SAP Implementation for Yes Chemist Pty Ltd.

This project plan focuses on the development and implementation of SAP Business All-in-One for Yes Chemist Pty Ltd. It includes the project scope, business case, project schedule, resources, budget, risk, and communication.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
SAP Implementation 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.

Table of Contents
Introduction......................................................................................................................... 3
Project scope......................................................................................................................3
Business case..................................................................................................................... 3
Project Schedule and Approach (Rollout strategy)..............................................................4
Resources.......................................................................................................................... 7
Budget................................................................................................................................ 8
Risk................................................................................................................................... 11
Communication................................................................................................................. 11
Summary.......................................................................................................................... 12
Bibliography...................................................................................................................... 13
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Introduction
Yes Chemist is a pharmacy group that provides services in various cities of Australia
including Perth, Melbourne, Brisbane, Adelaide and Sydney. The company started out as a
family business but with increasing popularity and business growth, the business slowly
became of corporate nature and started to spread over various cities in the country. In
addition to pharmaceutical operations, the company also sells a large variety of products for
the health and beauty needs of the customers and they want to provide an enjoyable
experience for the customers while shopping. However, for some time, the company has
been facing some operational issues and setbacks as they did not have sufficiently updated
IT setup and hence, they lost their competitiveness in the market considerably. As a result, it
has been recommended for Yes Chemist to deploy SAP S/4HANA for SAP Business All-in-
One in order to replace the existing accounting, HR and inventory management system.
In this report, a project plan has been developed that focuses on the development and
implementation of SAP Business All-in-One for Yes Chemist.
Project scope
For this project, it has been assumed that the implementation of SAP package will solve the
current operational issues that are faced by Yes Chemist. Furthermore, it has been assumed
that the SAP package will increase the competitiveness of the company in the market.
Finally, it has been assumed that the current staff will be able to handle and manage the
SAP package with some special training that will be conducted at the end of the project.
Based on these assumptions, the scope of the project can be defined as the implementation
of SAP S/4HANA for SAP Business All-in-One for Yes Chemist by replacing the current
accounting, HR and inventory management system. The scope of the project also includes
the training of the current accounting and HR staff to be able to use and manage the SAP
supported system.
In addition to fulfilling the scope of the project, there are also some quality standards that are
required to be met. These quality standards include updated hardware systems, latest and
licensed versions of software used and high quality performance output in the project.
Monitoring throughout the project is required to ensure the quality standards are met
appropriately.
Finally, an administration related development and change in business strategy after
implementation of SAP are excluded as they do not fall within the scope of this project.
Business case
This project serves a major opportunity for Yes Chemist to enhance its control over the
pharmaceutical market in Australia and also increase the efficiency of the overall internal
operational processes thus increasing the organisational productivity.
The benefits and dis-benefits of the proposed system for Yes Chemist are discussed in the
following table.
Benefits Current Status Assessment
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Highly efficient and automated
data processing like accounting,
inventory control, etc.
Manually handled system,
errors and issues are frequent
Validate operational
performance once the
implementation is complete
Effective use of company
resources
Resource usage is not efficient Supervise resource usage after
implementation of the SAP
Increased sales and revenue Underwhelming sales and
revenue considering the scale
and popularity of the company
Review sales data at the end of
each month
Dis-Benefits Current Status Assessment
Technically inefficient staff not
being able to handle the system
Staff are efficient in the
manually handled system
Monitor staff performance after
project is complete and training
is provided
Increased chances of personal
and confidential information due
to implementation of online
based SAP.
Less chances of misuse as the
data is not stored online
Review the effectiveness of
system security from time to
time.
Project Schedule and Approach (Rollout strategy)
The project schedule is shown in the following Gantt chart.
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Figure 1: Gantt Chart Schedule of the Project
(Source: Created by Author)
Based on the schedule above, the project will be rolled out for Yes Chemist to utilise in
business. Before rolling out, the company must ensure all the systems are appropriately
tested and all features are successfully integrated. Furthermore, the staff must be trained to
use the system before it is finally allowed to go live.
