VUIS Consulting: iPics SAP Business One Implementation Project Plan

This project plan, developed by VUIS Consulting, outlines the implementation of SAP Business One for iPics, a Melbourne-based business. The plan addresses the integration of online and offline business operations, aiming to solve management and continuity issues. The project scope includes problem identification, technical upgrades, and SAP Business One implementation. The business case highlights benefits such as improved efficiency and centralized control. The project schedule, detailed in a Gantt chart, spans 257 days with a budget of $1,000,000. The plan includes resource allocation, risk assessment, and a communication strategy. The report concludes with a summary and bibliography, offering a comprehensive guide for the SAP Business One implementation.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
[IMPLEMENTATION OF SAP BUSINESS ONE FOR iPICS]
[INSERT DATE HERE]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

CONTENTS
Glossary...............................................................................................................................2
Introduction...........................................................................................................................3
Project scope........................................................................................................................3
Business case......................................................................................................................3
Project Schedule and Approach (Rollout strategy)...............................................................4
Resources............................................................................................................................5
Budget..................................................................................................................................5
Risk.......................................................................................................................................6
Communication.....................................................................................................................6
Summary..............................................................................................................................7
Bibliography..........................................................................................................................8
Glossary
Term Definition
SAP Components of ERP system (System, Applications, Procedure)
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Introduction
iPics is a Melbourne based business organization that sells various photographs and
portraits to the customer. iPics has authorized this particular project for upgradation of their
existing technical setup and implement SAP Business One that will help them develop an
integrated business system comprising of online and offline business. Around the year 2013,
the company entered the ecommerce market in addition to their retail business but started
facing problems as they did not link the offline business with the online one. In order to solve
the problems including management and continuity issues, the implementation of SAP has
been proposed.
In this report, a project plan has been prepared for the upgradation of the technical setup
and implementation of SAP Business One for iPics.
Project scope
The scope of the project includes the following.
Finding the problems of the current system is within the scope of this project.
Discussion regarding the problem and possible solutions is within the scope of the
project.
Technical upgrade for the organization is within the scope of this project.
Implementation of SAP Business One is within the scope of the project.
Aligning the SAP Business One with the business strategy of the company is within
the scope of the project.
The scope of the project has been developed based on the following assumptions.
 It has been assumed that the project will be financially feasible.
 It has been assumed that SAP Business One will solve the current problems faced
by the company.
The project constraint also includes high costs of technical upgrades as well as development
of SAP Business One.
Business case
The business case of this project includes addressing the business problems faced by iPics
using the SAP Business One that will be able to integrate both retail and ecommerce
business of the company. SAP Business One provides a one stop business platform that
can manage both online and offline business at the same time in one common business
server. Furthermore, it will also increase of efficiency of business processing that is currently
performed manually. The business case of the project is represented by the following
benefits of SAP Business One.
Benefits Benefits Assessment Current Status
SAP Business One will improve
the efficiency of business
operations
Less response time, faster and
more accurate business
functions
Currently, the system is handled
and managed manually
All business functions in one
place
All business functions can be
done one portal only
All business operations are
done in separate business
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portals or manual entries
Low operational and
management costs
After the high implementation
costs, there is minimal
operational cost
Current system running cost is
very high
More control is established over
business
Centralized control is
established over entire business
Offline and online businesses
are managed separately
The main disadvantages of SAP Business One are highly complex business portal, no
flexibility over choice of functions and no payroll system available.
Project Schedule and Approach (Rollout strategy)
The project is scheduled as per a proposed course of development through which the SAP
Business One will be rolled out. The entire phase consists of a number of sub-phases
including discussion and meetings, analysis, project initiation, execution, testing, training and
closing. An overall plan for the entire project schedule is shown in the project file attached as
well as the Gantt chart as follows.
