Project Realization (Phase 3)

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Project Realization (Phase 3)

In This Chapter

#Milestones

#Team members

#Project tasks

#Documentation

#Best-practice recommendations

This phase represents the most significant of the implementation phases. The purpose of Project Realization is to
implement all the business process and technical requirements defined during the previous phases and documented
in the Business Blueprint. During this phase, the consultants validate and update configuration and demonstrate
processes while the customer updates the work instructions (business process procedures: BPP) and performs unit
and integration tests.

Milestones
At the end of this phase, the following deliverables and objectives have to be completed:

Milestone 3.1: SAP Business One production system installed and customized based on Business Blueprint

Milestone 3.2: Data migration complete (if applicable)

Milestone 3.3: System setup validated

Milestone 3.4: System testing complete

Milestone 3.5: Training and cut-over plan defined

Milestone 3.6: Obtain project phase sign-off from customer for "Project Realization"

Team members
The estimated duration of this phase is 86 hours. During the project realization phase, the following team members
are required.
 Team member Estimated Time Commitment

SAP Business One Project Manager 17 hours

SAP Business One Consultant 86 hours

Client Project Manager 17 hours

Client IT Administrator 40 hours

Client Lead - Accounting 20 hours

Client Lead - Sales 20 hours

Client Lead - Operations 20 hours

Client Lead - Purchasing 20 hours

Client Lead - Logistics 20 hours

Client Lead - HR 20 hours

The SAP Business One project manager is responsible for scheduling system configuration, as well as oversee and
possibly execute any planning steps in cooperation with the client project manager. SAP Business One consultants
perform the install of all SAP Business One components (operating system, database, SAP Business One, patches)
on client hardware.
The client IT administrator is responsible for supporting the installation of the SAP Business One components. Client
leads mainly need to be available for the creation of validation and test scripts as well as system testing and
validation itself. Client leads are responsible to confirm that the configurations in SAP Business One correspond to
the business requirements defined and provide the solution expected

Project tasks
The following lists the tasks that have to be completet during this implementation phase:
Tas Description Results Est. duration Team members
k#

1 General project 18 hours

1-1 Plan organizational change -User roles are defined and 2 hours SAP Business One project
management assigned to business manager, client project
processes manager, SAP Business
-Communication strategy One consultants
for end users is defined

1-2 Plan end-user and -Training strategy defined 8 hours SAP Business One project
administrator training -Preliminary training manager, client project
schedule created manager, SAP Business
-Training material is One consultants
created

1-3 Define and prepare data -Relevant item, BP, and 8 hours SAP Business One
migration balance data from legacy consultants, client IT
system is cleaned and administrator
filtered

2 Production system setup 28 hours

2-1 Install SAP Business One -SAP Business One with 2 hours SAP Business One
production system database installed on client consultants, client IT
hardware for intended administrator
production use

2-2 Complete system -SAP Business One system 2 hours SAP Business One
initialization initialized based on consultants, client IT
Business Blueprint and administrator
SAP system initialization
guide

2-2 Complete system -SAP Business One system 2 hours SAP Business One
initialization initialized based on consultants, client IT
Business Blueprint and administrator
SAP system initialization
guide

2-3 Complete system -SAP Business One system 8 hours SAP Business One
configuration based on configured for production consultants, client IT
Business Blueprint use based on Business administrator
Blueprint

2-4 Complete data migration -All relevant item, 8 hours SAP Business One
business partner, and (depending on consultants, client IT
accounting data imported data volume and administrator
into SAP Business One quality, this
number varies
Tas Description Results Est. duration Team members
k#

greatly)

2-5 Configure applicable -Standard interfaces to 4 hours SAP Business One

2-6 SAP Business One -User list with 4 hours SAP Business One
consultants, client IT authorizations is consultants, client IT
administrator completed and users have administrator
been created in the SAP
Business One system

