SAP/4HANA Implementation Project Plan for Yes Chemist Pty Ltd

This project plan outlines the comprehensive implementation of SAP/4HANA for Yes Chemist Pty Ltd, a leading health and beauty retailer in Australia. The plan addresses the company's need for a robust system to manage inventory, HR, accounting, and customer relationship management. It details the project scope, business case, schedule, resources, budget, risks, and communication strategy. The plan emphasizes a phased rollout approach to minimize disruption to ongoing operations and ensure a smooth transition to the new system.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
[INSERT PROJECT NAME HERE]
[INSERT DATE HERE]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

CONTENTS
Table of Contents
Glossary............................................................................................................................... 2
Introduction.......................................................................................................................... 3
Project scope........................................................................................................................ 4
Business case........................................................................................................................ 6
Project Schedule and Approach (Rollout strategy).....................................................................8
Resources............................................................................................................................. 9
Budget............................................................................................................................... 12
Risk................................................................................................................................... 14
Communication................................................................................................................... 15
Summary............................................................................................................................ 16
References.......................................................................................................................... 17
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Introduction
This plan has been drafted for providing a comprehensive solution to the issues faced by Yes
Chemist Pty Ltd for recording and maintaining the business transactions. The company
operates in providing health and beauty needs along with pharmaceutical operations with its
headquarters in South Melbourne, Victoria. The firm believes in implementing innovative
technologies for providing efficient services to its customers and hence, the management is
determined to develop and introduce new technology to improve production efficiency.
Based on the review conducted, the management has decided to implement SAP S/4HANA
replacing the existing software being used for inventory management, HR, and accounting.
The decision to use SAP has been taken after considering the various hindrances that are
encountered by using the existing software. Also, the firm has expanded its business
operations and currently has 80 stores across Australia which has forced the management to
develop a system in order to integrate and synchronise the operations. This will enable the
firm to improve the quality of the operations and the products can be sold as per the needs of
the customers.
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Project scope
Organisation Yes Chemist Pty Ltd
SAP/4HANA Date 09/05/2018
Project Description
Yes Chemist Pty Ltd has decided to use SAP replacing the existing outdated
software for improving the efficiencies of HR, procurement, analytics, and
finance activities in the First Phase. It has also decided to implement SAP
Customer Relationship Management for improving marketing, service, and
sales activities in the second phase.
SAP/4HANA is a comprehensive solution which will help Yes Chemist Pty
limited to maintain the inventory as well as perform accounting tasks
efficiently since the business transactions can be recorded and maintained
accurately.
Project Discovery and Planning Phase has been completed.
Project implementation has below work streams / deliverables:
Environment
 Infrastructure for server room modifications, hardware components, and
other equipment required for installing SAP
 Managing User Control/Access
 Resources required for training
SAP/4 HANA
 Product Setup in 80 stores
 Integration of data of all stores
Integration
 SAP/4 HANA integration to internal and external systems: Reporting,
Finance, HR, and Inventory Management
Testing
Business Readiness
 Training
 Performing Accounting activities
 Stock maintenance
Deployment/Go_Live (First Phase)
 Implementation and use of SAP across 10 stores
Overall project acceptance criteria:
SAP/4 HANA deployment and migration completed for Yes Chemist Pty Ltd
New features or enhancements not currently used in Yes Chemist Pty Ltd
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External Consultant, Project and Business Resources - constraints
Yes Chemist Pty ltd data structures (i.e. Risk codes / Products) must be
replicated in VUISC to enable data migration
Data Migration “window” during Christmas / new year shutdown.
Testing coverage sufficient. Mitigation: Business and project team have
provided input and review of all test plans/scenarios
2. Business resources involved in testing and validation to ensure SAP solution
will support future business operations
Phased Deployment strategy utilized as risk mitigation strategy.