Resources
The resources used in the project and their costs 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 Costs Material $15,000.00
Cable Costs Material $225.00
Peter Cables Work 100% $60.00/hr
SAP License Material $150,000.00
Cloud Costs Material $6,000.00
Server Hardware Material $5,000.00
Installation Costs Material $3,000.00
The roles and duty allocations for the stakeholders are follows.
Stakeholder / Human Resource Duties and Role
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Project Manager Controlling and monitoring the project
Business Analyst Analysis of the business aspects of project
Technical Writer Develop project documentations
Trainer Train employees regarding the use of SAP
system
Systems Integrator Integrate all hardware and software into one
system
Application Programmer Development of the SAP based business
application
Technical Officer Supervise the technical aspects of the project
Data Entry Officer Manage and handle data related to the company
Administrative Offer Control the entire project
Budget
The total budget breakdown for the project is shown in the following table.
Task Name Duration Resource Names Cost
Implementation of SAP for
Yes Chemist 123 days $368,425.00
Project Initiation 17 days $38,440.00
Meeting 4 days Business Analyst, Project Manager $10,400.00
Discussion 3 days Business Analyst, Project Manager $7,800.00
Project Proposal 5 days Business Analyst, Project Manager $13,000.00
Project Roadmap 2 days Business Analyst, Project Manager $5,200.00
Feasbility Analysis 3 days Technical Officer $2,040.00
Milestone 1: Project
Approval 0 days $0.00
Project Planning 32 days $37,080.00
Project Charter 5 days Technical Officer, Technical Writer $7,200.00
Project Scope 1 day Technical Officer, Technical Writer $1,440.00
Project Schedule 1 day Technical Officer, Technical Writer $1,440.00
Project Budget 2 days Technical Officer, Technical Writer $2,880.00
Cost Benefit Analysis 2 days Technical Officer, Technical Writer $2,880.00
Risk Management Plan 3 days Technical Officer, Technical Writer $4,320.00
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Quality Management Plan 3 days Technical Officer, Technical Writer $4,320.00
Project Team 2 days Technical Officer $1,360.00
Duty Allocation 2 days Technical Officer $1,360.00
Team Hiring 6 days $6,480.00
Refurbishment Team 2 days Administrative Offer, Technical Officer $2,160.00
Installation Team 2 days Administrative Offer, Technical Officer $2,160.00
Development Team 2 days Administrative Offer, Technical Officer $2,160.00
Project Goals
Specification 2 days Technical Officer $1,360.00
Feasibility Report 3 days Technical Officer $2,040.00
Milestone 2: Planning
Complete 0 days $0.00
Infrastructure Development 23 days $51,865.00
Server Room
Refurbishment 15 days Project Manager, Refurbishment Costs[1] $38,400.00
Patch Cable Installation 1 day Cable Costs[1], Peter Cables $705.00
Send Purchase Order for
HP Server Hardware 1 day Technical Officer $680.00
Delivery of the Purchase
Order 4 days Technical Officer $2,720.00
Equipment Testing 1 day Technical Officer $680.00
Building of Virtual Server 1 day Technical Officer, Installation Costs[1],
Server Hardware[1] $8,680.00
Requirements Phase 7 days $5,320.00
Engagement with Client
SMEs 2 days Application Programmer $1,520.00
Obtain Functional
Requirements 2 days Application Programmer $1,520.00
Manage User
Expectations 3 days Application Programmer $2,280.00
Milestone 3: Application
Design 0 days Application Programmer $0.00
Data Conversion 24 days $24,240.00
Understand Legacy Data
Structures 3 days Application Programmer, Cloud Costs[1] $8,280.00
Set Up Automated Data 2 days Application Programmer $1,520.00
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Extractor Script Development
Data Validation and
Cleansing Effort 3 days Application Programmer $2,280.00
B1 Configuration 4 days Application Programmer $3,040.00
Automated Script to Load
Data into B1 Instance 2 days Application Programmer $1,520.00
Test in Real Time
Instance 3 days Application Programmer $2,280.00
