VUIS CONSULTING Project Plan

VUIS CONSULTING PTY LTD.
PROJECT PLAN [version: 1]
[Implementation of SAP in Yes Chemist Pty Ltd]
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The following template is for educational purposes only.

CONTENTS
Table of Contents
Glossary............................................................................................................................. 3
Introduction......................................................................................................................... 4
Project scope......................................................................................................................4
Business case..................................................................................................................... 6
Project Schedule and Approach (Rollout strategy)..............................................................7
Resources........................................................................................................................ 11
Budget.............................................................................................................................. 12
Risk................................................................................................................................... 15
Communication................................................................................................................. 16
Summary.......................................................................................................................... 17
References....................................................................................................................... 18
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Glossary
Term Definition
Business
Case
Proper reasoning for project start and execution
Project
Management
The process of identifying the major project goals, scope and schedule
Scope It is a part of project planning that involves goals, deliverables and features
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Introduction
A project plan is to be prepared for yes chemist that manages a group of independent
Pharmacies with a shared value and common philosophy. The business of yes Chemist Pty
Ltd had started as a family venture in late 2010s, which has gradually expanded stores in all
the major cities of Australia, which includes Sydney, Brisbane Adelaide, Perth and
Melbourne. The business of Yes Chemist has been doing well for quite a sometime and
therefore, the organization has decided to implement SAP for integrating all the major
business operations of the organization. The need of a new accounting, HR and inventory
management system is essential as an operational review that was conducted resulted
unveiled the weaknesses in the existing system (Schwalbe 2015). The Victoria University
Information Systems Consulting mainly secured the contract for implementing the SA
S/4HANA for SAP Business All in one.
The main purpose of this project plan is to define the scope of the project including the major
project deliverables associated with the project and project quality standards. The quality
standards requirement for the project will be discussed as well (Leach 2014). The project
Plan outlines the business case for the project that justifies the need of the project. The
project schedule and the approach of implementing the project are discussed in the project
plan. The project plan further covers the resources, budget and risks associated with a
project. A communication matrix is also prepared that includes different communication
activities associated with the project. This project plan is prepared to get an overview of the
different project activities, schedule and the deliverables.
Project scope
The aim of the project is to implement SAP S/4HANA for SAP Business All in one for Yes
chemist Pvt Ltd. The system development life cycle of the project mainly consists of the
development, testing and the user acceptance testing as well. The system will be set up on
cloud considering the fact that server room refurbishment will take almost three months to
complete (Kerzner and Kerzner 2017). The project would be a success only if the hardware
and the software installation are complete. The data conversion, which is an important
project deliverable should be completed successfully. With the implementation of a new
system, it is very essential to train the existing users of the organization about the use of the
software in the organization (Harrison and Lock 2017). This process is followed by the user
acceptance testing.
The objective of the project is to deliver the identified deliverables of the project on time. The
project will be a success only if the major deliverables of the project manages to achieve the
desired quality standards for the project. The deliverables and the quality standards required
for the acceptance of each deliverables is represented in the following table (Burke 2013).
Deliverables Acceptance Criteria of Quality Standards
Development of Infrastructure and Equipment The work should be completed within 15 days as
quoted by the contractor started from 3rd of June
Collection of the functional requirements of the The requirement fetching should incorporate the
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new system design associated with the project all the functional requirements of the project.
Data Conversion is another major deliverable of
the project. Since the company is integrating all
their business processes in a new SAP instance,
data extraction, conversion, validation and
transitioning is essential. This data conversion
will take at least 3 weeks.
The acceptance criteria of this deliverable will be
conversion of data according to legacy data
structure and proper identification and
rectification of the defect in data conversion (if
any).
Integration and Testing- Integration and testing is
one of the most important deliverables of the
project as the success of the project largely
depends on the proper integration of the new
SAP system will the e-gate feature for corporate
banking associated with the organization.
The deliverable will be accepted only after a
comprehensive end to end testing within All in
one finance module. This should incorporate
testing with a live e ate instance and postings in
journal ledger.
