VUIS Consulting Project Plan

This project plan outlines the implementation of SAP HANA Business All in One in Yes Chemist. It includes the project scope, business case, schedule, resources, budget, risks, and communication plan.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [1]
[Implementation of SAP HANA Business All in One]
[18-05-19]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

Table of Contents
Glossary............................................................................................................................. 3
Introduction......................................................................................................................... 4
Project scope......................................................................................................................4
Business case..................................................................................................................... 5
Project Schedule and Approach (Rollout strategy)..............................................................5
Resources.......................................................................................................................... 8
Budget................................................................................................................................ 9
Risk................................................................................................................................... 12
Communication................................................................................................................. 13
Summary.......................................................................................................................... 13
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Glossary
Term Definition
Scope The opportunity of performing a particular task or dealing with it
Business
Case
A structured justification of a project proposed.
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Introduction
Yes chemist, which represents independent group of pharmacies provide common
philosophy and shared values. The business of Yes chemist mainly was a family business
that started in the year 1990s that gradually expanded in major cities of Australia. However,
with the expansion of business of Yes Chemist, the operational weakness increases as well.
In order to manage those operational weaknesses, it is decided that SAP S/4HANA will be
implemented in Yes chemist. A project plan linked to the project is developed in to identify
the scope, business case, schedule and resources related to the same. The project plan in
the following paragraphs identifies the budget and its corresponding resources and the risks
linked with the Yes chemist SAP deployment project.
Project scope
The aim of the undertaken SAP deployment project, to plan the implementation of SAP
business All-in-one in Yes chemist.
The objectives linked with SAP deployment project-
 To reduce the operational weakness of Yes Chemist
 To increase the efficiency of the different business processes in Yes Chemist
 To mitigate the risks related to project delivery
Deliverables Quality Standard Measure
Feasibility Study The project should be
operationally and
economically feasible
A well-structured feasibility
report is needed to be
generated
Requirements Gathering Requirements should be
gathered as per the client
specification
The requirements gathered
should match with the
expectations of the clients
Data Conversion For effective data
conversion, legacy data
structure should be followed
Following the legacy data
structure can help in effective
data conversion
System Integration The system should work as
per expectations
An effective and
comprehensive testing
module will be followed to
remove the bugs
Training Training all the VUISC staffs
are necessary
Trainings should be
implemented right after the
launch
Assumptions:
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 The time allocated is sufficient to complete the SAP implementation
 The cost of resources will remain unchanged throughout the project execution
Constraints: Maintenance of the system installed, will be for a limited period
Business case
This particular project is necessary is order to reduce the operational issues faced in the
organization. The project is justified as it will be replacing the legacy accounting system that
is one of the most significant reasons behind the increasing operational weakness in Yes
Chemist.
The expected benefits that this project can help Yes chemist to gain are as follows-
Benefits Current Status Benefits Measure
The operational Weakness
will be reduced
An increase in operational
weakness is seen in the
organization.
The operational weakness is
reduced by 65% in 6 months
Data linked with the
organizational processes can
be managed in an effective
manner
Inefficiency in management
of the data and information
within the pharmacy increase
the need of deploying SAP in
Yes Chemist
Data stored in the new is
system can be accessed
without any issues
The cost of sales
management and processing
of the orders will be reduced
The new system is being
implemented to reduce the
increase cost of data
processing and
management.
A significant reduction in
management cost can be
identified (50 % in 2 months)
