ASAP Methodology

27/01/2015

White Paper

<SAP Implementation Methodology>

<Ganesh Padala>

<SAP >

My Contact Mail: ganesh.padala@tcs.com

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Implementation

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 Table of Content

Implementation ................................................................................................................................................................ 2
ASAP Methodology ....................................................................................................................................................... 2
Abstract ............................................................................................................................................................................. 5
About the Author .............................................................................................................................................................. 5
About the Domain ............................................................................................................................................................. 5
1. SAP Implementation Process .................................................................................................................................... 5
1.1 ASAP Methodology ........................................................................................................................................... 5
1.1.1 Project Preparation: .................................................................................................................................. 7
1.1.2 Business Blue Print .................................................................................................................................... 8
1.1.3 Realization: .............................................................................................................................................. 10
1.1.4 Final Preparation: .................................................................................................................................... 13
1.1.5 Go-Live & Support: .................................................................................................................................. 15
1.1.6 Run SAP: .................................................................................................................................................. 17
2. Conclusion ............................................................................................................................................................... 18
3. Acknowledgements ................................................................................................................................................. 18
4. References .............................................................................................................................................................. 18
Abstract

ASAP Methodology is used for Implementing SAP. There are different phases in implementation. In this document,
all the phases are explained with proper examples.

About the Author

Author name is Ganesh Padala. He has around 5 years of consulting experience in SAP MM and SRM along with 1.5
years of domain experience in manufacturing company. He has done 2 End to End implementations, 4 Rollouts and 2
Enhancement projects along with few support projects.

About the Domain

1. SAP Implementation Process

The ASAP (Accelerated SAP) Roadmap provides the methodology for implementing and continuously optimizing your
SAP System. It divides the implementation process into five major phases and offers detailed Project Plans to assist
you (Microsoft Project format). The documentation stored at each level of the Roadmap tree structure contains
recommendations on implementing your SAP System and links to helpful tools and accelerators. We use SAP
Solution Manager for the same and define the steps and this information can be transformed into MPP

1.1 ASAP Methodology

History of ASAP Methodology:

By the mid 1990s, SAP procedures got a significant among of negative publicity related to some high profile
disasters. Though the companies know that the ends were inevitable, SAP was criticized of being
complicated, expensive and required long delivery schedules
This is when SAP came up with its ASAP roadmap to sort out the numerous SAP projects that were over
budget, over time and were at the risk of failure
The ASAP (Accelerated SAP) methodology provides the roadmap for optimizing and continuous
implementation of SAP systems in business processes
The ASAP roadmap also includes various ITIL (Information Technology Infrastructure Library) elements and
Value SAP techniques to make project solutions more robust, cost effective, timely and successful
The roadmap brings in a multiple number of tools, information and accelerators to assist team members
with the implementation of R/3

Benefits of ASAP Methodology:

The ASAP Methodology covers the entire project life cycle right from the initial evaluation via delivery and till
post project management
Proven and transparent approach that facilitates the project team to collaborate efficiently thus reducing
implementation costs, time and risks
Sensible risk management
 Better knowledge management wherein SAP solutions helps organize, implement and meet business
objectives
Steering committee tools and better communications planning
Better results because ASAP methodology is based on the experience of others the roadmap requires both
soft skills and hard facts
Project times are almost brought down to half
Combination of all best practice tools including ITIL, PMI(Project Management Institute), Internal SAP and
others

Introduction to ASAP Road map:

In the following the roles and responsibilities within each phase of the ASAP roadmap will be described.

The implementation roadmap has six phases:

1. Project Preparation The project is formally initiated, and planning is well under way.

2. Business Blueprint The project team gathers requirements and conducts the conceptual design of the solution.

3. Realization The solution is built and the integration tested; performance tests are planned.

4. Final Preparation End users are trained; this is the final check before the cutover to the new system solution.

5. Go Live and Support The solution receives confirmation, ongoing support is in place, and the project is closing.

6. Run SAP The operability of the solution is ensured.

Phases:
1.1.1 Project Preparation:

Activities in Project Preparation:

Defining the scope of Project

Preparation of project plan

Costs and Benefits Validation

Implementation Work plan

Master Data Design

Interface List

Testing Strategy

Data Cleansing Strategy

Team Preparation

Client Interviews to the consultants if required

SAP License related activities

 Sample Project Plan

1.1.2 Business Blue Print

Activities in BBP Phase:

This phase starts with Kick off meeting

Kick of meeting is useful to give a kick start to the project and also give an overview on project plan and
future activities
 Attendees for Kick off meeting

IT Team Client Team

Accounts Manager Higher Management

Project Manager Project Manager

Consultants Process Owners

Core Team members

After kick off meeting, discussions or Question & Answers sessions will be started on As-Is process to
understand the current business processes

Activities in BBP Phase:

To Be process documents are prepared as per As-Is discussions

Level 0 Training

Business walk through presentation (Level 1 training) will be given to all the process owners and core team
members

As per the inputs and corrections from the client, Business Blue print documents are changed and share the
copies to the client

BBP documents have to be signed off from the client

Key Data Structures(KDS) document has to be prepared and signed off

GAP list has to be identified and required solutions have to be proposed

As per the new developments, ABAP consultants are nominated for the project

All the templates and sample documents are given below

BPD Sample.doc
As-Is process.xlsx KDS_MM.xlsx GAP List.xlsx

Roles of Consultants in BPD Phase:

Functional Consultant:

Participating in Kick off meeting

Understanding the As-Is processes

Preparing To Be documents

Preparing BPD walk through presentation

 Preparing BBP documents

Preparing KDS document

Preparing GAP list document

Technical Consultant:

No major involvement

1.1.3 Realization:
Activities in Realization:

Once server is received, system has to be verified and required nodes need to be activated

Baseline(Major scope) and Final Configuration (Remaining scope)

Creating master data for Testing

Unit Testing in Development system

Detailed Level 2 training to Core Team members

Releasing of Transport requests to Quality system

System Integration and User Acceptance Testing in Quality System

Developing Smart forms, Reports, Enhancements etc.