Defect Rectification 2 days Application Programmer $1,520.00
Post Data Migration
Analysis and Manual Data
Rectification
1 wk Application Programmer $3,800.00
Milestone 4: Data
Conversion Complete 0 days $0.00
Integration and Testing 22 days $168,480.00
Installation of SAP All-in-
One Package 5 days Systems Integrator, SAP License[1] $154,200.00
Integration of SAP with E-
Gate Feature 4 days Systems Integrator $3,360.00
End to End Testing 5 days Systems Integrator $4,200.00
E-Gate Instance Testing 5 days Systems Integrator $4,200.00
System Integration
Testing 3 days Systems Integrator $2,520.00
Milestone 5: Testing
Complete 0 days $0.00
Documentation and
Training 22 days $35,200.00
Submit Project
Documentation 10 days Application Programmer, Systems
Integrator $16,000.00
Training of Client Staff
Members 10 days Application Programmer, Systems
Integrator $16,000.00
Deliver User Manuals to
Client 2 days Application Programmer, Systems
Integrator $3,200.00
Acceptance Testing and
Sign Off 35 days $7,800.00
Hardware and Software
Installation Complete 1 day Project Manager $1,560.00
Data Conversion
Complete 1 day Project Manager $1,560.00
Training Complete 1 day Project Manager $1,560.00
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User Acceptance Testing
Complete 1 day Project Manager $1,560.00
Sign Off 1 day Project Manager $1,560.00
Milestone 6: Project
Closing 0 days $0.00
Risk
The risks that may occur in the project are assessed in the following risk register matrix.
Risk Chance of Occurrence Impact on Project Risk Management
Strategy
Cyber security and
data breach
Very High Very High Deploy system security
software and firewall
Low hardware
performance
Medium High Purchase technically
updated hardware only
Staff not skilled to
manage SAP system
Very High Medium Provide a 10-15 days
training to the staff
Budget overshoot High High Develop appropriate
funding plan before
proceeding with the
project
No experience of
company to handle
SAP system
High High Hire a temporary
consulting team for
guidance in using the
SAP system
Communication
The proposed communication plan is as follows.
Stakeholder Purpose Frequency Medium
Project Manager Project reporting and
change request
Weekly Report / Face to face
Business Analyst Business requirements
and specification
Twice a week Email
Technical Writer Documentation
requirement
As required Face to face
Trainer Training requirements After project is handed
over
Email
Systems Integrator System integration Once during planning Face to face
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requirements
Application
Programmer
Application feature
requirements
Weekly Report / face to face
Technical Officer Technical guidance As required Face to face
Data Entry Officer Data retrieval for
project
As required Report
Administrative Offer Progress Update Monthly Report
Summary
Based on the analysis of the project, it has been found that the project will require 123
working days for all installation, testing and training activities and will demand a budget of
$368,425. Within this scope of work and budget, the SAP implementation will be done alone
with virtual server installation, data migration and system development.
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Bibliography
Kale, V., 2014.
Implementing SAP® CRM: The guide for business and technology
managers. Auerbach Publications.
Nagpal, S., Khatri, S.K. and Kumar, A., 2015, May. Comparative study of ERP
implementation strategies. In
2015 Long Island Systems, Applications and Technology (pp.
1-9). IEEE.
Sun, H., Ni, W. and Lam, R., 2015. A step-by-step performance assessment and
improvement method for ERP implementation: Action case studies in Chinese
companies.
Computers in Industry,
68, pp.40-52.
Umar, M., Khan, N., Agha, M.H. and Abbas, M., 2016. SAP-ERP implementation: Change
management model using qualitative approach.
International Journal of Computer Science
and Network Security (IJCSNS),
16(6), pp.9-13.
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