Implementation of SAP System for Yes Chemist Pty Ltd. - Project Plan

This project plan outlines the implementation of SAP system for Yes Chemist Pty Ltd. The plan includes discussion of the scope and other aspects of the project in which SAP S/4HANA package will be implemented. It covers project scope, business case, project schedule, resources, budget, risk, and communication.

SYDNEY CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
IMPLEMENTATION OF SAP SYSTEM FOR YES CHEMIST PTY LTD.
[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
Introduction............................................................................................................................ 3
Project scope......................................................................................................................... 3
Business case........................................................................................................................ 3
Project Schedule and Approach (Rollout strategy).................................................................3
Resources.............................................................................................................................. 6
Budget.................................................................................................................................... 8
Risk........................................................................................................................................ 8
Communication...................................................................................................................... 9
Summary................................................................................................................................ 9
Bibliography......................................................................................................................... 10
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Introduction
This plan includes a roadmap for the implementation of SAP system for Yes Chemist Pty
Ltd. The company currently operates mostly through manual process in which, although the
employees are well-trained and skilful, the operations are facing certain problems like delay
in work, manual errors and others. Now, in order to enhance the current state of operations
to keep in pace with the growth, the organisation has decided implement an all-in-one SAP
package.
This report includes discussion of the scope and other aspects of the project in which SAP
S/4HANA package will be implemented.
Project scope
The project scope includes the following items.
 Installation of new hardware and software systems
 Implementation of SAP package in the newly installed computing systems
 Subscription to cloud computing services
For developing the scope, the main assumptions made are as follows.
 The manual errors and delays can be completely eradicated by using the new IT
based system
 The SAP package will enhance the business processes of the company
Business case
The project is needed in order to eradicate the manual errors and delays in business
operations and also open up new windows of opportunity for the business of the company.
Some benefits and dis-benefits of the project are shown in the following tabular form.
Benefits Current Status Measures for Assessment
Reduced delay in operations Slow operations due to
manual handling
Response time to various
business related operations
Online inventory system Inventory status is recorded
manually
Data entry time stamp
Cost efficient system Cost efficiency is very poor Profit margin
Dis-Benefits Current Status Measures for Assessment
Changes on external cyber
attacks
No chance due to non-
existence of IT
Review firewall status
High cost of implementation None Project budget
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Project Schedule and Approach (Rollout strategy)
The project rollout strategy is shown in the following table.
WBS Task Name Duration Start Finish
0 Implementation of SAP for Yes Chemist 127 days Tue 25-07-17 Wed 17-01-18
1 Discussion and Project Starting 15 days Tue 25-07-17 Mon 14-08-17
1.1 Gathering between project team members 2 days Tue 25-07-17 Wed 26-07-17
1.2 Requirement analysis and general discussion 4 days Thu 27-07-17 Tue 01-08-17
1.3 Discussion regarding options 2 days Wed 02-08-17 Thu 03-08-17
1.4 Feasibility Analysis 4 days Fri 04-08-17 Wed 09-08-17