Documentation of the project work This deliverable will only be accepted if the
documentation process is completed by a
technical writer of VUISC. The documentation
process should include review standard SAO
business All in one end user manuals.
Training the users Since VUISC is implementing the project, it is
essential that the training is imparted by VUISC
trainer only as this trainer will have a proper
knowledge about the working process of the
software.
Maintenance The acceptance criterion is that a regular
maintenance is ensured.
The assumptions are-
1. A realistic schedule is set
2. The budget allocation is appropriate
The Constrains are as follows-
1. Maintenance does not include disaster or data recovery and it is the responsibility of the
client.
2. The budget may not incorporate hike in the wages of the workers.
Business case
The business needs that the project is expected to address (Heagney 2016)-
1. The Sap system will provide a solution to replace the legacy accounting, HR and inventory
management system.
2. The new SAP system is expected to mitigate the operational weaknesses associated with
Yes Chemist.
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3. The process of data storage will be automated that will help in easier data extraction
The project is justified as with the increase in the business units of Yes Chemist, it is
essential to upgrade the existing system to make the process of information storage and
retrieval easier.
The expected benefits of the project is represented in the following table-
Benefits Benefit Measures
Significant Cost savings The SAP software is capable of tracking the
company’s data and generates the reports thus
reducing the need of human labor.
Consistent Operations The progress report shows consistent
improvement management of the operation
Flexibility in designing the process With the use of Sap, the employees of the
organization are able to design the business
processes in an innovative manner
Customizing the solution to suit the business
process of Yes Chemist
Customization of the business process becomes
easier
Reduction in sales and order processing cost The regular progress reports showing reduction
in order processing cost.
Reduced the order delivery time Customers are getting faster delivery.
However, there are certain dis –benefit of the new system, which are as follows-
1. In the initial months after the implementation of the project, the productivity might reduce
as the employees will need time to understand the working principle of the new system.
2. The initial cost of development and installation is huge
3. The hardware design flow of SAP Hana follows a very specific guideline and therefore, it
is essential to train the employees in a proper way.
4. Point in time recovery feature is absent in SAP HANA.
Project Schedule and Approach (Rollout strategy)
The project will include a number of phases. At first, it is very essential to do a proper
research on the feasibility of the project. The project will include the different phases of
project management which are requirement analysis, implementation, testing and
maintenance.
The details about the different phases of the project and the time allocated for each phase is
represented in the following table-
Task Name Duration Start Finish
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SAP Implementation Project in Yes Chemist 251
days
Fri 01-
06-18
Fri 17-
05-19
Project starts 1 day Fri 01-06-
18
Fri 01-06-
18
Feasibility Study 8 days Mon 04-
06-18
Wed 13-
06-18
Operational Feasibility 5 days Mon 04-
06-18
Fri 08-06-
18
Technical Feasibility 6 days Mon 04-
06-18
Mon 11-
06-18
Documenting the report 1 day Tue 12-
06-18
Tue 12-06-
18
Drafting the report 1 day Wed 13-
06-18
Wed 13-
06-18
Requirement Analysis 14 days Mon 04-
06-18
Thu 21-
06-18
Understanding the resource requirements 5 days Mon 04-
06-18
Fri 08-06-
18
Preparation of the project plan 3 days Mon 11-
06-18
Wed 13-
06-18
Obtaining Functional Requirements 4 days Mon 11-
06-18
Thu 14-06-
18
M1: Collection of the functional requirements of the new
system design associated with the project 0 days Thu 14-
06-18
Thu 14-06-
18
Preparation of project schedule 3 days Fri 15-06-
18
Tue 19-06-
18
Documenting the reports 2 days Wed 20-
06-18
Thu 21-06-
18
Implementation 102 days Mon 04-
06-18
Tue 23-
10-18
Server room demolition 15 days Mon 04-
06-18
Fri 22-06-
18
Permission for cloud hosting 10 days Mon 25-
06-18
Fri 06-07-
18