ID Task
Mode
Task Name Dura tion Sta rt Fini sh PredecessorsResource Names Cost
0 Implementation of
SAP Business One
for iPics
257 days Mon
26-02-18
Tue
19-02-19
$643,920.00
1 Discussion and
Analysis
25 days Mon
26-02-18
Fri
30-03-18
$87,200.00
2 System Analysis 10 days Mon
26-02-18
Fri
09-03-18
Project
Manager
$20,000.00
3 Issues and
Problems
Annalysis
5 days Mon
12-03-18
Fri
16-03-18
2 Project
Manager,Project
Analyst,System
$22,000.00
4 Board Meetings 2 days Mon
19-03-18
Tue
20-03-18
3 Project
Manager,Project
Analyst,System
Admin
$8,800.00
5 Reaching
Agreement on
Action Plan
2 days Wed
21-03-18
Thu
22-03-18
4 Project
Manager,Project
Analyst,System
$8,800.00
6 Consult with
System Expert
4 days Fri
23-03-18
Wed
28-03-18
5 Project
Manager
$8,000.00
7 Discussion on the
issues
1 day Thu
29-03-18
Thu
29-03-18
6 Project
Manager
$2,000.00
8 Proposal of
solution by
expert
1 day Thu
29-03-18
Thu
29-03-18
6 Project
Manager,Project
Analyst,System
$4,400.00
9 Checking project
feasibility
1 day Thu
29-03-18
Thu
29-03-18
6 Project
Manager,Project
Analyst,System
$4,400.00
10 Reaching
conclusion on
action plan
1 day Thu
29-03-18
Thu
29-03-18
6 Project
Manager,Project
Analyst,System
$4,400.00
11 Final Decision on
project
1 day Fri
30-03-18
Fri
30-03-18
10,7,8,9Project
Manager,Project
Analyst,System
$4,400.00
12 Selection of SAP
Business One as
the Solution
0 days Fri
30-03-18
Fri
30-03-18
11 Project
Manager,Project
Analyst,System
Admin
$0.00
13 Approval 12 days Mon
02-04-18
Tue
17-04-18
$52,800.00
14 Board Meeting
Regarding
Project
1 day Mon
02-04-18
Mon
02-04-18
12 Project
Manager,Project
Analyst,System
Admin
$4,400.00
15 Initial Plan for
Further Action
5 days Tue
03-04-18
Mon
09-04-18
14 Project
Manager,Project
Analyst,System
$22,000.00
16 Initial estimate
on time required
2 days Tue
10-04-18
Wed
11-04-18
15 Project
Manager,Project
Analyst,System
$8,800.00
17 Initial estimate
of budget
required
1 day Thu
12-04-18
Thu
12-04-18
16 Project
Manager,Project
Analyst,System
$4,400.00
18 Agreement on
the plan
1 day Fri
13-04-18
Fri
13-04-18
17 Project
Manager,Project
Analyst,System
$4,400.00
19 Second
consultation with
expert
2 days Mon
16-04-18
Tue
17-04-18
18 Project
Manager,Project
Analyst,System
$8,800.00
20 Authorization of
Project
0 days Tue
17-04-18
Tue
17-04-18
19 Project
Manager,Project
Analyst,System
$0.00
21 Project Planning 42 days Wed
18-04-18
Thu
14-06-18
$142,800.00
22 Preparation of
Final Project Plan
Document
5 days Wed
18-04-18
Tue
24-04-18
20 Project
Manager,Project
Analyst
$17,000.00
23 Detailed time
scheduling
2 days Wed
25-04-18
Thu
26-04-18
22 Project
Manager,Project
Analyst
$6,800.00
24 Detailed budget
estimation
2 days Fri
27-04-18
Mon
30-04-18
23 Project
Manager,Project
Analyst
$6,800.00
25 Listing of
resources
1 day Tue
01-05-18
Tue
01-05-18
24 Project
Manager,Project
Analyst
$3,400.00
26 Finalization of
project scope
4 days Wed
02-05-18
Mon
07-05-18
25 Project
Manager,Project
Analyst
$13,600.00
27 Derive objectives
from scope
2 days Tue
08-05-18
Wed
09-05-18
26 Project
Manager,Project
Analyst
$6,800.00
28 Risk Assessment 10 days Thu 10-05-18Wed 23-05-1827 Project Manager,Project Analyst$34,000.00
29 Address Risks 3 days Thu
24-05-18
Mon
28-05-18
28 Project
Manager,Project
Analyst
$10,200.00
30 Documentation
of Plan
10 days Tue
29-05-18
Mon
11-06-18
29 Project
Manager,Project
Analyst
$34,000.00
31 Document
Analysis
1 day Tue
12-06-18
Tue
12-06-18
30 Project
Manager,Project
Analyst
$3,400.00
32 Approval from
Board
2 days Wed
13-06-18
Thu
14-06-18
31 Project
Manager,Project
Analyst
$6,800.00
33 Green Light 0 days Thu 14-06-18Thu 14-06-1832 $0.00
34 Project Initiation 28 days Fri 15-06-18Tue 24-07-18 $46,800.00
35 Distribution of
Plan to entire
team
3 days Fri
15-06-18
Tue
19-06-18
33 Project
Analyst,System
Admin
$7,200.00
36 Analysis of
budget
feasibility
3 days Wed
20-06-18
Fri
22-06-18
35 Budget
Manager
$2,400.00
37 Hire sponsor 2 days Mon 25-06-18Tue 26-06-1836 Project Manager $4,000.00
38 Sign contract
with sponsor
1 day Wed
27-06-18
Wed
27-06-18
37 Project
Manager
$2,000.00
39 Procurement of
suffi cient funds
1 day Thu
