My Motivation to write this blog is to help SAP consultants with real time project knowledge and challenges. These challenges are faced during implementing SAP projects. My aim is to give them Tips and Tricks on how to handle projects.

During our SAP Career we work across different projects. But, we don’t get a chance to work on all types of projects. Each project is unique and way to handle it becomes crucial. My goal is to help you with real time information.

SAP Projects can be broadly classified into 6 main types:

1. Green field or New Implementations.

2. Brown field or Business Transformation Projects.

3. Roll-out Projects.

4. Conversion Projects.

5. Upgrade Projects.

6. AMC Projects.

Now let’s discuss with each of these projects and understand the End-to-End Software Life cycle of projects in detail. At the end, I will give the required project templates that you need for each of these projects.

1. Green field or New Implementations.

Green field or New Implementations projects are the ones where companies are now operating in Non-SAP ERP Software. They have now decided to implement SAP in their company. Usually, Pre-sales team of SAP or SAP partner are involved into this.

Note: As per latest SAP Innovation SAP S/4 HANA provides us with 3 Solution Deployment Options-On-Premise, Cloud (Public/Private) and Hybrid. Based on Company Policies and Internal IT teams, we can make use of one or more options. We can also collaborate with SAP and/or an SAP partner for this. These options for our Green Field Implementation Project best fit the company’s need to improve operations and reduce cost.

For all S/4 HANA Implementations, we use an implementation methodology called SAP Activate. It comprises Best Practices, Guided Configuration, and Methodology. Refer SAP Road Map that provided details of Implementation methodology for SAP S/4 HANA

Conventional Waterfall follow ASAP methodology contains 5 steps implementation process

• Project Preparation.
• Business Blueprint.
• Realization.
• Final Preparation.
• Go-Live and Support.

Project Planning Phase starts with workshop or meeting series with various department or stakeholders. Before we start with the workshop, we must be ready with a set of questions. These questions will be in the form of a Questionnaire or Checklist (Customer Service, Transportation, Warehousing, Quality, Purchasing, Production). This makes it easy to capture the end-to-end AS-IS business process they follow.

Each business process will have more than one process steps. We will now have to build a process flowchart or use the existing ones. In most cases, we use department or role-wise swim lane diagrams. These capture high-level process visuals which form the foundation for the next step of Implementation. This phase of project is known as AS-IS Analysis.

Now based on the Current State or we can say AS-IS process, we can now pick and choose. Refer to the list below to see what is the best fit for each process step. We have mapped these steps during the AS-IS process.

• Directly using SAP Standard Solution.
• Customization (this is still configuration but not SAP Standard).
• Build Code to Handle functionality.(ABAP Code change).
• Can’t be handled in SAP and will need additional external application.
• None of the application can handle this functionality and will wait or handle manually.

This is also known as FIT-GAP Analysis.

At the end of FIT-GAP Analysis business should be able to get clarity on how end solution would look like. In some cases they would require to re-engineer existing business processes to accommodate complex business process. This is also known as TO-BE Analysis.

Now to capture this TO-BE process we make use of a document named “URS” (User Requirement Specification). It includes a detailed list of requirements for existing and new solutions. We need to implement these in SAP.

Once URS is finalized after alignment with business, we will continue with the preparation of document named “BBP” Business Blueprint. BBP document can be single document for all modules (Mostly for small-size companies) or can divide based on Modules-SD, MM, FI (Mostly for Mid-size companies) or Process wise BBP (Mostly for Large-size companies that have high complexity and less visibility. This is mostly decided by business and implementation partners.

On completion and review of BBP document, we will then send BBP document for business signing-off. Practically we should not start the project execution unless BBP document is not signed. Once BBP documents are signed-off. At this stage we find the resource that we need. Then we move on to the next step which is the Realization Phase.

