SAP Business All-in-One Project Plan

This project plan discusses the implementation of SAP Business All-in-One in Yes Chemist pharmacy to improve operational efficiency. It includes the scope, business case, project schedule, resources, budget, risk, and communication strategy.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [1]
[SAP Business All-in-One]
[20-05-19]
[INSERT AUTHOR NAME HERE: Please Insert]
[Project Manager]
[INSERT AUTHOR EMAIL HERE: Please Insert]
The following template is for educational purposes only.

CONTENTS
Glossary............................................................................................................................. 3
Introduction......................................................................................................................... 4
Project scope......................................................................................................................4
Business case..................................................................................................................... 5
Project Schedule and Approach (Rollout strategy)..............................................................6
Resources........................................................................................................................ 13
Budget.............................................................................................................................. 14
Risk................................................................................................................................... 16
Communication................................................................................................................. 17
Summary.......................................................................................................................... 18
Bibliography......................................................................................................................... 19
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Glossary
Term Definition
Business
Case
It justifies the needs of the business
Project
Deliverables
The product or the services that is delivered to the customers
Project Scope The scope defines and documents the features, functions and the tasks
related to a project
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Introduction
The SAP deployment project aims in linking SAP HANA with the existing system of Yes
chemist to improve the operations management efficiency. As per the review conducted on
the month of January, 2017, there are presence of certain operational issues in the
Pharmacy. The pharmacy had initially started as family business in late 1990s. In order to
address the operational weaknesses, it was needed for the pharmacy to include the
procurement, analytics finance and HR module to be enforced in existing system.
This plan discusses the need of executing the SAP deployment project by analysing the
scope of the project. A detailed schedule is being prepared in order to estimate the time and
the resources needed to execute this particular project. Since the project aims in improving
the lagging sales and the growth in revenue of the financial year, effective planning of the
project implementation approach is necessary. The scope and the business case of the
report will be assessed for understanding the strategic benefits of the project. Along with that
the most critical risks and issues linked with the project is highlighted in the plan. The plan
also identifies the cost and budget of the project along with the strategy of communication
that the stakeholders will be following. Along with that, it is needed to identify the project
rollout strategy that can indicate project end in a successful manner.
Project scope
The planning stage of the SAP deployment project is linked with identification of aims and
project objectives. The project aims to reduce the operational issues that the Yes Chemist is
facing due to the lack of modern information system. A weaker sales and revenue is proving
to be a reason of business loss and therefore identification of the major project objective are
entailed to be identified. The objectives of the SAP integration project are as follows-
 To identify the major factors behind the increase in operational weakness
 To develop a project plan for implementing Sap in Yes chemist pharmacy
 To develop a schedule and the budget
 To identify the operational needs of the SAP deployment project.
Along with the project aims and project Objectives, the most significant deliverables of the
SAP integration project is identified as well.
Deliverables Quality Standard Acceptance Criteria
Modification of the
Infrastructure and the
Equipment
The server room should be
ready prior to the start of the
project
Demolition and preparation
of the server room should
take no more than 15 days
Data conversion for
transferring the existing data
to the system
The legacy data structure is
needed to be followed
There should be no data loss
in process of data conversion
and data transfer.
Integrating the system with
the system that already
The entire integration should
be linked with a
The bugs identified in the
integration process should
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exists comprehensive testing
module.
be identified and mitigated.
Testing the modules prior to
launch
The use of comprehensive
testing module is
recommended
The system cannot be
launched unless all the
testing procedure is
completed
Providing training to the
users
Training is being conducted
by experienced trainers
User training is considered to
be one of the critical success
criteria of the undertaken
SAP integration project
Performing the user
acceptance Testing
Successful testing of user
acceptance will mark the end
of the project
The user acceptance testing
is performed after the launch
and within the scheduled
time
Assumptions in Project Scope: The preparation of the server rooms will mostly be completed in 15 days The data conversion can be completed without any error
Constraints linked with Project Scope:
 Scope creep can result in project delays
 The project success is significantly dependent on the successful user acceptance
testing.
Business case
This section of the report will be identifying the need of deploying SAP in Yes chemist
pharmacy. The project is needed because in the family business of Yes Chemist, a number
of operational weaknesses could be identified. The project is beneficial for the pharmacy as
it will help in efficient management of the business operations. Therefore, the integration of
SAP with the existing system of Yes Chemist is a justified project. The most significant
benefits that the pharmacy could gain with the execution of the system is showcased in the
below table-
Expected Benefits Measures
The operations and the work processes will
be improved
The system should be able to reduce the
operational weakness by 65% within 6
months of deployment
The system will reduce the administrative
costs
The administrative costs should be reduced
by 50% within 6 months of deployment
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The system will ensure automatic report
generation, which in turn can help in
improved decision making
The benefit measure will be based on the
extent to which the system is able to provide
an accurate report.