28-06-18
Thu
28-06-18
38 Sponsor $0.00
40 Assign roles to
team members
2 days Fri
29-06-18
Mon
02-07-18
39 Project
Manager
$4,000.00
41 Recruit software
developer
5 days Tue
03-07-18
Mon
09-07-18
40 Project
Manager
$10,000.00
42 Recruit software
tester
2 days Tue
10-07-18
Wed
11-07-18
41 Project
Manager
$4,000.00
43 Preparation of project1 day Thu 12-07-18Thu 12-07-1842 Project Manager $2,000.00
44 Team Meeting 2 days Fri
13-07-18
Mon
16-07-18
43 Project
Manager
$4,000.00
45 Prepare
execution plan
1 day Tue
17-07-18
Tue
17-07-18
44 Project
Manager
$2,000.00
46 Develop
resource list
3 days Wed
18-07-18
Fri
20-07-18
45 System Admin $3,000.00
47 Forware list for
purchase
1 day Mon
23-07-18
Mon
23-07-18
46 Project Analyst $1,400.00
48 Allocate budget
for purchase
1 day Tue
24-07-18
Tue
24-07-18
47 Budget
Manager
$800.00
49 Resource Purchase0 days Tue 24-07-18Tue 24-07-1848 Purchase Manager $0.00
50 Project Execution 131 days Wed 25-07-18Wed 23-01-19 $288,200.00
51 System Analysis
by Developer
15 days Wed
25-07-18
Tue
14-08-18
49 Software
Developer,Software
Tester
$33,000.00
52 Technical
requirements
updating
5 days Wed
15-08-18
Tue
21-08-18
51 Software
Developer,Software
Tester
$11,000.00
53 Technical
upgrades
15 days Wed
22-08-18
Tue
11-09-18
52 Software
Developer,Software
Tester
$33,000.00
54 Checking new
hardware for
errors
5 days Wed
12-09-18
Tue
18-09-18
53 Software
Developer,Software
Tester
$11,000.00
55 Run the
hardware
1 day Wed
19-09-18
Wed
19-09-18
54 Software
Developer,Software
Tester
$2,200.00
56 Gain access to
development
platform
2 days Thu
20-09-18
Fri
21-09-18
55 Software
Developer,Software
Tester
$4,400.00
57 Develop SAP
Business One
25 days Mon
24-09-18
Fri
26-10-18
56 Software
Developer,Software
Tester
$55,000.00
58 Implementation
of Business
Portal
15 days Mon
29-10-18
Fri
16-11-18
57 Software
Developer,Software
Tester
$33,000.00
59 Run Business
Portal
10 days Mon
19-11-18
Fri
30-11-18
58 Software
Developer,Software
Tester
$22,000.00
60 Testing the
interface
4 days Mon
03-12-18
Thu
06-12-18
59 Software
Developer,Software
Tester
$8,800.00
61 Enter business
information
5 days Fri
07-12-18
Thu
13-12-18
60 Software
Developer,Software
Tester
$11,000.00
62 Prepare central
database server
5 days Fri
14-12-18
Thu
20-12-18
61 Software
Developer,Software
Tester
$11,000.00
63 Deploy fi rewalls 2 days Fri
21-12-18
Mon
24-12-18
62 Software
Developer,Software
Tester
$4,400.00
64 Test the system 15 days Tue
25-12-18
Mon
14-01-19
63 Software
Developer,Software
Tester
$33,000.00
65 Align system
with business
strategy of
company
2 days Tue
15-01-19
Wed
16-01-19
64 Software
Developer,Software
Tester
$4,400.00
66 Final tests 5 days Thu
17-01-19
Wed
23-01-19
65 Software
Developer,Software
Tester
$11,000.00
67 Project Handover 0 days Wed 23-01-19Wed 23-01-1966 Software Developer,Software Tester$0.00
68 Training 12 days Thu
24-01-19
Fri
08-02-19
$7,680.00
69 Employee
training
10 days Thu
24-01-19
Wed
06-02-19
67 Training
Manager
$6,400.00
70 Admin training 2 days Thu 07-02-19Fri 08-02-1969 Training Manager $1,280.00
71 Finsh training 0 days Fri 08-02-19Fri 08-02-1970 Training Manager $0.00
72 Closing and Sign Off 7 days Mon
11-02-19
Tue
19-02-19
$18,440.00
73 Post Project
Review and
Appraisal
2 days Mon
11-02-19
Tue
12-02-19
71 Project
Manager,Sponsor
$4,000.00
74 Preparation of
Project Report
Document
4 days Wed
13-02-19
Mon
18-02-19
73 Project Analyst $5,600.00
75 Stakeholder
Signoff
1 day Tue
19-02-19
Tue
19-02-19
74 Software
Developer,Budget
Manager,Purchase
$8,840.00
76 Project Closing 0 days Tue 19-02-19Tue 19-02-1975 Project Manager $0.00
Project Manager
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager
Project Manager
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
30-03
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
Project Manager,Project Analyst,System Admin
17-04
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
Project Manager,Project Analyst
14-06
Project Analyst,System Admin
Budget Manager
Project Manager
Project Manager
Sponsor
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
System Admin
