Project Plan for SAP Business All-in-One Implementation at Yes Chemist

This project plan, developed by VUIS Consulting Pty Ltd, outlines the implementation of SAP Business All-in-One for Yes Chemist Pty Ltd, a pharmaceutical company aiming to centralize its operations. The plan includes a detailed project scope, defining aims like introducing Finance, HR, Procurement, and CRM systems, and centralizing control. It presents a strong business case, highlighting the benefits of integrated systems and streamlined operations, along with the associated costs and skill gaps. The project schedule, resources, and budget are meticulously detailed, with a Gantt chart illustrating the timeline and resource allocation. The plan also addresses potential risks, such as system costs and employee skill gaps, and proposes mitigation strategies. Communication strategies are outlined, and the document concludes with a summary and bibliography, providing a comprehensive overview of the project's management and implementation.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
[SAP Implementation at Yes Chemist]
[INSERT DATE HERE]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

Table of Contents
Introduction......................................................................................................................... 3
Project scope......................................................................................................................3
Business case..................................................................................................................... 3
Project Schedule and Approach (Rollout strategy)..............................................................4
Resources.......................................................................................................................... 5
Budget................................................................................................................................ 7
Risk..................................................................................................................................... 9
Communication................................................................................................................. 10
Summary.......................................................................................................................... 10
Bibliography...................................................................................................................... 11
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Introduction
This project plan is mainly based on the implementation of SAP Business All-in-One for Yes
Chemist Pty Ltd. The company under focus, Yes Chemist is a company that deals with
manufacturing and sale of pharmaceutical products in various parts of Australia. Currently,
the main problem is that there is no integrate system to control the operations of all the
branches together and as a result, each of the branches act as a separate unit from all the
rest.
The proposal for the implementation of SAP Business All-in-One has been made with the
vision to solve the control related problems and to enable the company to manage all the
branches together from one common centre. The SAP system is expected to fulfil these
requirements of the company and ensure there is a streamlined flow of operations with much
more efficiency and accuracy.
Project scope
The main aim of the project is to solve various control related problems and integrate all the
processes in the branches of the company into one central system.
The objectives of the project are:
 To introduce Finance, HR, Procurement and Analytics System in the company
 To develop a Customer Relationship Management (CRM) system
 To centralise the control over the operations in different branches of the company
The necessary quality standards required are listed in the following table.
Quality Standards Measurement of the Standards
High quality hardware Hardware specifications
Legal software Licenses of the purchased software
All proposed features within the system Testing of the features
While developing the scope of the project, it has been assumed that all the features
proposed can be integrated within the SAP Business All-in-One package and it will help the
company to mitigate all the issues that have been highlighted.
In addition, during the development of the project scope, any administration related affairs
have been excluded.
Business case
This project is necessary for Yes Chemist in order to establish control over the operations in
different branches of the company from a centralised system. In addition to the same, the
company also wants to introduce a number of features including CRM, online HRM,
analytics and others, which is only possible if the SAP package is implemented.
The benefits and disbenefits of the project are as follows.
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Benefits Current Status Measures
All packages integrated within
one
No such system used Implementation of the SAP
package
Centralised control No centralised control yet Implementation of the SAP
package
More efficient and accurate
work outputs
Error prone and inefficient work Training of employees to
manage the SAP system
Disbenefits Current Status Measures
Highly expensive Company willing to proceed Provide funding considering
long term benefits
Skill gap among the employees The employees do not have
idea about SAP systems
Training of employees to
manage the SAP system
Project Schedule and Approach (Rollout strategy)
The project schedule is created so as to allocated specific time period to each work package
in the project. The team members should follow the schedule agreed and ensure timely
delivery of each milestone as well as the final outcome of the project.
In order to schedule the project, it is required to break it down into individual work packages
linked to each other in appropriate order. In addition, each work package is scheduled by
allocating a specific duration and calculating the same, the total time of the project is
determined.
The new system will be rolled out once the development is complete and the test results
show no residual or existing errors and issues within the system.
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Figure 1: Project Schedule in Gantt Chart
(Source: Created by Author)
Resources
The following table depicts the resources utilised in this project.
