Project kick off

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

Department, Board Area or Team
Date
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
Management
Project
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 Management
Project Management SAP
Steering Committee
Information:Reporting to/Escalating to:
Business Design
Board
Project Team Members SAPProject Team Members <Client>
Project Management <Client>
Project
Team
Board of Architects
Project Sponsor
Quality Assuranc
Risk Manageme

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 management
Coordination of interfaces
Risk Management
Organization of project meetings
Controlling of the overall project
Controlling 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 customer
Definition of the sub project‘s scope taking into account the goals of the
overall project
Answerable coordination of the sub project
Coordination of requirements on business processes
Creation of the detailed concept in cooperation with the respective
departments/teams
Assuring the sub project‘s progress to be on schedule and in budget
Reporting to project management
Planning 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 with
If 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 Livehase
Legend:
 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-reliable
processes
The realization of the solution is based on the following principles:
Optimal use of SAP standard modules und processes
Extension of SAP modules for representing customer-specific processes
takes place without modifications

Standards of Project Communication
Information
Element
Information
Sender
Information
Recipient
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 Management
PM - Project Management
SC - Steering Committee

SAP Sub-Project
Managers
 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 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.

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 assignment
Description of project phases
Project contents
Communication structure and reporting
Project controlling
Provision of material
Management (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
 Corporate change management
 Training
 Baseline configuration and approval
 System management
 Detailed configuration and its approval
 Development of programs, interfaces, etc.
 Final integration test
 Training
 System management
 Detailed project planning
 Handover
 Production support
 Continuous KPI
management
 Project close-out

 Results
Project planning
Project organization
 Result documents
Open Issue List
 Roles involved
Project manager
Key user
SAP consultant
 Activities
Preparation of Business Blueprint
workshops
Kick-off preparation and execution
System landscape set-up
Detailed planning of Business
Blueprint creation
Design of best-practice system
ResultsRoles involved/Activities
Project Preparation

 Results
Business Blueprint
Final process scope
Open Issue List
 To-Do List/Next Steps
Blueprint document creation
Blueprint presentation
Blueprint approval
 Roles involved
Project manager
Key user
SAP consultant
 Activities
Acquainting key users with SAP
Best Practice
Business Blueprint workshops with
key users
Interface design
Business Blueprint

 Results
Acceptance protocol
Detailed planning of Go-Live
preparation
Approved test scenarios
Final preparation approval
 Result Documents
Open Issue List
Authorization Concept
System handover planning
User support planning for live
operations (Hotline)
 Roles involved
Project manager
Key user
End user (selection)
SAP consultant
 Activities
System configuration
Acquainting key users with SAP Best
Practice
Master data cleansing
Functional test processes
Integration test
End user training concept
End user documentation creation
Realization

 Results
Detailed system handover plan
Going-live approval
 Roles involved
Project manager
Key user
End user
SAP consultant
 Activities
Set-up of productive system
Master and transaction data import
End user training
Customizing of forms and reporting
Customizing of end user
documentation
Final Preparation

Project Close-out Report
Acceptance Protocol
Working through the Open Issue List
Handover to live operation
 Roles involved
Project manager
Key user
End user
SAP consultant
 Activities
Monitoring of productive system
Follow-up end user training
Hotline
Go-Live und Support

Principles of Availability Planning
Adherence to the budget
Project 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 name
Title
Address
Phone number

Project kick off

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