Project Analyst
Budget Manager
24-07
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
Software Developer,Software Tester
23-01
Training Manager
Training Manager
08-02
Project Manager,Sponsor
Project Analyst
Software Developer,Budget Manager,Purchase Manager,Project Ma
19-02
S F W M S T T S F W M S
11 Feb '18 22 Apr '18 01 Jul '18 09 Sep '18 18 Nov '18 27 Jan '19
Figure 1: Gantt chart of the Project
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(Source: Created by Author)
Resources
The human resources required for this project and their roles and responsibilities are
provided in the following table.
Human Resource Roles and Responsibilities
Sponsor Source of the funds required for the project
Project Manager Monitor and manage all aspects of the project
Business Analyst Analyse the progress of the project
Budget Manager Manage and allocate budget
Marketing Manager Procure material resources
Database Programmer Implement SAP Business One
Trainer Train employees to use SAP Business One
System Integrator Manage and monitor computerized operations
Budget
The budget of the project is estimated in the following table.
Resource Estimated Budget
Wages and Payments (Human Resources) $470,000
Hardware Costs $50,000
Software Costs $135,000
Software Platform Subscription Costs $15,000
SAP Business One Subscription Costs $100,000
Firewalls and Antivirus $10,000
Training Costs $40,000
Additional Budget $180,000
TOTAL $1,000,000
Risk
For identification of the main risks associated with this particular project, a risk register has
been developed as follows.
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Risk Name Risk Chance Risk Effect Addressing Strategy
Very high
implementation cost
High High Hire a reliable sponsor
for funding
Technical
configurations not
available for supporting
SAP Business One
Extreme High Upgrade technical
setup before the
development process
Does not meet
company’s business
requirements
Medium Medium Verify business
requirements before
implementation
planning
Cyber attacks High Extreme Use system protection
softwares and firewalls
Employees do not
know how to use SAP
Business One
High Medium Conduct training
session post
implementation
Highly complex system High Medium Ensure all details of the
functions are known
before implementing
SAP Business One
Communication
A communication plan has been developed for the purpose of highlighting the stakeholder
communication requirements and is shown in the following table.
Stakeholder Communication
Reason/Activity
Communication Mode Frequency of
Communication
Sponsor Budget requirements Video calls, budget
breakdown document
Before project planning
/ as needed
Project Manager Daily progress updates Project progress report Daily
Business Analyst Additional
requirements for
project
Verbal During course of
project
Budget Manager Allocation of budget Finance report with
valid justification
Whenever needed
Marketing Manager Resource needs Resource list Before start of project
Database Programmer Business requirements Business case Before start of project
Trainer Employees’ knowledge
on SAP Business One
Verbal / Document After project
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Systems Integrator Features of the new
system
Verbal After project
Summary
This report contains the project plan for the implementation of SAP Business One for iPics.
In this report, the scope of the project is clearly defined to identify the objective of the project.
As per the estimated timeline, the project is expected to take 257 days and will cost the
company around $1,000,000 for the entire implementation process. In addition to these, a
risk register and a communication plan have also been developed and documented.
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Bibliography
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Lev, B. ed., 2016. Advanced business analytics. Springer.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Van Der Aalst, W.M., La Rosa, M. and Santoro, F.M., 2016. Business process management.
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