project
…
…
Project Organization
Name
 Name
 Name
 Name
 ...
 Name
 Name
 Name
 ...
 Name
 Name
 Name
 ...
 Name
 Name
 Name
 ...
Name Name
Name Name Name Name
Name

13.  SAP AG 2006 – Slide 13
Members of the Steering Committee (if applicable)

Customer
 …
 …
 …
 …
 …
 …
 …
 …
 …

SAP
 …
 …

Reporting
 Project Manager
…
 …

14.  SAP AG 2006 – Slide 14
Responsibilities of the Steering Committee (SC)
 The SC is responsible for project control and project coordination as
well as for efficient technical and organizational decision-making.
 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 issues and problems (conflict
management).
 The SC is responsible for budget release and assumes highest-level
costs and budget control.
 The SC is responsible for final inspection and approval of all project
results.
 …

15.  SAP AG 2006 – Slide 15
Responsibilities of the Project Manager (PM)
 The PM is responsible for the overall execution and success of the
project.
 The PM executes technical and operational project management.
 The PM is responsible for the coordination of technical and operational
interfaces.
 The PM is responsible for risk management.
 The PM effectively schedules, organizes, and moderates project
meetings.
 The PM monitors and tracks overall progress and results of the
project.
 The PM efficiently communicates and coordinates with the Steering
Committee.
 …

16.  SAP AG 2006 – Slide 16
Customer Project Responsibilities: Summary
 Customer activities and responsibilities are organized by project
phase.
 Before and during each project phase, certain activities have to be
executed by the customer in order to allow for timely progress of
the overall project.

17.  SAP AG 2006 – Slide 17
Prior to Project Start
 Customer Project Manager:
 Manage customer project resources
 Coordinate data cleansing and preparation plans
 Participate in technical environment planning
 Ensure timely procurement of hardware
 Customer Technical Team Members:
 Participate in technical environment planning
 Attend recommended technical training
 Extract data from legacy systems
 Customer Business Team Representatives:
 Data cleansing
 Data preparation

18.  SAP AG 2006 – Slide 18
Project Preparation
 Customer Project Manager:
 Review project plans and activities with SAP project manager
 Communicate project status to executive project sponsor and project team
 Manage customer project resources
 Manage issue resolution process
 Review training/change management guide
 Coordinate technical environment set up
 Customer Technical Team Members:
 Work with technical consultant on installation of sandbox system
 Customer Business Team Representatives:
 Data cleansing
 Data preparation

19.  SAP AG 2006 – Slide 19
Blueprint
 Customer Project Manager:
 Monitor project progress with SAP project manager
 Communicate project status to executive project sponsor and project team
 Manage customer project resource availability for requirements gathering
 Manage issue resolution with SAP project manager
 Customer Business Team Representatives:
 Work with SAP consulting team to document business processes and customization
requirements
 Work with SAP consulting team to document data migration requirements
 Review blueprint document
 Customer Technical Team Members:
 Verify feasibility of data migration and business requirements

20.  SAP AG 2006 – Slide 20
Realization
 Customer Project Manager:
 Monitor project progress with SAP project manager
 Communicate project status to executive project sponsor and project team
 Manage customer project resources
 Identify and map users to training courses
 Manage issue resolution with SAP project manager
 Work with SAP project manager to develop detailed test plan
 Work with SAP project manager to develop internal support plan
 Work with SAP project manager to develop detailed cutover plan
 Customer Business Team Representatives:
 Work with SAP consulting team to test data load programs and procedures
 Perform business process unit testing
 Document company specific business procedures
 Work with SAP consultants to develop integration test plans
 Customer Technical Team Members:
 Administrate system, database, network, operating systems, and authorizations
 Work with technical consultant on installation of production environment

21.  SAP AG 2006 – Slide 21
Final Preparation
 Customer Project Manager:
 Monitor Project progress with SAP project manager.
 Communicate project status to project sponsor and project team
 Manage customer project resources
 Manage issue resolution with SAP project manager
 Work with SAP project manager on cutover
 Roll out and monitor end-user training
 Coordinate internal support
 Customer Business Team Representatives:
 Test and document integrated business processes
 Work with SAP consultants on preparing and executing cutover plan
 Support users at Go-live
 Customer Technical Team Members:
 Administrate system, database, network, operating systems, and authorizations
 Work with technical consultant on installation of production environment

22.  SAP AG 2006 – Slide 22
Go Live & Support
 Customer Project Manager:
 Manage cutover procedures and sign off
 Manage customer project resources
 Manage issue resolution
 Manage transition to ongoing support plan
 Customer Business Team Representatives:
 Support users at Go-live
 Customer Technical Team Members:
 System administration tasks
 Database administration tasks
 Network administration tasks
 Operating System administration tasks
 Authorization administration tasks

23. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

24.  SAP AG 2006 – Slide 24
Project Scope
In order to allow for timely project completion, a detailed project
scope with regards to implemented functionality is imperative.
The initial scope of the SAP Business One implementation project
based on ASAP Business One methodology includes core data
and transactional functions required for business operations.
After initial go-live, additional features and functions may be
implemented subsequent to careful requirements and gap
analysis.
Changes to scope need to be documented using the ‘Change
Request’ form.

25.  SAP AG 2006 – Slide 25
Initial Project Scope
Conduct live demo of SAP Business One core
functionalities before discussing scope in detail

26.  SAP AG 2006 – Slide 26
Initial Project Scope (in scope)
Migration of business partner and item data from legacy system to
SAP Business One
Migration of open balances from legacy system to SAP Business One
Basic system initialization and company setup
Implement chart-of-accounts, GL, AP, AR, banking
Implement sales opportunity and sales modules
Implement purchasing module
Implement inventory, production, and MRP modules (For non-service
businesses)
Enable core SAP Business One reporting functionality including XL
Reporter with pre-delivered templates
Enable basic faxing, printing, emailing from SAP Business One

27.  SAP AG 2006 – Slide 27
Initial Project Scope (out of scope)
Enable enhanced reporting with queries
Enable UI enhancements with UDF, UDT, UDO as well as formatted
searches
Activate alerts and approval procedures
Enhancements requiring use of SDK
Integration of non-standard XL Reporter templates
Integration of e-Commerce and web-based CRM
Implementation of other SAP and ISV add-ons, such as MS Outlook
Integration

28. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

29.  SAP AG 2006 – Slide 29
Project Team Kickoff Meeting - Project Roles
Project Roles
• Customer Project Manager
• SAP Project Manager
• Customer Functional Team Member
• SAP Functional Consultant
• Customer Technical Team Member (Basis)
• SAP Basis Consultant
• SAP Tools Consultant
• Customer Trainer / Org Change Member
• Customer Extended Team Member

30. 1. Introduction and Project Goals
2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

31.  SAP AG 2006 – Slide 31
Project Team Kickoff Meeting – Project Procedures

PROJECT PROCEDURES
 Issue Management
 Definition – an issue is anything that will impede project progress.
 Recording – use pre-delivered issue log to log and monitor project issues
 Documentation Standards
 Storage – all project documentation should reside on a shared network
drive
 Use pre-delivered templates when available
 Use customer specific working documents when template is not available

32.  SAP AG 2006 – Slide 32
Project Documentation
 Saving in the project documentation directory
 Project documentation not saved in the project documentation directory
is classified as non-existent.
 Project members‘ duty to gather information
 Every 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.
 Templates
 Providing for the project documentation uniformity, the given templates
have to be used.

33.  SAP AG 2006 – Slide 33
Project Controlling

The labor time of consultants 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.