During Realization phase we start with required configuration. If SAP Best Practice is already implemented (Refer Note), we can now start with testing of the SAP Standard Solution. This is needed to deploy. We also start building solutions by preparation of document “FS” – Functional Specification. For this, we will have to write ABAP coding. For all the 3rd Party Solutions, we will have to rely on Middleware team (SAP PI or TIBCO). They will send and get data from the Third-Party systems.

Once the solution is ready (Configuration and Development), we can carry out Unit Testing. Here we will check and confirm if functionality is In-Line with the process mentioned in the URS document. This is the time wherein we will face all the Master Data Issue, Configuration Corrections, and Code Corrections. We need to resolve these issues and come up with client readiness document. This document will include all the issues related to Master Data Change for the MDM team. It also includes Code Activation.

It will be better to involve business from this stage. This involvement will help us to simplify any process gaps. It will also allow us to make any refinements in the requirement. Please note idea here is to take feedback for existing requirement. Do not take up any new requirement during this step. It will delay the overall project timelines. It will also increase project cost. If new changes are related to legal/compliance, we will have to align separately between Business and SAP Implementation Partner. We will have follow Change Management Process. We will discuss this in subsequent topics.

During this stage, we also finalized roles and responsibilities for each business user. Each user must follow specific process steps as per company policies on Segregation of duties. Additionally, we needed to create Test Plans. These plans include Testing Tools ALM, Selenium, and SAP TAO. They include possible end-to-end business scenarios. Each scenario must be tested before concluding the project for UAT (Will discuss shortly).

Once changes are ready, we will now move our changes to Test Environment. Here we will conduct End-to-End testing of Business scenarios that involves Integration Testing (i.e. Cross Module Testing example Completion of PGI in SD will create Material Document in MM automatically reduce qty. in IM and generate accounting document in FI). Also, we will check if Third Party systems are sending and receiving correct data. This testing is a part of Integration Testing and will be done via Middleware team (SAP PI or TIBCO). At this stage we also check if our solution can handle the live data. We especially focus on huge volumes. This need extra corrections or fine-tuning of configurations and/or developments.

Once End-to-End testing is completed for all the business scenarios which are in-scope, we can send our changes for UAT. UAT stands for User Acceptance Testing. This is final real-world scenario testing performed by business stakeholders. We call them “Super Users”. They will check if all the functionalities are working as expected. During this stage, we are also going to test for roles and authorization. These roles and authorizations are provided to business users as per company’s policies on segregation of duties. Again, we need extra corrections or fine tuning the configurations and/or developments.

Once business is completely satisfied with all the business scenarios, we now have to take UAT sign-off from business. This confirms that business agrees that all the TO-BE business scenarios are working as expected. We can then continue with project Go-Live.

During this stage we will also prepare User Manual for End-Users. They will be tracking the process and using SAP system for their day-to-day activity after Go-Live. This also involved User Training to End-Users. “Super Users” mostly give this training. It can be in form of documentation or videos format as per company policy.

Once UAT sign-off is completed. We will continue to next stage that is client readiness and cut-over activities. Client readiness is an activity. In this, the MDM team will update essential Master Data – Customer, Vendor, Pricing. These can be mass updated using SAP tools like LSMW or BDC. In case of development, we usually call “Code Activation.” It is controlled using control tables. These tables allow us to switch development functionality ON/OFF to mitigate any risk during implementation.

Once the Go-Live date is decided (mostly the first working day of the month), we will move all our changes. These changes will be moved to the Live System. This will occur on the required date. All the authorization will be provided to business users once changes are successfully deployed in production.

On Go-Live day all teams will be on stand-by for any critical issue. Business will start using the SAP system to do their day-to-day activities. During this stage, it is expected for SAP consultants to give Post Go-Live support. This support involves resolving queries, master data issues, and extra training if required. It also includes all the first work or activities that are required for business to operate smoothly. Post Go-Live support will mostly last for approximately 15 days to a month. The duration depends on system stability and Hyper Care issues.

Thanks for reading.

Stay tuned for my next blog on Brown field or Business Transformation Projects.