Implementation Tools:

Implementation Project
SAP Business One
Version 10.0

PUBLIC
Objectives

Objectives:
 Explain the advantages of a project methodology
 List the key activities in an implementation project
 Describe the tools and templates provided with SAP’s AIP methodology
 Use and customize the embedded project plans in SAP Business One

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Business Example

It’s more than just installing the software. . .

A successful SAP Business One
implementation involves careful planning and
execution
How do you move from a sales contract with a
list of customer requirements to a success
story?

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Quiz

What strategies can you use to be successful in an implementation project? Review the list and identify one or
more strategies that you would use to increase your chances of success.

 Leverage SAP’s experience

 Leverage the expertise of other partners
 Use a detailed project plan to ensure all necessary tasks are completed
 Set and manage the customer expectations
 Thoroughly understand the requirements and scope of the project
 Have a change management process
 Involve the customer in major project decisions
 Assess and mitigate risk continually during the project

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Quiz

What strategies can you use to be successful in an implementation project?

 Leverage SAP’s experience

 Leverage the expertise of other partners
 Use a detailed project plan to ensure all necessary tasks are completed
 Set and manage the customer expectations
 Thoroughly understand the requirements and scope of the project
 Have a change management process
 Involve the customer in major project decisions
 Assess and mitigate risk continually during the project

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Implementation Consultant Role - Responsibilities

 Build relationship with customer

Project  Manage expectations and scope during
Management implementation
 Train end users

 Analysis of customer’s existing business

processes
Business Process  Map/fit to SAP Business One configuration
 Identify and scope custom software and reports

 Identify and migrate legacy data

Technical  Install SAP Business One in system landscape
 Setting up business processes and configuration in
SAP Business One

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Resources
Partner-specific Resources General Information Sources
SAP PartnerEdge
Learning Hub
 Information, training,
and assets for pre-  Learning Journeys (self-
sales, paced learning for you and
sales, implementation, your customers)
and support  No S-user required
 S-user required

SAP Community
Local Product Experts
 Forums for
 Country-level support
implementation questions
and training
 Blogs
 Localization aspects
 No S-user required
Partner Services Advisor
Support Launchpad  Point of contact for
contractual partnership with Help Portal
 Primary interface for
supporting customers SAP and onboarding  How to guides and
 Expert sessions product roadmaps
 Software download
 No S-user required
 License request
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Project Team Roles and responsibilities

Project
Project Manger Manager
(partner side) (customer side)

Project management

System
Business Technical Functional
Super User Administrator
Consultant Consultant Leads
(customer) (customer, on
(partner side) (partner side) (customer)
premise)

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Methodology
Implementation Methodology
Business Value:
 Proven project structure with
Project Phases and Milestones formal phases and milestones
 Adds change management and
project management controls

Project Plan AIP methodology:

 Recommended for SAP Business
Project and change
One implementations as it is
management controls
based on the practical
experiences of SAP and many
partners
 Provides tools and templates for
business process analysis,
SAP Best Practices, tools business blueprint, data
and templates migration, etc.
 Download from PartnerEdge

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 AIP Implementation Methodology Phases

 Specifically designed for SAP Business One implementations

 Divides an implementation into five phases:

Project Phases
End of sales
cycle

Project Business Project Final Go-Live and

Preparation Blueprint Realization Preparation Support

Handover to
partner support

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At a Glance Key Activities Per Phase

Project Business Project Final Go-Live and

Preparation Blueprint Realization Preparation Support
Go-
Plan organizational Finalize cutover plan Live Resolve critical issues
Handover from Review project post go-live
sales change, training, data
plan Conduct user and
migration Handover
Create project plan administrator
Gather business administration to
Install and configure training
requirements customer
Conduct kick-off production system
meeting Conduct system
Perform fit/gap Handover system to
Migrate data readiness and Go-
analysis SAP and partner
Deliver and install Live check
software Validation and system support
Create Business
testing Cutover activities
Blueprint Project end
Review project and final balances
phase Plan for Go-Live
Review project Implement continuous
Review project
phase Review project phase Improvement
phase

Phase Sign-off
Go-
Change Management Live

Project Management

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Project Preparation Phase Milestones