M2: Development of Infrastructure and Equipment 0 days Fri 06-07-
18
Fri 06-07-
18
Designing the interface 15 days Mon 09-
07-18
Fri 27-07-
18
Coding the software 30 days Mon 30-
07-18
Fri 07-09-
18
Coding database 30 days Mon 10-
09-18
Fri 19-10-
18
linking the data base with the software 2 days Mon 22-
10-18
Tue 23-10-
18
connection of new servers with the existing network 10 hrs Mon 25-
06-18
Tue 26-06-
18
Data Conversion 22 days Wed 24-
10-18
Thu 22-
11-18
Understanding the legacy of data structures 3 days Wed 24-
10-18
Fri 26-10-
18
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Setting up the data extractor and script development 2 days Mon 29-
10-18
Tue 30-10-
18
Data validation and cleansing 3 days Wed 31-
10-18
Fri 02-11-
18
Development of the automated script for loading data into B1
instance 2 days Mon 05-
11-18
Tue 06-11-
18
Testing in real time instance 3 days Wed 07-
11-18
Fri 09-11-
18
Defect rectification 2 days Mon 12-
11-18
Tue 13-11-
18
Post data migration analysis 4 days Wed 14-
11-18
Mon 19-
11-18
Manual data rectification by client 3 days Tue 20-
11-18
Thu 22-11-
18
M3: Successful Data Conversion 0 days Thu 22-
11-18
Thu 22-11-
18
Integration and Testing 35 days Fri 23-11-
18
Thu 10-
01-19
Integration of new SAP system with e-gate feature for corporate
banking 5 days Fri 23-11-
18
Thu 29-11-
18
Testing 30 days Fri 30-11-
18
Thu 10-
01-19
unit testing 5 days Fri 30-11-
18
Thu 06-12-
18
system testing 6 days Fri 07-12-
18
Fri 14-12-
18
black box testing 5 days Fri 07-12-
18
Thu 13-12-
18
alpha testing 5 days Fri 14-12-
18
Thu 20-12-
18
end to end testing with live e-gate instance 10 days Fri 21-12-
18
Thu 03-01-
19
System integration Testing 5 days Fri 04-01-
19
Thu 10-01-
19
M4: Completion of Integration and testing of SAP 0 days Thu 10-
01-19
Thu 10-01-
19
Documentation and training 61 days Fri 04-01-
19
Fri 29-03-
19
Documenting the project progress and project reports 7 days Fri 04-01-
19
Mon 14-
01-19
Development of functionality manuals 10 days Fri 04-01-
19
Thu 17-01-
19
Reviewing the standard of SAP business All in one end user
manuals 20 days Fri 18-01-
19
Thu 14-02-
19
Customization of the manuals based on client's delivery
requirements 10 days Fri 15-02-
19
Thu 28-02-
19
Training by VUISC trainer to the staffs of Yes Chemist 21 days Fri 01-03-
19
Fri 29-03-
19
M5: Completion of Documentation and training Phase 0 days Fri 29-03-
19
Fri 29-03-
19
Acceptance Testing and Client Sign off 15 days Mon 01- Fri 19-04-
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04-19 19
Performing acceptance testing on the application developed 10 days Mon 01-
04-19
Fri 12-04-
19
Sign Off 5 days Mon 15-
04-19
Fri 19-04-
19
Completion of hardware and software installation 2 days Mon 15-
04-19
Tue 16-04-
19
Checking whether data conversion and training is successfully
completed 2 days Mon 15-
04-19
Tue 16-04-
19
Documenting the report 5 days Mon 15-
04-19
Fri 19-04-
19
M6: Completion of Acceptance Testing and successful client
sign off 0 days Fri 19-04-
19
Fri 19-04-
19
Application go live 20 days Mon 22-
04-19
Fri 17-05-
19
server equipments tested by VUISC technical staff before SAP
installation 2 days Mon 22-
04-19
Tue 23-04-
19
Installation by Frontline Engineer 2 days Wed 24-
04-19
Thu 25-04-
19
go live 1 day Fri 26-04-
19
Fri 26-04-
19
Maintenance post go live 3 wks Mon 29-
04-19
Fri 17-05-
19
Project Ends 0 days Fri 17-05-
19
Fri 17-05-
19
The Gantt of the project is represented below-
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Figure 1: Representing the Gantt chart of the shifting project
(Source: Generated by Author using MS project)
The work activities marked in red in the Gantt chart above depict the critical path of the
project (Larson and Gray 2013)
Resources
The human resources associated with this project is represented below-
Resource Name Std. Rate Cost/Use
IT Project Manager VUISC $75.00/hr $0.00
VUISC Programmers $30.00/hr $0.00
VUISC Testers $35.00/hr $0.00
VUISC business Analyst $50.00/hr $0.00
VUISC Technical writers $30.00/hr $0.00
VUISC End user trainers $25.00/hr $0.00
Jacob and Sons Pty Ltd subcontracting
staffs $0.00/hr $15,000.00
Peter Cables Pty Ltd $60.00/hr $0.00
Frontline Engineer $30.00/hr $0.00
VUISC technical staffs $20.00/hr $0.00
The resource report is represented below-
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The above report gives an overview of the resources associated with the project and the
responsibilities of each resource.