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Resource Name Type Max. Units Std. Rate
Project Manager Work 100% $195.00/hr
Business Analyst Work 100% $130.00/hr
Technical Writer Work 100% $95.00/hr
Trainer Work 100% $115.00/hr
Systems Integrator Work 100% $105.00/hr
Application Programmer Work 100% $95.00/hr
Technical Officer Work 100% $85.00/hr
Data Entry Officer Work 100% $60.00/hr
Administrative Offer Work 100% $50.00/hr
Refurbishment Costs Material $15,000.00
Cable Costs Material $225.00
Peter Cables Work 100% $60.00/hr
SAP License Material $150,000.00
Cloud Costs Material $6,000.00
Server Hardware Material $5,000.00
Installation Costs Material $3,000.00
The matrix for human resources in the project is as follows.
Human Resource Roles and Responsibilities
Project Manager Planning, control and guidance
Business Analyst Business related analysis work
Technical Writer Development of project related content
Trainer Staff training
Systems Integrator Development and implementation of the
proposed system
Application Programmer
Technical Officer Supervision of project
Data Entry Officer Data management
Administrative Offer Administration and reporting of the project
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Budget
The budget breakdown of the project determined through the allocation of resources in the
work packages of the project are shown as follows.
WBS Task Name Duration Resource Names Cost
0 Project for SAP Implementation at
Yes Chemist 134 days $375,585.00
1 Initiation of the Project 16 days $33,920.00
1.1 Team Meeting 3 days Business Analyst, Project Manager $7,800.00
1.2 Member Discussions 2 days Business Analyst, Project Manager $5,200.00
1.3 Requirements Analysis 4 days Business Analyst, Project Manager $10,400.00
1.4 Feasibility Analysis 3 days Business Analyst, Project Manager $7,800.00
1.5 Project Proposal 4 days Technical Officer $2,720.00
1.6 Milestone 1: Project Approval 0 days $0.00
2 Planning of the Project 44 days $48,760.00
2.1 Project Roadmap 2 days Technical Officer, Technical Writer $2,880.00
2.2 Scope Identification 2 days Technical Officer, Technical Writer $2,880.00
2.3 Scheduling of Project 2 days Technical Officer, Technical Writer $2,880.00
2.4 Budget Estimation 3 days Technical Officer, Technical Writer $4,320.00
2.5 Analysis of Financial Benefits 4 days Technical Officer, Technical Writer $5,760.00
2.6 Quality Management Plan 4 days Technical Officer, Technical Writer $5,760.00
2.7 Risk Assessment and
Management 2 days Technical Officer, Technical Writer $2,880.00
2.8 Project Team 3 days Technical Officer $2,040.00
2.9 Duty Allocation 3 days Technical Officer $2,040.00
2.10 Hiring of Project Team 11 days $11,880.00
2.10.1 Refurbishment Team 3 days Administrative Offer, Technical
Officer $3,240.00
2.10.2 Installation Team 4 days Administrative Offer, Technical
Officer $4,320.00
2.10.3 Development Team 4 days Administrative Offer, Technical
Officer $4,320.00
2.11 Project Goals Specification 3 days Technical Officer $2,040.00
2.12 Feasibility Report 5 days Technical Officer $3,400.00
2.13 Milestone 2: Planning Complete 0 days $0.00
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3 Development of Infrastructure 23 days $51,865.00
3.1 Server Room Refurbishment 15 days Project Manager, Refurbishment
Costs[1] $38,400.00
3.2 Patch Cable Installation 1 day Cable Costs[1], Peter Cables $705.00
3.3 Send Purchase Order for HP
Server Hardware 1 day Technical Officer $680.00
3.4 Delivery of the Purchase Order 4 days Technical Officer $2,720.00
3.5 Equipment Testing 1 day Technical Officer $680.00
3.6 Building of Virtual Server 1 day Technical Officer, Installation
Costs[1], Server Hardware[1] $8,680.00
4 Requirements Phase 7 days $5,320.00
4.1 Engagement with Client SMEs 2 days Application Programmer $1,520.00
4.2 Obtain Functional Requirements 2 days Application Programmer $1,520.00
4.3 Manage User Expectations 3 days Application Programmer $2,280.00
4.4 Milestone 3: Application Design 0 days Application Programmer $0.00
5 Data Conversion 24 days $24,240.00
5.1 Understand Legacy Data
Structures 3 days Application Programmer, Cloud
Costs[1] $8,280.00
5.2 Set Up Automated Data Extractor
Script Development 2 days Application Programmer $1,520.00
5.3 Data Validation and Cleansing
Effort 3 days Application Programmer $2,280.00
5.4 B1 Configuration 4 days Application Programmer $3,040.00
5.5 Automated Script to Load Data
into B1 Instance 2 days Application Programmer $1,520.00
