Kickoff meeting template

INTERNAL
Speaker’s Name, SAP
Month 00, 2017
Project Kickoff
Partner logo

2INTERNAL© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Agenda
Time Topic Presenter
00:00 – 00:00 Introduction and Welcome Executive Sponsor
00:00 – 00:00 Goals Customer Project Manager
Lunch
00:00 – 00:00 Solution Scope SAP Application Lead
00:00 – 00:00 Delivery Approach SAP Project Manager
Break
00:00 – 00:00 Team Roles and Responsibilities SAP Project Manager
00:00 – 00:00 Critical Success Factors and Communication SAP Project Manager
00:00 – 00:00 Next Steps All
End of the day

• Introduction
• Solution Scope
• Delivery Approach
• Team Roles and Responsibilities
• Critical Success Factors and Communication
Agenda

• Confirm the Project Scope
• Understand the Delivery Approach
• Review the system landscape
• Introduce roles and responsibilities
• Learn about the enablement approach
• Examine critical success factors
Workshop Objectives

SAP Client Partner
• <Name> , Contact Information
SAP Delivery Executive
SAP Project Manager
SAP Team Member(s)
• <Name> , Application Lead, Contact Information
• <Name> , Technology Lead, Contact Information
SAP Team Introduction

Customer/Executive Sponsor
• <Name> , Department, Role, Contact Info
Customer Core Project Team Members
Customer Extended Project Team Members
• <Name> , Department, Super User, Contact Info
• <Name> , Department, UAT Tester, Contact Info
Customer Team Introduction

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

Success Depends on Everybody Involved
Processes
TechnologyTeam
Organization
Management
Project
Key Users
Project success is the sum of everybody’s daily work and decisions.
We look forward to realize a successful project with you.

• Introduction
• Solution Scope
Agenda

Solution Scope

Service Scope

Integration Points in Scope
Integration Point From Product/Solution To Product/Solution Type Description
Short description of
integration point
From SAP product that
integrates
To SAP product that
integrates
Technical nature of
integration e.g. ALE
Longer description of scope of integration perhaps covering
business objects or data
Customer Master
Data
CRM ERP CRM Middleware Optional download and delta loads of customer master data from
ERP to Business Partners in CRM

Landscape

• Introduction
• Solution Scope
• Next Steps
Agenda

Project Planning
Prepare Realize Deploy
Prepare Project
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
XXX
Steps
SAP involvement
Customer involvement
X Weeks X Weeks X Weeks
Explore
Go-Live
XXX Key Activities

Project duration varies based on implementation scope, project resources, and desired speed of
implementation. The below chart represents a general guidance.
SAP S/4HANA Cloud Phase Duration
PhaseProject Size Small Medium Large
Prepare 5 10 20<
Explore 23 45 60<
Realize 17 30 50<
Deploy 5 12 20<
Numbers represent working days

Project Schedule
W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12
Phase Description 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5
1 Prepare
1.1
1.2.
1.3
1.4
1.5
2 Explore
2.1
2.2
3 Realize
3.1
3.2
3.3
3.4
3.5
4 Deploy
4.1
4.2

Prepare Phase
Key Prepare Activities:
• Define project goals, high-level scope, and a project plan
• Identify and quantify business value objectives
• Secure executive sponsorship
• Establish project standards, organization, and governance
• Define and secure approval for the implementation/upgrade strategy
• Define roles and responsibilities for the project team
• Validate the project objectives
• Establish project management, tracking, and reporting mechanisms for value delivery
• Begin self-enablement
• Receive and access the system
• Kick off the project

Explore Phase
Key Explore Activities:
• Project Management Execution, Monitoring, and Controlling
• Customer Project Team Enablement
• Solution Validation
• Configuration Definition
• Integration Prerequisites Confirmation
• Solution Extension Preparation
• Data Load Preparation
• Phase Closure

Realize Phase
Key Realize Activities:
• Establish the solution landscape
• Implement the solution in the quality environment using incremental build in time-boxed iterations
• Conduct overall end-to-end testing of the solution
• Setup production environment
• Prepare for data migration and data archiving
• Conduct project team and key user training
• Finalize end user training materials and documentation
• Track and report on value delivery

Deploy Phase
Key Deploy Activities:
• Finalize the solution and business processes for production go-live
• Resolve all crucial open issues
 Conduct system tests
 Proceed with cutover activities including data migration
• Execute transition and cutover plans including organizational change management (OCM) plans
• Complete all scheduled end user training
• Track and report on value delivery

Testing Approach
• Unit Testing – Performed by Configurator – Performed in Development Landscape
• Integration Testing – Performed by the Customer –Performed in Quality Assurance
Landscape
• User Acceptance Testing – Performed by the Customer – Performed in Quality
Assurance Landscape
 Who and When will Test Plans and Scripts be written
 Who will participate in Testing from the Customer?
 How long should User Acceptance Testing last?