Project
Preparation Milestones:
 Project plan reviewed and agreed by
Tools and Templates:
Handover from customer
sales
 Software installed at customer
Create project plan
(ideally with the demo database)
Conduct kick-off
meeting  Official sign-off for phase by
Deliver and install customer
software
Review project
phase

Best Practices:

Project Go-
Start kick-off Live

Time
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Project Preparation Phase Best Practices, Tools and Templates

Project
Preparation
Milestones:
Handover from Tools and Templates:
sales • Handover from Sales
Create project plan • Pre-Sales Business Analysis
Conduct kick-off • Software Delivery Receipt
meeting
• Project Phase Analysis and Risk
Deliver and install
software • Phase Sign-off
Best Practices:
Review project
phase • Meet with sales team
• Assess hardware and
infrastructure
• Demo SAP Business One
• Communicate time and effort:

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Business Blueprint Phase Milestones

Business
Blueprint Milestones:
 Workshops completed and each business
process documented in the Business Tools and Templates:
Review project Blueprint
plan  Project plan revised (if necessary) and
Gather business agreed with customer
requirements  Official sign-off for this phase by the
customer.
Perform fit/gap
analysis
Create Business
Blueprint
Review project
phase

Best Practices:

Business
Project Go-
Start process
kick-off Live
analysis
Time
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Business Blueprint Phase Best Practices, Tools and Templates

Business
Blueprint
Milestones:
Review project
plan
Gather business
requirements
Tools and Templates:
Perform fit/gap
analysis
 Blueprint Process Questions
Best Practices:  Blueprint Configuration
Create Business
Blueprint
• Involve functional leads in business  Data Migration Assessment
requirements workshops
Review project  Data Migration Guide
phase • Plan for overlaps and dependencies between  Project Phase Analysis and Risk
departments
 Phase Sign-off
• Identify the sources and volume of legacy
data
• Demo how business requirements can be met
• Document all requirements
Business
Project Go-
Start process
kick-off Live
analysis
Time
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Blueprint Process Questions Blueprint Configuration

 List of generic questions for each business  Master document for the setup and
process configuration changes needed in SAP
 Use during requirements gathering workshops Business One to implement each business
to ascertain the details of each customer process
business process

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Project Realization Phase Milestones

Project
Realization Milestones:
 Production system configured and
customized to run business processes Tools and Templates:
Plan organizational  Legacy data migrated
change, training, data  Customer completes validation of system
migration
 No outstanding issues from testing
Install and configure
production system
 Training plan with timing and resources
agreed by customer
Migrate data
Validation and system
testing
Plan for Go-Live
Review project phase
Best Practices:

Business Configure
Project Test and
Go-
Start process company validation
kick-off Live
analysis
Time
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Project Realization Phase Best Practices, Tools and Templates

Project
Realization
Milestones: Tools and Templates:
Plan organizational
change, training, data
migration
Install and configure
Best Practices: Tools and Templates:
production system
• Early on, encourage end users to use the new  Blueprint Configuration
Migrate data
system to get comfortable and involve functional  Data Migration Guide
Validation and system leads during system configuration  Test cases
testing
• Address data quality issues before migration  Issue Log
Plan for Go-Live
• Make a copy of the newly-built production database  Change Request Form
Review project phase
for testing and training purposes  Training Guide
• Encourage customer to write operational procedures  Project Phase Analysis and Risk
• Print output documents from testing  Phase Sign-off
• Control changes and scope creep

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 Data Migration Guide Project Phase Analysis and Risk

 Structured approach to data migration  Questions to assess and evaluate

during an implementation project and project risk
step-by-step instructions for opening
balances

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Final Preparation Phase Milestones

Final
Preparation
Milestones: Tools and Templates:
 End users trained and able to use the
Finalize cutover plan system to perform their jobs
Conduct user and  System readiness for “go-live” confirmed
administrator  Cutover activities completed
training
 Phase sign-off
Conduct system
readiness and Go-
Live check
Cutover activities
and final balances
Review project
phase Best Practices:

Project Business Configure Test and End user Go-

Start process company validation training Cutover Live
kick-off
analysis
Time
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Final Preparation Phase Best Practices, Tools and Templates

Final
Preparation
Milestones:

