Integration of SAP in Yes Chemist - Project Plan

This project plan outlines the integration of SAP in Yes Chemist, addressing operational and management issues. It includes project scope, business case, schedule, resources, budget, risks, and communication.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [1]
[Integration of SAP in Yes Chemist]
[02-06-2019]
[INSERT AUTHOR NAME HERE]
[Project Manager]
[INSERT AUTHOR EMAIL HERE]

CONTENTS
Glossary............................................................................................................................. 3
Introduction......................................................................................................................... 4
Project scope......................................................................................................................4
Business case..................................................................................................................... 5
Project Schedule and Approach (Rollout strategy)..............................................................6
Resources........................................................................................................................ 10
Budget.............................................................................................................................. 12
Risk................................................................................................................................... 14
Communication................................................................................................................. 15
Summary.......................................................................................................................... 16
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Glossary
Term Definition
Project Risks An uncertain event or a condition that can hamper the normal execution of
a project is termed as project Risk
Business
Case
A business case describes whether a project is justified or not and also
provides an idea of the expected benefits.
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Introduction
The report introduces the readers to the case study of integration of SAP in Yes Chemist.
The purpose behind undertaking this project and integration SAP in the already existing
internal operation system of Yes Chemist, is to address the issues related to management
as well as operations of similar issues that is being experienced by the staffs of the
organization. The yes Chemist pharmacy chain started off with a family business and it
gradually expanded into a huge business. With the increase in the size of the business it is
gradually becoming difficult for the staffs and the owners of the business to keep a track of
the business processes and the important operations of the organization. The project is been
given to VUISC, who will be in charge of preparation of a realistic and achievable project.
The plan involves estimation of the project scope, the project business case, the schedule
consideration of the project along with the budget. This is a high budget project, which
involve SAP integration with the current manual operations of Yes Chemist. The particular
project plan that is prepared, identifies the critical risks that can affect the execution of the
SAP integration project in Yes Chemist. Since this is a complex project, it is necessary for
the VUISC team to maintain a good communication among the other team members so that
the issues faced are communicated on time. The plan identifies an effective communication
strategy that is needed for the project. The details of the communication plan that is
developed for the SAP integration project is elaborated in the sections below.
Project scope
The part of project planning that deals with the determination along with the documentation
of the specific goals and the deliverables of an undertaken project is considered as the
scope of a project. While identification of the project scope, the features, functions, tasks and
the deadline are estimated along with the estimation of the work that is needed to be
achieved in this project.
Project Aim: The SAP integration project is Yes Chemist is being undertaken by VUICS,
with and aim of eliminating or lessening the operational problems that the pharmacy is
facing.
Project Objectives: The objective of this particular SAP project is indicated as follows-
 To provide a clear understanding of the operational issues of the organization
 To identify an effective approach of addressing the operational issues
 To develop a plan for SAP integration in the existing manual system of yes Chemist
 To provide training to the staffs of the Yes chemist on the usage of the new system
that is developed
The deliverables and the quality standard set for the deliverables is indicated as follows-
Project Deliverables Quality Standard
Server Room demolition and preparation for New
System
This entire task is needed to be completed within
the time of fifteen days
The Conversion of the Data that exists The conversion of data need to follow the legacy
data structure
Integration of SAP This should be followed by a detailed Testing
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Training the Staffs All the staffs of Yes Chemist are to be provided
with a formal training after the go-live of the
existing system.
The identification of the scope and the deliverables of the project by Yes Chemist is
subjected to certain critical assumptions, which are as follows-
1. The project team will not face any difficulty in securing funding for the project
2. The staffs of Yes Chemist will be interested in taking the needed training
There are certain constraints linked with the delivery and the execution of the project. These