Budget
The cost estimated for the project is represented in the following table –
WBS Task Name Duration Cost
0 SAP Implementation Project in Yes Chemist 251
days $109,845.00
1 Project starts 1 day $600.00
2 Feasibility Study 8 days $7,000.00
2.1 Operational Feasibility 5 days $2,800.00
2.2 Technical Feasibility 6 days $3,360.00
2.3 Documenting the report 1 day $240.00
2.4 Drafting the report 1 day $600.00
3 Requirement Analysis 14 days $9,480.00
3.1 Understanding the resource requirements 5 days $3,000.00
3.2 Preparation of the project plan 3 days $1,800.00
3.3 Obtaining Functional Requirements 4 days $2,400.00
3.4 M1: Collection of the functional requirements of the new 0 days $0.00
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RESOURCE OVERVIEW
RESOURCE STATS WORK STATUS
RESOURCE STATUS
Work status for all work resources.
Remaing work for all work resources.
% work done by all the work resources.

system design associated with the project
3.5 Preparation of project schedule 3 days $1,800.00
3.6 Documenting the reports 2 days $480.00
4 Implementation 102 days $40,305.00
4.1 Server room demolition 15 days $15,000.00
4.2 Permission for cloud hosting 10 days $6,000.00
4.3 M2: Development of Infrastructure and Equipment 0 days $0.00
4.4 Designing the interface 15 days $3,600.00
4.5 Coding the software 30 days $7,200.00
4.6 Coding database 30 days $7,200.00
4.7 linking the data base with the software 2 days $480.00
4.8 connection of new servers with the existing network 10 hrs $825.00
5 Data Conversion 22 days $4,760.00
5.1 Understanding the legacy of data structures 3 days $480.00
5.2 Setting up the data extractor and script development 2 days $320.00
5.3 Data validation and cleansing 3 days $480.00
5.4 Development of the automated script for loading data into B1
instance 2 days $320.00
5.5 Testing in real time instance 3 days $1,320.00
5.6 Defect rectification 2 days $480.00
5.7 Post data migration analysis 4 days $640.00
5.8 Manual data rectification by client 3 days $720.00
6 M3: Successful Data Conversion 0 days $0.00
7 Integration and Testing 35 days $11,480.00
7.1 Integration of new SAP system with e-gate feature for corporate
banking 5 days $800.00
7.2 Testing 30 days $10,680.00
7.2.1 unit testing 5 days $1,400.00
7.2.2 system testing 6 days $1,680.00
7.2.3 black box testing 5 days $1,400.00
7.2.4 alpha testing 5 days $1,400.00
7.2.5 end to end testing with live e-gate instance 10 days $2,800.00
7.2.6 System integration Testing 5 days $2,000.00
7.3 M4: Completion of Integration and testing of SAP 0 days $0.00
8 Documentation and training 61 days $18,620.00
8.1 Documenting the project progress and project reports 7 days $1,120.00
8.2 Development of functionality manuals 10 days $2,400.00
8.3 Reviewing the standard of SAP business All in one end user
manuals 20 days $8,000.00
8.4 Customization of the manuals based on client's delivery
requirements 10 days $2,400.00
8.5 Training by VUISC trainer to the staffs of Yes Chemist 21 days $4,700.00
9 M5: Completion of Documentation and training Phase 0 days $0.00
10 Acceptance Testing and Client Sign off 15 days $4,640.00
10.1 Performing acceptance testing on the application developed 10 days $2,800.00
10.2 Sign Off 5 days $1,840.00
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10.2.1 Completion of hardware and software installation 2 days $320.00
10.2.2 Checking whether data conversion and training is successfully
completed 2 days $320.00
10.2.3 Documenting the report 5 days $1,200.00
11 M6: Completion of Acceptance Testing and successful client sign
off 0 days $0.00
12 Application go live 20 days $12,960.00
12.1 server equipments tested by VUISC technical staff before SAP
installation 2 days $320.00
12.2 Installation by Frontline Engineer 2 days $480.00
12.3 go live 1 day $760.00
12.4 Maintenance post go live 3 wks $11,400.00
13 Project Ends 0 days $0.00
The following report gives an overview of the resource cost overview associated with the
project-
The cost of work is huge since the schedule of the project is long and the project work is
quite complex.