1.5 Submit proposal regarding SAP implementation 3 days Thu 10-08-17 Mon 14-08-17
1.6 Milestone 1: Green Light from Management 0 days Mon 14-08-17 Mon 14-08-17
2 Planning of the Project 40 days Tue 15-08-17 Mon 09-10-17
2.1 Create a Project Roadmap 4 days Tue 15-08-17 Fri 18-08-17
2.2 Identify Project Scope 2 days Mon 21-08-17 Tue 22-08-17
2.3 Estimate Time Needed for Project 2 days Wed 23-08-17 Thu 24-08-17
2.4 Estimate Budget Required for SAP Implementation 3 days Fri 25-08-17 Tue 29-08-17
2.5 Conduct Cost Benefit and Earned Value Analysis 3 days Wed 30-08-17 Fri 01-09-17
2.6 Identify Risks and Develop Mitigation Plan 4 days Mon 04-09-17 Thu 07-09-17
2.7 Develop Quality Management Plan 2 days Fri 08-09-17 Mon 11-09-17
2.8 Form Technical Team for Project 3 days Tue 12-09-17 Thu 14-09-17
2.9 Allocate Roles to Team Members 2 days Fri 15-09-17 Mon 18-09-17
2.10 Hire External Team Members 6 days Tue 19-09-17 Tue 26-09-17
2.10.1 Refurbishment Team 2 days Tue 19-09-17 Wed 20-09-17
2.10.2 Installation Team 2 days Thu 21-09-17 Fri 22-09-17
2.10.3 Development Team 2 days Mon 25-09-17 Tue 26-09-17
2.11 Specify Project Requirements and Desired Outcome 4 days Wed 27-09-17 Mon 02-10-17
2.12 Submit Project Analysis Report 5 days Tue 03-10-17 Mon 09-10-17
2.13 Milestone 2: Project Roadmap Developed 0 days Mon 09-10-17 Mon 09-10-17
3 Installation of Technical Infrastructure and
Equipments 23 days Tue 10-10-17 Thu 09-11-17
3.1 Refurbishment of the Server Room 15 days Tue 10-10-17 Mon 30-10-17
3.2 Patch Cable Installation 1 day Mon 30-10-17 Tue 31-10-17
3.3 Place Order to Purchase HP Server Hardware 1 day Tue 31-10-17 Wed 01-11-17
3.4 Receive Delivery of Order Shipment 4 days Wed 01-11-17 Tue 07-11-17
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3.5 Testing of Technical Equipments 1 day Tue 07-11-17 Wed 08-11-17
3.6 Develop Virtual Server 1 day Wed 08-11-17 Thu 09-11-17
4 Requirements Phase 7 days Thu 09-11-17 Mon 20-11-17
4.1 Engage with Client SMEs 2 days Thu 09-11-17 Mon 13-11-17
4.2 Obtain Functional Requirements 2 days Mon 13-11-17 Wed 15-11-17
4.3 Manage User Expectations 3 days Wed 15-11-17 Mon 20-11-17
4.4 Milestone 3: Application Instance Design Complete 0 days Mon 20-11-17 Mon 20-11-17
5 Data Conversion 24 days Fri 01-12-17 Thu 04-01-18
5.1 Understand Legacy Data Structures 3 days Fri 01-12-17 Wed 06-12-17
5.2 Set Up an Automated Data Extractor Script
Development 2 days Wed 06-12-17 Fri 08-12-17
5.3 Data Validation and Cleansing Effort 3 days Fri 08-12-17 Wed 13-12-17
5.4 B1 Configuration 4 days Wed 13-12-17 Tue 19-12-17
5.5 Automated Script to Load Data into B1 Instance 2 days Tue 19-12-17 Thu 21-12-17
5.6 Test in Real Time Instance 3 days Thu 21-12-17 Tue 26-12-17
5.7 Defect Rectification 2 days Tue 26-12-17 Thu 28-12-17
5.8 Post Data Migration Analysis and Manual Data
Rectification 1 wk Thu 28-12-17 Thu 04-01-18
5.9 Milestone 4: Data Conversion Process Successfully
Completed 0 days Thu 04-01-18 Thu 04-01-18
6 Integration and Testing 17 days Mon 20-11-17 Wed 13-12-17
6.1 Initial Implementation of SAP Package 4 days Mon 20-11-17 Fri 24-11-17
6.2 Integration of the SAP Package with E-Gate Feature 5 days Fri 24-11-17 Fri 01-12-17
6.3 Conduct Detailed End to End Testing 3 days Fri 01-12-17 Wed 06-12-17
6.4 Conduct Detailed E-Gate Instance Testing 3 days Wed 06-12-17 Mon 11-12-17
6.5 Conduct Detailed System Integration Testing 2 days Mon 11-12-17 Wed 13-12-17
6.6 Milestone 5: Go Live 0 days Wed 13-12-17 Wed 13-12-17
7 Project Documentation and Staff Training 25 days Wed 13-12-17 Wed 17-01-18
7.1 Develop and Hand Over Project Report Document 7 days Wed 13-12-17 Fri 22-12-17
7.2 Provide Training to Staff 15 days Fri 22-12-17 Fri 12-01-18
7.3 Hand Over Customised User Manuals of the New
System 3 days Fri 12-01-18 Wed 17-01-18
8 Acceptance Testing and Sign Off 33 days Fri 01-12-17 Wed 17-01-18
8.1 Recheck Installation of All Hardware and Software 2 days Fri 01-12-17 Tue 05-12-17
8.2 Completion of Data Conversion 1 day Thu 04-01-18 Fri 05-01-18
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8.3 Completion of Staff Training 2 days Fri 12-01-18 Tue 16-01-18
8.4 Completion of User Acceptance Testing 1 day Wed 13-12-17 Thu 14-12-17
8.5 Formal Sign Off 1 day Tue 16-01-18 Wed 17-01-18
8.6 Milestone 6: Closing of Project 0 days Wed 17-01-18 Wed 17-01-18
The Gantt chart of the project follows the table above.