The significant dis-benefits linked with deployment of SAP within the Yes Chemist pharmacy
are indicated as follows-
 As per the budget set, it can be said that the cost of the project is too high
 Without appropriate training, the staffs may not understand the actual working
principle of the system to be implemented
 The productivity be affected during the first few months as the staffs of the pharmacy
will be new to the system.
Project Schedule and Approach (Rollout strategy)
A high level schedule for the project is estimated that indicates that at least 8 months will be
required for the finishing of the SAP integration project. The rollout of the SAP integration
project will start with development of the charter and the plan. After providing formal
approval of the plan of the project, the project requirements are needed to be identified. The
following table identifies the significantly important tasks and milestones chosen in the SAP
deployment project.
Milestone WBS Task Name Duration Start Finish
No 0 SAP Business All-
in-One 176 days Tue 25-07-17 Tue 27-03-18
No 1 Project Planning 11 days Tue 25-07-17 Tue 08-08-17
No 1.1
Understanding the
Requirement of the
Project
2 days Tue 25-07-17 Wed 26-07-17
No 1.2 Documentation of
the Requirements 1 day Thu 27-07-17 Thu 27-07-17
No 1.3 Development of
Project Charter 4 days Fri 28-07-17 Wed 02-08-17
Yes 1.4 M1: Approval of
Project Charter 0 days Wed 02-08-17 Wed 02-08-17
No 1.5 Development of
Project Plan 4 days Thu 03-08-17 Tue 08-08-17
Yes 1.6 M2: Approval of
Project Plan 0 days Tue 08-08-17 Tue 08-08-17
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No 2 Requirements
Phase 11 days Wed 09-08-17 Wed 23-08-17
No 2.1
Obtaining the
Functional
Requirements
3 days Wed 09-08-17 Fri 11-08-17
No 2.2 Understanding the
Users' Expectations 7 days Wed 09-08-17 Thu 17-08-17
No 2.3
Understanding the
Critical Compliance
Requirements
3 days Fri 18-08-17 Tue 22-08-17
No 2.4 Documentation 1 day Wed 23-08-17 Wed 23-08-17
Yes 2.5
M3: Completion of
Requirements
Gathering
0 days Wed 23-08-17 Wed 23-08-17
No 3 Server Room
Refurbishment 82 days Thu 03-08-17 Fri 24-11-17
No 3.1 Demolition 8 hrs Thu 03-08-17 Thu 03-08-17
No 3.2 Sever rom
modification 14 days Thu 24-08-17 Tue 12-09-17
No 3.3
Checking If all the
works have been
performed as
expected
2 days Wed 13-09-17 Thu 14-09-17
No 3.4 Software Coding 30 days Fri 15-09-17 Thu 26-10-17
No 3.5 Database Coding 20 days Fri 27-10-17 Thu 23-11-17
No 3.6
Connecting new
server with existing
server
1 day Fri 24-11-17 Fri 24-11-17
Yes 3.7
M4: Completion of
Server Room
Refurbishment
0 days Fri 24-11-17 Fri 24-11-17
No 4 Data Conversion 71 days Wed 13-09-17 Wed 20-12-17
No 4.1 understand legacy
data structures 3 days Wed 13-09-17 Fri 15-09-17
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No 4.2
setup an
automated data
extractor script
development
2 days Mon 27-11-17 Tue 28-11-17
No 4.3 data validation
and cleansing effort 3 days Wed 29-11-17 Fri 01-12-17
No 4.4 Completion of B1
Configuration 1 day Mon 04-12-17 Mon 04-12-17
No 4.5
develop
automated script to
load data into B1
instance
2 days Tue 05-12-17 Wed 06-12-17
No 4.6 test in real time
instance 3 days Thu 07-12-17 Mon 11-12-17
No 4.7 defect rectification 2 days Tue 12-12-17 Wed 13-12-17
No 4.8
post data
migration analysis
and manual data
rectification
1 wk Thu 14-12-17 Wed 20-12-17
Yes 4.9 M5: Completion of
Data Conversion 0 days Wed 20-12-17 Wed 20-12-17
No 5 Integration and
Testing 32 days Thu 21-12-17 Fri 02-02-18
No 5.1
Integration of the
SAP system with e-
gate feature
5 days Thu 21-12-17 Wed 27-12-17
No 5.2
comprehensive
end to end testing
within All-in-One
finance module
10 days Thu 28-12-17 Wed 10-01-18
No 5.3 testing with a live
e-gate instance 7 days Thu 11-01-18 Fri 19-01-18
No 5.4 System
Integration Testing) 7 days Mon 22-01-18 Tue 30-01-18
No 5.5 Incorporation of
Testing Information
on Business Activity
3 days Wed 31-01-18 Fri 02-02-18
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Statement
Yes 5.6
M6: Completion of
Integration and
Testing
0 days Fri 02-02-18 Fri 02-02-18
No 6 Go Live 6 days Mon 05-02-18 Mon 12-02-18
No 6.1
Testing of server
equipment by VUISC
technical staff before
SAP installation
2 days Mon 05-02-18 Tue 06-02-18
No 6.2 Installation by
Frontline Engineer 3 days Wed 07-02-18 Fri 09-02-18
No 6.3 Launch 1 day Mon 12-02-18 Mon 12-02-18
Yes 6.4 M7: Application
Launch 0 days Mon 12-02-18 Mon 12-02-18
No 7 Documentation
and training 36 days Mon 05-02-18 Mon 26-03-18
No 7.1 Reviewing end
user manuals 2 days Mon 05-02-18 Tue 06-02-18
No 7.2 Customization of
the end user Manuals 10 days Tue 13-02-18 Mon 26-02-18
No 7.3 Customization of
training program 3 days Tue 27-02-18 Thu 01-03-18
No 7.4 Planning the
training sessions 1 day Tue 27-02-18 Tue 27-02-18
No 7.5 Training 15 days Fri 02-03-18 Thu 22-03-18
No 7.6 Documentation 2 days Fri 23-03-18 Mon 26-03-18
Yes 7.7