Finalize cutover plan

Conduct user and
administrator
training Best Practices: Tools and Templates:
 Data Migration Guide
Conduct system  Adapt SAP provided slides for user training
readiness and Go-  Training Guide
Live check  Allow each user hands-on access during training  Project Phase Analysis and Risk
Cutover activities  Reference the AIP project plan and other AIP  Phase Sign-off
and final balances materials for cutover activities, system readiness
criteria and opening balance migration steps
Review project
phase  Conduct cutover activities over weekend
 Make sure customer signs off on phase

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Go-Live and Support Phase Milestones, Best Practices, Tools and Templates

Go-Live and
Support
Milestones: Tools and Templates:
Resolve critical issues
post go-live
Handover
administration to
customer
Handover system to
SAP and partner
support
Project end
Implement continuous
Improvement
Best Practices:

Business Configure Test and End user

Project Go-
Start process company validation training Cutover
kick-off Live
analysis
Time
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AIP Tools and Templates Summary

Pre sales / Project Business Blueprint Project Realization Final Preparation Go Live &
Preparation Support

 Pre-Sales Analysis  Blueprint Process  Data Migration guide  Data Migration guide
Business Process  Handover from Sales questions
 BPML tool
Analysis  BPML User guide

 Software Delivery receipt  Blueprint Configuration  Blueprint Configuration

 Data Migration  Migration Object list
Configuration / Assessment  BPML tool
Infrastructure /  Data Migration guide  Test Strategy guide
Testing  Test Cases

 Kickoff Meeting presentation  Training guide  Change Request form  Training Plan by Role
 Service Level Agreement  Change Request form  Training Plan by Role
 Training guide
 Issue and Change log

Project
Management  Project Plan
 Meeting Agenda
 Meeting Minutes
 Phase and Risk Analysis tool
 Phase Sign-off

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Project Plan
AIP Project Plan - Embedded
Administration > System Initialization > Implementation Center > Implementation Project

 Complete project plan for a SAP

Business One implementation,
aligned to AIP methodology
 On-premise or Cloud
 Contains detailed tasks for all AIP
phases, viewable at 6 levels of
granularity
 Translated into localization
language
 During an implementation project,
the plan can be shared by project
team members to:
 Attach project documents
 Record task deadlines and
actual time
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Project Plan Templates
Administration > System Initialization > Implementation Center > Implementation Project

Add Duplicate

Project plan templates provided in the system:

 Detailed plan includes all AIP phases
 Narrowed plan covers only the final three phases
 Pre-configured plan contains Starter Pack tasks
 Choose duplicate icon to generate a plan from a selected
template, or choose add icon to create your own blank plan

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Planning Tasks

 On the Plan tab, you can:

 Enter estimates for a task or
(in hours). Times are rolled up
to higher level parent task and
phase
 Add info, notes and attach
documents to a task or phase

To add an attachment you must

define path to folder in
Implementation Center Path
Settings

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Managing Project Progress
 Managing project progress is
done on the Progress tab
 You can enter start and end
dates for a task and record
actual time spent on a task in
time record
 When entering time you must
select an owner (employee
master data is required)

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Task Integration with Configuration Screens

 Project tasks include

links to relevant setup
and configuration
screens

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Adding and Removing Tasks

 To add or remove a task, select a task then choose the

+ or – icon to add a new task after the selected task, or
remove the selected task
 To move a task, or move to a different level, choose
one of the arrows

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Embedding Links for a Task

 If a new task has a configuration screen, you can add a direct

link in the project plan
 An example might be the configuration tasks for an add-on

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Summary

Key points from this topic:

 You can improve the success of a project by adopting certain strategies such as change
management, risk management, and leveraging experience of SAP and other partners.
 A structure project methodology, such as the SAP Accelerated Implementation Program
(AIP) is a proven methodology with best practices for an SAP Business One
implementation.
 The AIP methodology divides an implementation into phases with milestones. These
phases cover the period from the handover from the sales team to right before the
handover to the support organization.
 The methodology provides tools and templates to assist you with business process
analysis, data migration, risk analysis, change management, test strategy, and training
plans.
 The project plans embedded in the SAP Business One client are easy to use and include
all the recommend project activities. You can generate your own project plan from a
template, or create a blank plan in the system. You can attach shared project
documentation and record planned and actual time and progress in the embedded plan.
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© 2020 SAP SE or an SAP affiliate company. All rights reserved.

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