However, there are certain de-benefits as well,
1. The price of development and implementing the SAP is too high
2. Without proper training, the overall productivity of the organization can be reduced.
Project Schedule and Approach (Rollout strategy)
For ensuring that the Yes Chemist SAP project will be executed as per plan, an effective
project schedule is developed. Development of the schedule for deployment of SAP in Yes
chemist is necessary to plan the high level milestone and the deliverables linked with SAP
deployment project. The crucial phases and their required time are shown in table below-
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Task Name Duration Start Finish
Feasibility Study 17 days Wed 26-07-17 Thu 17-08-17
Requirements Phase 6 days Fri 18-08-17 Fri 25-08-17
Project Preparation and
implementation 104 days Thu 03-08-17 Tue 26-12-17
Data Conversion 22 days Wed 27-12-17 Thu 25-01-18
The necessary
Integration of the
software and its Testing
32 days Fri 26-01-18 Mon 12-03-18
Documenting the
project and the
necessary training
40 days Tue 13-03-18 Mon 07-05-18
Acceptance Testing
prior to Client Sign off 14 days Tue 08-05-18 Fri 25-05-18
Launch or Application
go live 16 days Mon 28-05-18 Mon 18-06-18
The major milestones linked with the deployment of SAP in Yes Chemist is indicated as
follows-
WBS Task Name Start Finish
3.6 M1: Requirement Analysis and
Scheduling Completed Mon 25-08-17 Mon 25-08-17
4.8 M2: Project Preparation Completed Tue 26-12-17 Tue 26-12-17
5.9 M3: Completion of Data Conversion Thu 25-01-18 Thu 25-01-18
6.4 M4: Integration and testing Completed Mon 12-03-18 Mon 12-03-18
7.6 M5: Completion of Training Mon 07-05-18 Mon 07-05-18
8.2.4 M6: Acceptance Testing and completion
of Client Sign off
Fri 25-05-18 Fri 25-05-18
The Gantt chart for implementing SAP in Yes chemist are as follows-
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Figure 1: The Gantt chart
(The activities marked in red are the critical pathway of the Yes Chemist project)
Resources
The resources considered are shown as follows-
Figure 2: Showing the Resources
The resource report as generate from the MS project are shown as follows-
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Figure 3: Showing the Resource Overview Matrix
A standard rate of payment is considered for each of the identified resources that are
indicated in the Figure 2. It is assumed that the resources cost will remain unchanged
throughout the execution of the SAP deployment project.
Budget
The estimated cost budget for the SAP implementation SAP deployment project are
indicated in the table below-
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Figure 4: Representing the Project Budget
Figure 5: Representing the overview of resource cost
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Figure 5: Representing the overview of the task and cost
The budget of the project is set on basis of the resources cost and cost of executing each
task. Certain assumptions are made in developing the budget of the project. These
assumptions are as follows-
 It is assumed that the cost of the resources will remain unchanged throughout the
management and deployment phase of the Yes Chemist Sap project.
 It is assumed that the resources of the Yes Chemist SAP project will not be paid any
overtime rate.
Risk
There are certain risks and issues linked with the implementation of this particular project.
The most prominent risks along with the severity and the mitigation approach of the risks are
indicated in the following table-
Risks Severity Probability of
Occurrence
Risk Response
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Technical Failure High High Avoid
Budget Risks High Medium Transfer
Schedule Risks Medium Medium Avoid
Loss of data during
data transfer
High High Accept
Lack of proper
training
Low Low Avoid
Operational Issues Medium Medium Avoid
Communication
It is necessary to communicate the progress and the issues linked with a particular project.
For that a structured communication matrix is developed that will ensure effective
information flow.
Stakeholders Purpose/Communication
activities
Frequency Distribution
Vehicle
Project Manager Project Status Daily Email and face-to-
face commination
Sponsor Budget related messages Monthly Email
Resource Manager Resource Needs Weekly Email
VUISC Specifications Monthly Email
Business Analyst Business Needs Weekly Email
Summary
The developed project plan gives a brief idea of the objectives linked with the project
undertaken by Yes Chemist. With an aim of improving the operational inefficiencies, the
pharmacy has decided to make use of SAP within the organization that will manage all the
primary business activities of the organization. The report gives an idea of project scope and
the need of implementing this particular project. The report also provides a brief
understanding of the resources considered and the scheduling needs of the project. A
realistic schedule has been prepared to ensure that the project is delivered in an expected
time.
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Bibliography
Crawford, J.K., 2014. Project management maturity model. Auerbach Publications.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Fuller, M.A., Valacich, J.S., George, J.F. and Schneider, C., 2017. Information Systems
Project Management: A Process and Team Approach, Edition 1.1. Prospect Press.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
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