• Introduction
• Solution Scope
• Next Steps
Agenda

Project Team and Roles
Activity, Resource, Risk and Issue Management
Configuration Design
Configuration Validation
Training Design and Delivery
Architecture, Connectivity and Migration
Consultant
Project Manager
Functional
ExpertConsultants
Technical
Resource
Business
Resource
Trainer
Champion, Critical Decisions, Escalations
Project Sponsor(s) Project Sponsor
Process Owners /
SMEs
Technical
Resources
Business
Stakeholders
Trainers
Consultants
Customer
Project
Management

Customer Role Details
Project Manager Technical
Resource
• 25 – 40% dedication
for landscape setup
during test phase
• Confirm prerequisite
components, add-ons,
SPs, notes
Key Users
throughout project
• Explain business
requirements &
processes
• Perform & confirm
configuration
• Drive decisions
Testers
• 10-15% dedication for
configuration
validation
• Confirm configuration
• Support decisions
Trainers
• 25-50% dedication for
end user training
• Create and execute
training plan
• Create training
content

SAP Role Details
Consultants
• Manage project
• Responsible for knowledge
transfer to key users
• Perform/guide the system
configuration
• Introduce integration concept
• Perform integration setup
and support integration
testing
• Coordinate additional
resources as required
Custom Development
• Provide
Project Manager
• Provide support for incidents
reported via self-service
tools, web and phone
Customer Engagement
Ensure

• 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 Steering Committee

What is expected of key users during a SAP solution implementation project?
• Make knowledgeable business decisions in your respective area of expertise and help to define
the solution
• Complete the implementation activities as assigned
• Act as a multiplier within your organization to train and support end users
• Learn how to configure the new system.
Key Users

Key User Responsibilities After Go-Live
Incident Management
• Search for solutions and process incidents from end users directly and when necessary, request
help from SAP
Manage Users and Task Assignment
• Deal with user authorization requests
• Maintain responsibilities for users in your company
• Resolve any unassigned business tasks
Manage Background Jobs, Input and Output
• Monitor background jobs
• Monitor internal/external communications such as printers and integration with third-parties
Knowledge Transfer
• Act as a multiplier within your organization to train and support new users of the SAP solution

• Introduction
• Solution Scope
• Next Steps
Agenda

Critical Success Factors
•Scope changes will likely impact the project timeline, your required effort and consulting costs
Stay within the agreed scope
•Adjust your processes to fit the standard system functionality in order to simplify future upgrades and scope expansion.
•It doesn’t have to be perfect. You can always improve a solution later.
Have a pragmatic mindset
•The quicker you can make decisions, the quicker your project will be able to proceed into the right direction.
Make quick decisions
•Identify and involve your stakeholder early - executives, employees, labor unions, key customers,…
Involve stakeholders early
•The better you represent your business area, the better the SAP cloud solution will support your processes.
•Work with your manager to secure sufficient availability for the project.
As a key user, actively contribute to the project
•Start cleansing your data as soon as possible to prevent project issues and delays.
Start preparing data early
•Only thorough testing will result in a successful go-live and stable system.
Never cut corners on testing

Standards of Project Communication
Information
Information
Sender
Information
Recipient
Frequency Form
Status Report Customer PM SAP PM, SC Weekly Project Status Report
Workshop Protocol SAP
Key User, SAP PM,
Customer PM
After each meeting
Result Protocol
Steering Committee Report Customer PM
Customer PM, SAP PM,
Board
After each meeting Steering Committee Meeting Minutes
PM - Project Management SC - Steering Committee

• Introduction
• Solution Scope
• Next Steps
Agenda

Thank you.
Contact information:
F name L name
Title
Address
Phone number
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Kickoff meeting template

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