BCO6656 IT Project Management: SAP System Implementation Plan

This project plan outlines the implementation of an SAP system for Yes Chemist Pty Ltd, a pharmacy chain in Australia, aiming to improve business operations through SAP S/4HANA Business All-in-One and CRM. The plan details project scope, including hardware and software installation, data conversion, and system requirements, along with quality standards. It presents a business case for the SAP implementation, highlighting benefits such as data security, process automation, and improved customer information access, while also acknowledging potential drawbacks like higher costs and complexity. The project schedule, resource allocation, budget, risk management strategies, and communication plan are thoroughly elaborated, ensuring a structured approach to achieving the project goals and streamlining Yes Chemist's business processes.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [V1.1.1]
[Implementation of SAP System for Yes Chemist Pty Ltd ]
[28th May, 2019]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
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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)..............................................................7
Resources.......................................................................................................................... 8
Budget................................................................................................................................ 9
Risk................................................................................................................................... 10
Communication................................................................................................................. 11
Summary.......................................................................................................................... 12
Bibliography...................................................................................................................... 13
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Glossary
Term Definition
SAP Systems Application and Products in Data Processing
SDLC System Development Life Cycle
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Introduction
The project plan is being accessible with a point to detail the necessities of the project client
“Yes Chemist Pty Ltd”. The task is based on implementation of SAP for the client
organization so that they can control and monitor over providing healthy as well as beauty
requirements of the customers based on their pharmaceutical operations. The project plan is
included schedule of the project, budget plan, resources, communication as well as risks
which are identified at the instance of implementation of SAP system.
In order to develop the development plan, certain project statements are taken from the plan
charter. The plan schedule, extent as well as project cost are making changes which are
considered over the project implementation plan.
Project scope
The aim of this project plan is based on improving the business operations of the customer
organization Yes Chemist Pty Ltd. The objectives of this project are:
 To provide with technical solutions by implementing SAP S/4HANA Business All-in-
one
 To provide with core on principle SAP Customer Relationship Management (CRM)
 To ensure that there is ease of implementation as well as maintenance
 To ensure that all interfaces are being robust plus secured
 To follow SAP recommendations for the accomplishment of the system
The major project deliverables and quality standards for the project are listed below:
Project
Deliverables
i. Installation of the hardware for SAP system implementation
 Destruction of existing server room
 Reconstruction of the server room
ii. Installation of the software for SAP system implementation
 Getting license free for around 300 users
 Setting of SDLC environment for cloud hosting
 Installation of SAP S/4HANA Business All-in-one
Project quality
standards
i. System requirements
 Identifying the functional needs of the designing of SAP
system
 Identifying the non-functional necessities of the designing of
SAP system
ii. Data conversion
 Understanding legacy data structure
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 Placing the information extractor script expansion
 Post analysis of information migration as well as manual
rectification of information
Metrics
techniques
 Evaluate the project status
 Foreseeing the plan risks
 Assess the productivity of the plan team
 Check quality of the work
Business case
Yes Chemist is the autonomous pharmacies with its stores are extended within various
stores of Australia. The head workplace of the business is in Southern Melbourne, Victoria.
The stores are ensured that through their services, their customers can get caring
experienced at the time of shopping and they can maintain a larger stock of their products.
The company is determined to restore its accessible accounting along with inventory
management system with SAP system. The settlement of SAP system implementation in
Yes Chemist are:
a. Keeping the pharmaceutical data safe as well as regulated with protection
b. Elimination of redundant processes along with tasks throughout automation
c. Automating the pharmaceutical operations of the company
d. All the data of the customers as well as financial data are housed into one location
e. Faster as well as accurate access to the information of the customers and history of
the customers
f. Centralized data will able to bolster the collaboration among the client organization
and customers
Deliverables  System implementation of application modules for SAP system
 Development of business process for optimization of system
functionality
 Conducting acceptance testing of system upgradation
 On-going training program of new system users
Benefits and
benefit
realization
 Support the growth of the pharmaceutical businesses
 Adoption of best project management practices
 Elimination of duplication of the data entry
 Capturing of business transactions within one location
 Review the inventory and customer’s activities
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 Standardization of the materials code
 Reduction of the operating cost
Measures  Alignment of the customer’s expectations with the identified project
scope
 Empowering the organization to make project related decisions
 Accurate plus timely data migration
Apart from the benefits, there are some dis-benefits of the implementation of SAP
system into the business organization such as:
 Higher cost of the purchasing as well as implementing the program
 Complexity to built the software for SAP system implementation
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Project Schedule and Approach (Rollout strategy)
Figure 1: Gantt chart
(Source: Created by author)
From the above Gantt chart, it is shown that the total duration of the project plan is
109 days. Following table shows the total project phases with its respective start and end
date.