M8: Completion of
Documentation and
Training
0 days Mon 26-03-18 Mon 26-03-18
No 8 Acceptance
testing and sign-off 85 days Wed 29-11-17 Tue 27-03-18
No 8.1 Checking
Completion of
Hardware and
2 days Tue 13-02-18 Wed 14-02-18
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Software Installation
No 8.2
Checking
Successful Data
Conversion
1 day Tue 27-03-18 Tue 27-03-18
No 8.3
Checking
Completion of
Training
1 day Wed 29-11-17 Wed 29-11-17
Yes 8.4
M9: Completion of
User Acceptance
Testing
0 days Tue 27-03-18 Tue 27-03-18
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The Gantt chart of the schedule developed is indicated in the figure 1-
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Figure 1: Showing the Gantt Chart
Resources
The resource consideration of SAP deployment in Yes Chemist is indicated in the figure
below-
Figure 2: The Resources Considered
The screen shot above taken from MS project indicates resources considered and cost of
each resources.
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Figure 3: The Overview of the resources
The matrix of resource-overview is generated from the MS-project. It provides the overview
of the resources included in the project.
Budget
The assumptions linked with preparation of the budget is indicated as follows-
 The cost of all the resources considered will not change till the project ends
 The resource cost estimated is realistic
The budget set for this project is shown as follows-
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Figure 4: Representing cost and Budget
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Figure 5: Showing Task cost overview
The above figure indicates the budget set and the estimated cost for each task. The task
cost overview is report is generated from MS project.
Risk
The critical risks linked with the SAP integration project is discussed in the risk table below-
Risk Number Risk Severity of the
Risk
Probability of
occurrence of
the Risk
Risk Rank
R1 Technical faults 4 4 16
R2 Budget shortage 4 3 12
R3 Resource
Shortage
3 3 9
R4 Unexpected
delays and Time
issues
5 3 15
R5 Loss of Data
during data
5 5 25
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conversion
Note: the severity and the probability is measured on a scale of 1 to 5.
The risk register for the identified risks are indicated in the picture below-
Figure 6: Showing the Risk Register
Communication
Communication is considered to be one necessary criteria that ascertain that the risks and
the issues in the project are communicated to all the individuals linked with the project team.
For ascertaining the same, a communication matrix is prepared which is shown in the table
below-
Stakeholders Communication
Activities
Frequency Communication
Vehicle
Format of
Information
Storage
Project Manager
Regular
progress Report
circulation
Daily Face-to-face
communication
and Email
.doc and pdf
Yes Chemist Circulation of the
project
specifications
Weekly Email .ppt and pdf
VUISC Circulation of the
project
execution
approach
Weekly Email .ppt and pdf
Business
Sponsor
The details of
the funding
Monthly Email pdf
Administrative
Officer
The details
about the project
Bi-weekly Email, pdf
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status conference
The table above identifies the most crucial communication activities that will be considered
by the VUISC team to ensure maximum engagement of the stakeholders linked with the
SAP integration project.
Summary
The plan that is prepared for deployment of the SAP in Yes chemist outlines the aim and the
objectives considered. The plan identifies the project roll-out strategy to assure that the
implemented project will be executed as per plan. The plan gives a detail description of the
schedule considered and the project budget and also considers the needed resources of the
project. The plan identifies the critical risks and gives a structure of the communication plan
that will be abided by the team, to communicate the major project activities.
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Bibliography
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scheduling, and controlling. John Wiley & Sons.
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measuring and monitoring project performance. John Wiley & Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for
project management. Wiley.
Larson, E.W. and Gray, C.F., 2017. Project management: The managerial process.
McGraw-Hill Education.
Leach, L.P., 2014. Critical chain project management. Artech House.
Marchewka, J.T., 2014. Information technology project management. John Wiley & Sons.
Milosevic, D.Z. and Martinelli, R.J., 2016. Project management toolbox: tools and techniques
for the practicing project manager. John Wiley & Sons.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management, 32(8),
pp.1382-1394.
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