3 Organizational Change 2 hours

3-1 Conduct change -Roles, tasks, and training 2 hours SAP Business One project
management schedule have been manager, client project
communication(if communicated to end manager, client functional
applicable) users leads
-Vendors and customers
have been informed about
schedule and upcoming
changes

4 System 8 hours
validation/acceptance
testing

4-1 Maintain Business Process -List of all relevant core 6 hours SAP Business One
Master List business processes consultants, client
relevant for the SAP functional leads
Business One
implementation is created

4-2 Conduct business process -All processes from the 2 hours SAP Business One
and data business process master consultants, client
validation/acceptance list have been walked functional leads
testing workshops through in the system and
have been reviewed
-Data imported via data
migration has been
verified
-Changes to setup or scope
are documented

5 System Testing 26 hours

5-1 Define test cases and scope -Test plan and cases 8 hours SAP Business One
created consultants, client
functional leads

5-2 Prepare test environment -Copy of production SAP 1 hour SAP Business One
Business One database consultants, client IT
created and initialized in administrator
SAP Business One test
system

5-3 Execute test plan -All test cases have been 16 hours SAP Business One
completed successfully consultants, client
functional leads

5-4 Review test results and -Results and necessary 1 hour SAP Business One project
necessary changes changes are reviewed manager, client project
-Project plan is updated manager, SAP Business
One consultants

6 Cut-Over and Support 3 hours

6-1 Define cut-over plan -Cut-over plan defined 1 hour SAP Business One project
manager, client project
manager, client functional
leads, client IT
administrator, SAP
Business One consultants

6-2 Plan support strategy -All support procedures 1 hour SAP Business One project
and contacts are defined manager, client project
manager, client functional
leads, client IT
administrator, SAP
Business One consultants

6-3 Plan system administration -System administrator is 1 hour SAP Business One project
appointed; tasks and manager, SAP Business
responsibilities are defined One consultants, client
project manager, client IT
administrator

7 Review Project Phase -Obtain signed project 1 hour SAP Business One project
phase sign-off manager, client project
manager, SAP Business
One consultants
Documentation
It is important that the following steps and results of this phase be documented.

a) General project management tasks

b) User and administrator training plan

c) System validation

d) System testing

e) Changes required or desired after validation and testing

f) Cut-over and support

g) Completion of Phase 3: Project Realization

Please use the following templates as guidelines for corresponding project tasks and to create the necessary
documentation:

Meeting Agenda Template (DOC, 78 Kb)

Meeting Minutes Template (DOC, 72 Kb)

Change Management Communication Guide (DOC, 585 Kb)

SAP Business One Guides (ZIP, 2,925 Kb)

Business Process Master List (XLS, 98 Kb)

Training Plan (DOC, 174 Kb)

Test Strategy Guide (DOC, 219 Kb)

Test Case Template (DOC, 78 Kb)

Test Plans (ZIP, 343 Kb)

Issue Log (XLS, 119 Kb)

Change Request Form (DOC, 141 Kb)

Change Log (XLS, 99 kb)

Project Plan (MPP, 223 Kb)

Project Phase Signoff (DOC, 130 Kb)

Best-practice recommendations
Please find below a list of frequently asked questions and know issues for the implementation phase.
 Involve client functional leads constantly during the entire phase in order to make them feel considered
and comfortable with the changes the new system will bring

Clearly communicate to the client that data quality and integrity for data migration is client
responsibility

Use Configuration Express Wizard (CEW) to initialize the SAP Business One system.

Conduct all or large parts of system validation/acceptance testing together with client in a formal
"Conference Room Pilot"

End-users should log into system with their user ID and simulate relevant business processes from
start to finish

Print a copy of all output documents i.e. invoices, purchase orders, reports, etc., and financial statements
and have client sign off upon acceptance

Plan to initially train key-users and implement a formal training concept

Minimize the number of changes to setup and scope you implement as testing and training are
significantly affected; document changes and reason for changes consistently with change request forms

with change request forms in order to have the weekend for production preparation activities; complete
business activities that Friday by noon