Task Name Duration Start Finish
SAP System Implementation in
Yes Chemist 109.25 days Tue 7/25/17 Mon 12/25/17
Initiation Phase 34 days Tue 7/25/17 Fri 9/8/17
Planning phase 100.25 days Mon 8/7/17 Mon 12/25/17
Server installation phase 72 days Mon 8/7/17 Tue 11/14/17
System installation phase 50 days Tue 10/3/17 Tue 12/12/17
Implementation Phase 49 days Tue 10/17/17 Mon 12/25/17
Integration and testing phase 13 days Mon 10/30/17 Thu 11/16/17
Closure phase 34 days Wed 11/1/17 Tue 12/19/17
Resources
Responsibilities
Project
Manager
Project
Sponsor
Administrat
ive Staff
Programme
rs
Testers
Business
Analyst
Technical
Support
Technical
Writer
End user
trainers
Resource planning R I C I I I - - -
Organizing of the project team R A R C I - - - -
Estimation of the project cost
and budget development
R A I I I I - - -
Analyze and manage the
project risks
A R A A I - - - -
Monitor the project progress R A A C I I I _ _
Collect fund for the project R R A R A A I - -
Ensure the project risks are
managed
A R C I A C I I I
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Hardware and software
installation
R A R R C I R R I
Approve the key project
deliverables
I I I I A R C I A
Manage and distribute
information in office
R I A I C I I - -
Create and maintain file
systems
R A I I I R R R R
Schedule appointments R A I I R R - - -
Test the system R A I R I R R I I
Analyze the business
requirements
A I I I R A I I I
Determine the technical
requirements of the system
I I I I A R C I A
Write the technical codes I R A I I I C R A
Providing training to the users A I I I A I I I R
Budget
Name Cost
Initiation Phase $24,600.00
Planning phase $181,000.00
Server installation phase $58,470.00
System installation phase $97,600.00
Implementation Phase $87,720.00
Integration and testing
phase
$40,040.00
Closure phase $66,000.00
Risk
Type of risk Risk details Likelihood Impact Risk
level
Mitigation
strategies
Unclear project The project goals behind Unlikely Moderate Medium The project charter
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goals and
objectives
implementation of SAP
system implementation is
not properly mentioned in
the development charter.
should require
mentioning a defined
project objectives as
well as goals.
Ineffective
communication
There is no proper
communication among
the project manager as
well as project team
associates to discuss the
project progress.
Moderate Moderate Medium A communication
plan is required in
this case so that
there should be
proper interaction as
well as
communication
among the project
team members.
Insufficient
training among
end users
The employees have lack
of technical skills to
handle the system, and in
this case training is not
provided to them.
Likely Major High Training program is
required in this case
so that all the
employees can
conduct their system
implementation work.
Poor integration
of the SAP
system
SAP system
implementation is not
integrated based on the
project requirements.
Moderate Moderate Medium There is required to
implement the SAP
system based on the
functional
requirements of the
system.
Ineffective
project cost
The cost of the project is
not estimated properly,
therefore there is high risk
of project failures.
Moderate Moderate Medium Cost management
plan is required to be
prepared by adding
all project expenses
and resources.
Communication
Communication
type
Purpose of
communication
Audiences Frequency Method of
communication
Responsible
person
Project charter Defining the
project scope
and project
approach
Project
Team
Members
At the
project
initiation
phase
Presentation and
Email
Project
Manager
Project status
meetings
Tracking the
progress of the
development
plan, formulate
the decisions
when needed
Project
Team
Members
Monthly Presentation,
Memos and
Face-to-face
meetings
Project
Manager
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Issue log and
documentation
Maintain as well
as update status
of the
development
issues
Project
Team
Members
Weekly Face-to-face
meetings
Project
Manager
Change requests Track the project
changes affect
scope and
budget
Project
Team
Members
Weekly Presentation and
Email
Project
Manager
Project decision
requests
Tracking the
project issues
which provide
impact on project
completion date
Project
Team
Members
Weekly Face-to-face
meetings
Project
Manager
Sponsorship
communications
Scope as well as
goals of the
development
stakeholders
Project
Team
Members
Weekly Face-to-face
meetings
Project
Manager
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Summary
It is concluded that Yes Chemist can maintain a larger stock their medical products at a price
so that they can make a competitive advantage. Due to implementation of SAP into the
business organization of Yes Chemist, it can make improvement into the business
productivity, increase into the business efficiencies as well as decrease into the operational
cost. It is found that the Yes Chemist can streamline their business processes.
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