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RESOURCE COST OVERVIEW
COST STATUS COST DISTRIBUTION
COST DETAILS
Cost status for work resources. How costs are spread out amongst different resource types.
Cost details for all work resources.

Risk
Every project is associated with a certain amount of risk that needs to be properly managed
in order to eliminate the chances of project failure (McNeil, Frey and Embrechts 2015). A
risk register is prepared for documenting the different risks that is associated with the SAP
implementation project in Yes Chemist. A risk register is a master document that is created
in the early stages of the project and is therefore an important part of Risk management plan
(Alhawari, S., Karadsheh, Talet and Mansour 2012). A risk register helps in addressing the
different risks and problems as they arise.
The risks associated with the SAP implementation are as follows (Galliers and Leidner 2014)
–
S.No Security
Threat/Risk
Description
Likelihood
Impact
Priority Preventive Actions
1. Any problem in
data conversion
and data transfer
might result in the
permanent data
loss
Medium High High As a preventive action,
the data conversion and
transfer which is a
significant project
deliverable should be
completed in a controlled
environment
2. Technical risk in
testing of the
developed
modules
Medium High High As a mitigation approach,
the testing phase is
allocated with a
considerable times
3. Schedule risk due
to delay in the
resources
availability
Low Medium Medium As a risk mitigation
approach, the daily
progress of the project is
needed to be tracked
4. Operational Risk
due to
inexperienced
employees
High High High The training should be
imparted to the maximum
number of employees
5. The SAP system is
not providing the
expected output
Low High High As a risk mitigation
approach, proper
requirement analysis and
research about SAP
HANA is to be made
prior to its
implementation.
6. Project
Experiencing
frequent delays
and slippage in
deadline
Medium Medium Medium The project manager
should have a clear
visibility of the project
progress and timely
completion of the
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deliverable.
Communication
Proper communication flow among the team members is essential in measuring the success
of the project (Binder 2016). A communication matrix is a tool that is designed to get an
overview on how an individual in communicating. The communication matrix for this project
in represented in the following table (Martinelli and Milosevic 2016)-
Communication
activities
Target
Audience
Description/Purpose Frequency Distribution
Vehicle
Weekly status
report
Project Team Communicate updated
project status
Weekly email
Project Progress
Report
Project
Team along
with project
manager
Communicate the
project progress
In every two weeks Email, face to
face
communication
Delivery or
communication of
key messages
The project
team
Any recent
development in the
project needs to be
communicated
Regularly Phone calls
Impact
assessment
report
Project team
and
stakeholders
Communicating the
impact assessment
report
Bi-weekly Email
Updated
schedule
Project team
members
Communicating any
update in schedule
As required Email
Summary
The project plan demonstrates the different phases and activities associated with the project
of Yes Chemist. A SAP application will be implemented for integrating all the business
processes associated with the organization. The project plan gives an overview of the
project scope, business case, schedule, resources and budget, associated risks and the
project communication plan.
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