Testing of new developments and developments have to be signed off from client

Cleansing of Master Data

Templates of UT, SIT and FS:

UT Template:

UT.xls

SIT Template:

Same template is used to for testing like System Integration Testing and User Acceptance Testing. UAT is also
called as Final Acceptance testing and Business acceptance testing

SIT.xls

Functional Specification (FS) sample:

FS- Domestic
POSample.docx

Roles of Consultants in Realization:

Functional Consultant:

Configuration in Development client

Doing Unit Testing in Development system

Training to Core Team members

Monitoring the UT of Core team and resolving the queries

Preparing Functional Specifications and coordination with Technical consultants

Testing of Developments

Doing System Integration Testing (SIT) in Quality system

Giving support to User Acceptance Testing (UAT or FAT)

Technical Consultant:

Understand the list of developments as per the GAP list

Understanding the FS and developing as per the requirement

Coordinating with Functional consultant to meet the clients requirement

Preparing Technical Specification

1.1.4 Final Preparation:

Activities in Final Preparation:

The purpose of this phase is to move from a project oriented , pre-production environment to live
production operation

Testing of uploading/conversion programs used for data migration

Cleansing of Cutover Data

Migrating the master data and cutover data to SAP production system from non legacy systems

End User Training

Creation of User IDs for End users

Providing authorizations to the users as per the requirement

 Arranging Production support tool such as Solution Manager

Templates of data migration programs and Authorization Matrix:

Open PO.xlsx Roles and Authorization.xlsx LSMW Material Creation.xlsx

Cutover Period:

In SAP implementation, cut over period means, the organisation is already using other ERP systems like JD Eedwards,
Mfgpro etc ( in SAP language we will call these system as legacy systems). So all the data are stored in the ERP
systems like stock level, opening balance, open purchase orders etc

All these data has to be migrated from legacy system to SAP. Based on the volume & complicacy of the data has to
be migrated, the organisation will define the cut over period.
During this period all data will be downloaded from legacy system & data will be cleaned & verified & will be
uploaded in to SAP system in the required format.

Assume that the cut over period is 15 days. At the end of 15th day, all the legacy system will be locked means no
user can login to legacy system & perform the activities.

Cutover Data:

MM Cutover Data:

Open Purchase Orders

Open Work Orders

Open Stock

FI Cutover Data:

Open Payments

Vendor Balances

Customer Balances

Vendor Advances

Customer Advances

SD Cutover Data:

Open Sales Orders

Open Billing

Open Contracts
Roles of Consultants in Final Preparation:

Functional Consultant:

Identifying the cutover data and testing the upload programs in Quality system

Uploading Master data in Production System

Uploading Cutover Data in Production System

Working to complete the activities within cutover period as per the plan

End User Training

Documentation of all the phases

Technical Consultant:

Completing the pending developments as per the plan

Preparing/Updating Technical Specifications

Creating the upload programs for cutover data

Coordinating with functional consultant

1.1.5 Go-Live & Support:

Activities in Go-Live and Support:

Execute at least one transaction from each module. Generally first transaction or print out is taken from
revenue related processes

After Go-Live, the system is kept under monitoring for support for a small period. This period is called as
Hyper Care

Close monitor with End users to give confidence

Resolution of tickets on day to day basis

Monitoring initial tickets in Supporting Tool

Handover of project to support team

Giving KT to support team

Roles of Consultants in Go-live & Support:

Functional Consultant:

Once the Go-Live is happened, initial support has to be given

Handover to Support Team

Changes in configuration as per the requirement

Later support activities will be taken by support team

Technical Consultant:

Completing pending developments

Modifications to existing developments as per the requirement

Preparing Technical Specifications

1.1.6 Run SAP:

Activities in RUN:

Resolution of tickets as per Service Level Agreements

Monitoring tickets in supporting tool such as Solution Manager

Proper documentation of Service requests and Change requests

Development of new customized tasks as per the business requirement

Meetings on status of support tickets

Roles of Consultants in Run SAP

Functional Consultant:

Handling tickets as per the Service Level Agreement(SLA)

Preparing functional specifications for new developments

Analyzing the tickets and changing configuration as per the requirement

Giving End user trainings as per the requirement

Technical Consultant:

Working on new developments as per the requirement

Working on existing changes in developments

Working on any technical or coding related tickets

2. Conclusion

ASAP methodology is highly successful method which has been released by SAP for implementing SAP. This
document is useful to everyone who is working in SAP domain.

3. Acknowledgements

SAP AG M&A Team

4. References
 Thank You
Best Regards,
Ganesh Padala

Contact

For more information, contact gsl.cdsfiodg@tcs.com(Email Id of ISU)

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