5.6 Test in Real Time Instance 3 days Application Programmer $2,280.00
5.7 Defect Rectification 2 days Application Programmer $1,520.00
5.8 Post Data Migration Analysis and
Manual Data Rectification 1 wk Application Programmer $3,800.00
5.9 Milestone 4: Data Conversion
Complete 0 days $0.00
6 Integration and Testing 22 days $168,480.00
6.1 Installation of SAP All-in-One
Package 5 days Systems Integrator, SAP License[1] $154,200.00
6.2 Integration of SAP with E-Gate
Feature 4 days Systems Integrator $3,360.00
6.3 End to End Testing 5 days Systems Integrator $4,200.00
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6.4 E-Gate Instance Testing 5 days Systems Integrator $4,200.00
6.5 System Integration Testing 3 days Systems Integrator $2,520.00
6.6 Milestone 5: Testing Complete 0 days $0.00
7 Documentation and Training 22 days $35,200.00
7.1 Submit Project Documentation 10 days Application Programmer, Systems
Integrator $16,000.00
7.2 Training of Client Staff Members 10 days Application Programmer, Systems
Integrator $16,000.00
7.3 Deliver User Manuals to Client 2 days Application Programmer, Systems
Integrator $3,200.00
8 Acceptance Testing and Sign Off 35 days $7,800.00
8.1 Hardware and Software
Installation Complete 1 day Project Manager $1,560.00
8.2 Data Conversion Complete 1 day Project Manager $1,560.00
8.3 Training Complete 1 day Project Manager $1,560.00
8.4 User Acceptance Testing
Complete 1 day Project Manager $1,560.00
8.5 Sign Off 1 day Project Manager $1,560.00
8.6 Milestone 6: Project Closing 0 days $0.00
Risk
Risks are inevitable and this project is no different. The possible risks that might occur in the
project are as follows.
Risk Possibility Impact Management Plan
Highly expensive system High Medium Provide the funding considering long
term benefits, cut down other costs
to generate funds
Skill gap among the employees High Medium Train the employees as per the
requirements
Cyber attacks High High Install cyber security measures like
firewalls and antivirus
Scope creep Medium High Control and monitor project scope
throughout its duration
Theft of internal information Medium High Surveillance and regular monitoring
of the system
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Communication
The communication matrix shown in the following table is used to develop proper
instructions regarding why, when and how will the stakeholders be communicated during the
project.
Who? Why? When? How?
Project Manager Change request and
guidance requirement
Daily Face to face
Business Analyst Business strategy
related changes
Weekly Report
Technical Writer Documentation
requirements
Weekly Face to face
Trainer Training requirements Monthly Face to face
Systems Integrator System requirements Weekly Face to face
Application
Programmer
System requirements Daily Face to face
Technical Officer
System specifications
and proposal of
features
Daily Report
Data Entry Officer Project related data Weekly Report
Administrative Offer Project updates Daily Report
Summary
Yes Chemist has a very good opportunity to grow from its current situation and also solve
various operations related issues with the implementation of the SAP package. Initially, it will
be costly and will require considerable amount of time but it will be worth it considering the
long term benefits for the company. In addition, the company also wants to introduce a
number of features including CRM, online HRM, analytics and others, which is only possible
if the SAP package is implemented.
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Bibliography
Joosten, D., Basten, D. and Mellis, W., 2016. Measurement of information system project
success in German organizations. In Project Management: Concepts, Methodologies, Tools,
and Applications (pp. 1175-1196). IGI Global.
Putra, S.J., Ahlan, A. and Kartiwi, M., 2016. A Coherent Framework for Understanding the
Success of an Information System Project. Telkomnika, 14(1).
Subiyakto, A.A., Ahlan, A.R., Kartiwi, M. and Putra, S.J., 2016. Measurement of the
information system project success of the higher education institutions in Indonesia: a pilot
study. International Journal of Business Information Systems, 23(2), pp.229-247.
Yaokumah, W. and Biney, E., 2020. Integrated Financial Management Information System
Project Implementation in Ghana Government Ministries. International Journal of Information
Technology Project Management (IJITPM), 11(1), pp.17-31.
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