Figure 1: Gantt Chart of the Project
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(Source: Created by Author)
Resources
The resources involved in the project are shown in the following table.
Resource Name Type Max. Units Std. Rate
Project Manager Work 100% $195.00/hr
Business Analyst Work 100% $130.00/hr
Technical Writer Work 100% $95.00/hr
Trainer Work 100% $115.00/hr
Systems Integrator Work 100% $105.00/hr
Application Programmer Work 100% $95.00/hr
Technical Officer Work 100% $85.00/hr
Data Entry Officer Work 100% $60.00/hr
Administrative Offer Work 100% $50.00/hr
Refurbishment and Modification Cost Material $15,000.00
Cable Costs Material $225.00
Peter Cables (Supplier) Work 100% $60.00/hr
License Cost for SAP Material $150,000.00
Subscription Cost for Cloud Material $6,000.00
Server Costs Material $5,000.00
Installation Costs Material $3,000.00
In addition, the management strategy for these stakeholders are as follows.
Stakeholder Role in the Project
Project Manager Planning, management and control of the
project
Business Analyst Analysis of state of business and making
project recommendations
Technical Writer Develop project based content
Trainer Training of staffs in SAP
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Systems Integrator Integration of hardware and software
systems
Application Programmer Development of SAP based web application
Technical Officer Supervision of technical aspect of project
Data Entry Officer Collection and recording of project related
data
Administrative Offer Administration of the entire system
Budget
The budget breakdown in the project is shown in the following graph.
Discussion and Project Starting
Planning of the Project
Installation of Technical Infrastructure and Equipments
Requirements Phase
Data Conversion
Integration and Testing
Project Documentation and Staff Training
Acceptance Testing and Sign Off
$0.00
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
$120,000.00
$140,000.00
$160,000.00
$180,000.00
Actual Cost Remaining Cost Baseline Cost
The total estimated budget is $374,655, the activity-by-activity breakdown of which is shown
in the attached MS Project file.
Risk
The risks associated with the project are as follows.
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Risk Name Frequency Impact Mitigation Plan
Cyber attacks High High Firewalls, anti-virus
High project cost Medium High Conduct the project
in phases
Quality issues in
hardware and
software
High Medium Hardware quality
verification, software
license verification
Lack of business
adjustments with
SAP
Medium High Hire business
consultant to modify
business strategies
Skill gap among
employees
High Medium Provide training to
employees
Communication
The communication plan for the project is as follows.
Stakeholder Why? When? How?
Project Manager Project updates and
reporting
Weekly Face to face,
Progress report
Business Analyst Business
recommendations
Bi-Weekly Email
Technical Writer Content
requirements
When required Face to face
Trainer Training purpose Post-project Email
Systems Integrator System
requirements
Pre-project Team meeting
Application
Programmer
Application
requirements
Weekly Face to face
Technical Officer Supervision purpose When required Email
Data Entry Officer Data requirements When required Report
Administrative Offer Administration
requirements
Monthly Email
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Summary
As per the plan, Yes Chemist wants to go ahead with the implementation of SAP package.
The project will take 127 working days and will cost the company around $375,000.
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