Key Stakeholders Yes Chemist Pty Ltd
Business resources constraints during “peak” times
High complexity in system and integration
Complexity and dependencies during data migration
30 Nov 2018 31 Mar 2019
Implementation and testing effort in days > 30,000 hrs
Project team of approximately 9 to 10 resources and business resources (for
testing / validation)
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Business case
The decision to implement SAP has been taken by considering the various advantages for
Yes Chemist Pty Ltd. The existing software has limited benefits since it was introduced for
maintaining small operations and at present, the business has expanded which increases the
complexity of recording and maintaining the business transactions. SAP has been designed
for recording and maintaining a huge volume of data and hence, the firm will be able to
integrate the data of all locations accurately (Arayici, et. al., 2012).
The various accounting reports which are generated using SAP application will enable the
management to take appropriate business decisions and enhances competitiveness in the
market. The advantages and disadvantages of using SAP application has been illustrated
below:
Functions Advantages Disadvantages
Operations  Enhanced quality
of the output.
 Reduced duration
of generating and
preparing reports
 Efficient
maintenance of
stock details
 Available
manpower cannot
be effectively
utilised because
of automation.
Finance and
Accounting
 Reduced cost of
maintenance
 Increased
revenues because
of accurate sales
projection
 High costs for
implementing
SAP (Harrison
and Lock, 2017).
Staff  Reduced manual
work enables the
staff to generate
reports quickly.
 Overall job
satisfaction
 Enhanced
knowledge
related to use of
SAP.
 Better career
prospects both
within and
 Expertise of the
staff related to
various functions
is reduced since
minimum human
effort is required.
 All staff may not
be in favour of
using technology
because of
reduction in
activities.
 They may get
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outside the firm
because of
expertise of using
SAP.
lesser pay as the
functions can be
performed easily
and firm may not
require huge staff
for maintaining
the records
(Flyvbjerg,
2013).
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Project Schedule and Approach (Rollout strategy)
The project has been designed in five phases and each activity has been assigned as per the
project requirement. Phase I is the planning stage in which the roles and responsibilities are
assigned to the team depending on their expertise and a deadline has been assigned to each
task. The implantation of the plan has been designed in phase 2 under which the plans are
initiated and modified as per the requirement. The provision for training the staff has been
provided in phase 3 along with evaluation of the result and phase 4 and phase 5 concludes the
overall project (Gooch, et. al., 2017).
The project manager has been assigned the responsibility of completing the tasks as per the
schedule. The project plan has been designed by allocating sufficient time for each activity so
that the existing software can be replaced gradually such that it does not hamper the regular
activities performed by the team.
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Resources
Task
Mode WBS Task Name Resources Total
Hours Source Controller
Auto
Scheduled 0 Resource
Utilisation
Manually
Scheduled 1 Phase 1
Manually
Scheduled 1.1 Planning
Projector,
Computers,
and external
storage device
5 hours Available
at VUISC Project Manager
Manually
Scheduled 1.2 Resource
Allocation
Projector,
Computers,
and external
storage device
5 hours Available
at VUISC Project Manager
Manually
Scheduled 1.3 Evaluation of
existing capacity
Projector,
Computers,
and external
storage device
5 hours Available
at VUISC Project Manager
Manually
Scheduled 2 Phase 2
Manually
Scheduled 2.1 Enhancing
server capacity
CAT 6a patch
cable
12
hours vendor Technical officer
Manually
Scheduled 2.2 Evaluation of
impact on server Computers 18
hours
Available
at VUISC Technical officer
Manually
Scheduled 3 Phase 3
Manually
Scheduled 3.1 Evaluating
training needs Computers 15
hours
Available
at VUISC Project Manager
Manually
Scheduled 3.2 Designing
training modules Computers, 15
hours
Available
at VUISC Trainer
Manually