constraints are indicated as follows-
1. The associated maintenance of the system to be developed is only limited to 14 days after
the end of the project
2. There is a time constraint of 15 days for the preparation of the server room.
Business case
Business case of the project is generally prepared to provide the justification of the project to
the funding sources of the project. The business needs of this project is related to the
reducing of loses of Yes Chemist pharmacy due to the inefficiency of the existing system of
the company. The project is highly needed for yes chemist as it aims in reducing the
operational weaknesses and improve the process of data management. With the integration
of the SAP HANA, it is possible for the pharmacy to control all their internal operations in an
effective manner. The benefits that the pharmacy is expected to achieve from the project is
indicated in the table that follows-
Benefits Measure of the Benefits
The operational efficiency of the pharmacy will be
restored
An increase in efficiency of 30 % in 3 months
Better management of the data would be possible Data management is improved by 25% in 3
months
The cost of managing the internal operations will
be reduced
The cost of operations management is reduced
by 30% in six months
The project, although will provide certain integral benefit to the organization, there are a
number of dis benefit of the proposed system as well, which are indicated as follows-
1. With the upgrade of the system, there are high chances of the reduction of the
production.
2. Without proper training, the staffs may not understand the operations,
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3. A high implementation cost is needed.
The above discussed points indicate the benefits and the dis-benefits of the SAP integration
project.
Project Schedule and Approach (Rollout strategy)
An effective project implementation approach is needed to be identified for ascrtaining that
the project is prepared as per plan. For successful integration of SAP to Yes chemist, certain
tasks and phases are identified. The phases and the task are indicated as follows-
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The Gantt chart of the SAP integration project, indicating the entire schedule is represented
in the figure below-
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Figure 1: The Gantt Chart of Sap Integration Project
The above Gantt chart represents the schedule activities of the project; the tasks shown in
red indicate the critical tasks of the project.
Resources
Appropriate estimation of the resources, critically determine the project success. The
resources considered for the project are indicated as follows-
Figure 2: Resources in Sap Integration Project
The resources assigned for each task as identified in figure 1 is indicated in the figure 3
below-
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Figure 3: The task Resource Overview
The overview of the resources considered in the project are indicated as follows-
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Figure 4: The overview of the Resources Considered
Budget
The budget estimated for the project is indicated as follows-
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The task cost overview is indicated in the figure below-
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Figure 5: Indicating the Overview of Task and Cost
Risk
Addressing the major risks of the project is crucial for the SAP integration project as the
project is complex. Identification of the risks in the initial phases can certainly help in
addressing them in a proper manner so that the project can be completed without any
interruption. The table below identifies the critical risks that this particular project might face,
and the responses of each risk.
Risk Severity Probability of
Occurrences
Risk Response
The Technical Risk
related to failure of the
servers
High High Avoid
The budget risk related
to inaccurate cost
estimation
High Medium Transfer
The schedule risk due
to unforeseen project
delays
Medium Low Mitigate
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The operational risks
due to incapability of
understanding the
operations of the new
system
Medium Medium Accept
The Resource risk due
to unavailability of the
expected resources
Low Low Transfer
From the risk register above, it can be concluded that the Technical risk and the budget risk
linked with this project is needed to be addressed on a priority basis. Addressing these risks
can help in assuring the project will be completed on time.
Communication
The VUISC project team needs to consider certain important communication activities so
that there is no communication gaps among the project team members. The communication
activities that are to be completed in the project of SAP integration is indicated in the table
below-
Communication
Activity
Intended
Audience
Purpose Frequency Vehicle
Status Reporting Project Team Communication
regarding the
status of
completion of
each task
Daily Email and Phone
Progress
Reporting
Yes Chemist Communication
regarding the
progress in the
project
Daily Email and Phone
Risks Reporting VUISC Communication
regarding the
identified risks
Weekly Email
Resource
Requirements
Reporting
VUISC Communication
regarding the
resource needs
Weekly Email
Informal
Communication
Project Team Communication
regarding an
issue that is
needed to be
highlighted
As per needs Phone
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The identified communication activities in the table above indicates the activities that are
needed to be performed by the VUISC project team to ensure successful project completion.
Summary
The project plan indicated in the above sections provide a detail analysis of the most
important considerations of the project. The plan indicates a realistic schedule for completion
of the project on time and within the budget estimated. The resources needs of the project
are highlighted in the plan, along with the prominent risks. The communication needs of the
project are further identified to ascertain successful project completion.
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