Scheduled 3.3 Providing
training
Projector,
Computers,
and external
storage device
72
hours
Available
at VUISC Trainer
Manually
Scheduled
3.4 Evaluation of
results
Computers,
hard copies of
12
hours
Available
at VUISC
Trainer, Data entry
officer
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answer sheets,
and other
stationery
Auto
Scheduled 4 Phase 4
Manually
Scheduled 4.1 Implementation
of SAP at
Brisbane
CAT 6a patch
cable
12
hours vendor Project Manager
Manually
Scheduled 4.2 Implementation
of SAP at
Brisbane
SAP
Application
12
hours vendor Application
Programmer
Manually
Scheduled 4.3 SAP testing SAP
Application
45
hours
Available
at VUISC
Application
Programmer
Manually
Scheduled 4.4
Comparing
the results with
existing
application
Computers 6 hours Available
at VUISC
Application
Programmer/Systems
integrator
Auto
Scheduled 5 Phase 5
Manually
Scheduled 5.1 Implementation
of SAP across all
locations
CAT 6a patch
cable
12
hours vendor Project Manager
Manually
Scheduled 5.2 Implementation
of SAP across all
locations
SAP
Application
12
hours vendor Application
Programmer
Manually
Scheduled 5.3 SAP testing SAP
Application
45
hours
Available
at VUISC
Application
Programmer
Manually
Scheduled 5.4
Comparing
the results with
existing
application
Computers 6 hours Available
at VUISC
Application
Programmer
Manually
Scheduled 5.5
Integration of
data of all
locations
Computers,
SAP
application
38
hours
Available
at VUISC
Application
Programmer/Systems
integrator
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Task
Mode WBS Task Name Start Date Finish Predecessors Department Total
Hours
Auto
Scheduled 0 SAP
implementation
Fri
11/30/18
Fri
5/1/20
Manually
Scheduled 1 Skills
Resources
Fri
11/30/18
Manually
Scheduled 1.1 Project
Manager
Fri
11/30/18
Sat
3/30/19 IT 95
hours
Manually
Scheduled 1.2 Business
Analyst
Fri
11/30/18
Mon
7/29/19 2 Business
Development
89
hours
Manually
Scheduled 1.3 Technical
Writer
Wed
12/12/18
Fri
10/25/19 3 IT 55
hours
Manually
Scheduled 1.4 Trainer Sat
12/15/18
Thu
1/30/20 4 HR 74
hours
Manually
Scheduled 1.5 Systems
integrator
Wed
12/5/18
Wed
4/8/20 5 IT 79
hours
Manually
Scheduled 1.6 Application
Programmer
Wed
12/5/18
Thu
4/30/20 6 IT 79
hours
Manually
Scheduled 1.7 Technical
Officer
Wed
12/5/18 Fri 5/1/20 7 IT 79
hours
Manually
Scheduled 1.8 Data Entry
officer
Wed
12/5/18 Fri 5/1/20 8 Admin 79
hours
Manually
Scheduled 1.9 Administrative
Officer
Fri
11/30/18 Fri 5/1/20 9 Admin 89
hours
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Budget
Task
Mode WBS Task Name Unit Price
($) Total Units Total
Amount Text4
Auto
Scheduled 0 Project
Budgeting
Auto
Scheduled 1 Miscellaneous
Manually
Scheduled 1.1
Contractor
Charge for Server
room
modifications
15000
Auto
Scheduled 1.2 CAT 6a patch
cable 3 75 225
Manually
Scheduled 1.3 HP Hardware 1200
Manually
Scheduled 1.4 Total 16425
Auto
Scheduled 2 Administrative
Costs
Total
Hours
Total
Hours
Total
Amount ($)
Manually
Scheduled 2.1
Vendor
charges for
installing cable
60 10 600
Manually
Scheduled 2.2 Project
Manager 95 300 28500
Manually
Scheduled 2.3 Business
Analyst 89 230 20470
Manually
Scheduled 2.4 Technical
Writer 55 100 5500
Manually
Scheduled 2.5 Trainer 74 115 8510
Manually
Scheduled 2.6 Systems
Integrator 79 105 8295
Manually
Scheduled 2.7 Application
Programmer 79 200 15800
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Manually
Scheduled 2.8 Technical
Officer 79 230 18170
Manually
Scheduled 2.9 Data Entry
Officer 79 100 7900
Manually
Scheduled 2.10 Administrative
Officer 89 100 8900
Manually
Scheduled 3 122645
Manually
Scheduled 4 TOTAL
EXPENSES 139070
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Risk
There are various risks associated with implementing the project and these risks affect the
normal functioning of the business. The most important risk is the data loss that may happen
while testing the SAP application since the old data may be removed from the system. Data
security is also a major concern since the valuable information may be used by the third
parties which may result in financial losses to the firm (Dey, et. al., 2013). The detailed
analyses of other risks have been illustrated in the below-mentioned table:
Description of the risk Potential Impact
Data loss The important data may be lost while checking the
accuracy of the software which may result in saving
incorrect information.
Existing software may malfunction which results in
losing important information (Kerzner and Kerzner,
2017).
Server Issues The server may not respond as per the requirement
which may affect the normal course of the business.
There will be a risk related to data theft since the
valuable information may be misused by third
parties.
Financial loss SAP may malfunction after installation resulting in
financial loss to Yes Chemist Pty Ltd
The firm may have to incur additional training costs
for improving the knowledge of the staff.
The financial loss will affect the overall
performance of the firm since implementing SAP
will enhance competitiveness.
Lack of coordination Staff may not support the management for
successfully implement the project because of fear
of job loss. This results in lack of coordination
within the firm.
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Communication
Communication is vital while implementing the projects since there are various stakeholders
who are interested in the operations of the firm and they expect the project to be completed as
per the schedule. The information has to be delivered on time so that appropriate decisions
can be taken and the various issues faced by the team members can be resolved at the earliest.
This helps to improve the coordination within the team and the activities can be performed
without any hindrance (Cheung and Yiu, 2014).
A detailed communication matrix has been illustrated below:
Information Sender Receiver Method of
communication
Procurement of
the required
equipment
Technical
Officer
Project Manager
& Systems
Integrator
Email and oral
communication
Results of
testing SAP
application
Application
Programmer
Project manager Email
Changes in
implementing
the plans
Project Manager Administrative
Officer
Email and oral
communication
Status of the
project
Project Manager Stakeholders Oral
communication
by conveying
the meeting and
sending Email
Status of server Technical
Officer
Project Manager Email
Status of
training
Trainer Project Manager Email
Additional
requirements of
resources
Systems
Integrator
Project Manager Email
Completion of
the project
Project Manager Stakeholders Oral
communication
by conveying
the meeting and
sending Email
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Summary
From this project, it can be concluded that the use of latest technology enables the firm to
enhance the competitiveness and the effectiveness of performing various activities. The
project plan has to be prepared after considering the available resources as well as the level of
expertise required to effectively perform various activities. The time for each activity has to
be scientifically scheduled so that the regular operations can be performed and there are no
hindrances encountered by the staff. This enables the firm to implement new technology
without sacrificing on the regular income generated. The above project which has been
designed for Yes Chemist Pty Ltd indicates the importance of preparing Gantt since this
enables to schedule the activities appropriately.
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References
 Arayici, Y., Egbu, C.O. and Coates, S.P., 2012. Building information modelling
(BIM) implementation and remote construction projects: issues, challenges, and
critiques. Journal of Information Technology in Construction, 17, pp.75-92.
 Cheung, S.O. and Yiu, T.W., 2014. Interweaving trust and communication for
project performance. In Construction Dispute Research (pp. 169-187). Springer,
Cham.
 Dey, P.K., Clegg, B. and Cheffi, W., 2013. Risk management in enterprise
resource planning implementation: a new risk assessment framework. Production
Planning & Control, 24(1), pp.1-14.
 Flyvbjerg, B., 2013. From Nobel prize to project management: getting risks
right. arXiv preprint arXiv:1302.3642.
 Gooch, M., Dent, B., Sylvia, G. and Cusack, C., 2017. Rollout strategy to
implement interoperable traceability in the seafood industry. Journal of food
science, 82(S1).
 Harrison, F. and Lock, D., 2017. Advanced project management: a structured
approach. Routledge.
 Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to
planning, scheduling, and controlling. John Wiley & Sons.
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