VUISC Project Plan: SAP Implementation for Yes Chemist Pty Ltd

This document presents a comprehensive project plan for the implementation of an SAP system at Yes Chemist Pty Ltd, developed by VUIS Consulting Pty Ltd. The plan details the project's scope, which includes integrating existing accounting, inventory management, and HR processes to enhance the company's services and sales. It outlines the project's objectives, quality standards, and assumptions, as well as potential exclusions. The business case justifies the project by highlighting the need to replace existing systems and the expected benefits, such as increased agility and accurate reporting, while also addressing potential negative outcomes like low profitability. The project schedule and approach are divided into phases, each with specific tasks and timelines, managed over 398 days. The plan also defines roles and responsibilities, budget allocation, risk management strategies, and a communication plan to ensure effective project execution and stakeholder engagement, concluding that the project would contribute to the future growth of the organisation.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [INSERT VERSION NUMBER]
[SAP Implementation Project for Yes Chemist Pty Ltd.]
[01/02/2019]
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

CONTENTS
[Insert table of contents here: use references>table of contents]
Glossary
Term Definition
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Introduction
The project plan is based on focusing on the needs of Yes Chemist who have appointed
VUISC to plan and manage the entire implementation of the SAP system within their
organisation. The Yes Chemist is an independent Pharmacy Group that provides health and
beauty needs to their customers.
The current project plan based on the implementation of the SAP system would focus on the
integration of existing accounting, inventory management system and HR processes. Based
on this project plan, it would be helpful for VUISC to design and develop the SAP system for
the company and thus help Yes Chemist to strengthen their services, sales and marketing
activities.
Project scope
The aims of the development of the project are:
 To ensure on-time delivery of supplies of products
 To deliver within the budget allocated
 To deliver the expected functionality
 To deliver acceptable results to users
The objectives of the project development are:
 A common accessible database that would be able to support different applications.
 An integrated system that would be able to operate in real-time environment without
dependency on periodic manual updates.
 A consistent look and effect across each of the business areas.
The quality standards for the project acceptance by the client are:
Quality Standards Client Acceptance (Yes/No)
Project is complete as per
guidelines
Project follows exact budget
Technical standards are fully met
The quality standards would be met based on fulfilling the above criteria’s. The client would
accept each of the stages and thus provide an approval.
In the discussed project plan there can be certain form of assumptions. This includes the fact
that the project would be able to provide satisfactory results as per the client expectations. It
can also be assumed that each of the modules planned during the project development
stage would be completed as per the project plan.
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However, one exclusion from the project scope is that the project might get delayed due to
the implementation of several deliverables.
Business case
The project is based on the development of a project plan for the implementation of a SAP
Customer Relationship Management. The project is highly needed in order to replace the
existing form of accounting systems, HR and Inventory management types within the
organisation.
The expected benefits from the project are:
Expected Benefits Measures/Processes Current Status
High Agility of the SAP
System
Check by Project Manager Successful
Precise and accurate
reports to track down all the
issues
Check by Project Manager Successful
System stabilization and
better productivity
Check by Project Manager
and Project Sponsor
Successful
The two form of negative outcomes from the project are – Low profitability, High cost of
maintenance.
Project Schedule and Approach (Rollout strategy)
The project would be conducted into several stages. The major phases within the project are
– Project Planning and preparations, Business Blueprint, Realization, Final Preparation,
Project Implementation, Maintenance and Support.
The different stages entails the project details and also provides an outline of the entire
project. Each of the phase would be completed at a maximum period of 64 days. The entire
project would be completed in 398 days.
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ID Outline
Number
Task
Mode
Task Name Duration Start Finish Predecessors Resource Names Cost
0 0 SAP Implementation Project88 days Tue 25-07-17 Thu 23-11-17 $124,240.00
1 1 Start of Project 1 day Tue 25-07-17 Tue 25-07-17 $0.00
2 2 Project Planning and
preparations
7 days Wed 26-07-17 Thu 03-08-17 $20,120.00
10 3 Business Blueprint 14 days Fri 04-08-17 Wed 23-08-17 $12,560.00
17 4 Realization 8 days Thu 24-08-17 Mon 04-09-17 $15,120.00
24 5 Final Preparation 21 days Tue 05-09-17 Tue 03-10-17 $25,520.00
34 6 Project
Implementation
33 days Wed 04-10-17 Fri 17-11-17 $43,400.00
46 7 Maintenance and
Support
3 days Mon 20-11-17 Wed 22-11-17 $7,520.00
50 8 End Project 1 day Thu 23-11-17 Thu 23-11-17 49 $0.00
F S S M T
24 Apr '17 10 Jul '17 25 Sep '17 11 Dec '17
(Fig 1: Gantt Chart of the detailed processes)
(Source: Created by author)
Resources
Role and Responsibility Matrix
ROLES
VUISC Pty Ltd
Project
Management
team
Project
Manager
Technical Lead
Business
Analyst
Testing team
Support team
Deliverable or Task Status
Project Preparation
Initial project planning D R R A C
Determining the project goals and objectives A R C I
Preparing Business Blueprint
Mapping of Project details A R A I
Reporting of requirements A S C I
Project Realization
Adoption of best configuration processes R A A
Docuumentation of business processes A C I S
Final Preparation of Project
Providing end-user training A R C
Hardware Integration testing R R I R A
Project Implementation, Maintenance and Support
Primary support of business processes A I R C S
Evaluation of performance of support team D A R C I A A
Sponsor Project Team Other resources
D Driver Assists those who are responsible for a task. ◄ Delete un
R Responsible Assigned to complete the task or deliverable. ◄ Edit the ta
A Accountable Has final decision-making authority and accountability for completion. Only 1 per task.
S Support Provides support during implementation.
C Consulted An adviser, stakeholder, or subject matter expert who is consulted before a decision or action.
I Informed Must be informed after a decision or action.
(Fig 2: Detailed Roles and Responsibilities of Resources)
(Source: Created by author)
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The different assumptions from the above roles and responsibility matrix is that each of the
individuals involved within the project would be able to perform their designated roles.
Each of the stages of the project are described in detail. Each of the row shows the major
phases of the project that are subdivided into other phases. Each of the persons responsible
for the proper achievement of each of the stages would be performing their work diligently
and as per the requirements of the concerned project.
Budget
Outline
Number Task Name Cost
0 SAP Implementation Project $124,240.00
1 Start of Project $0.00
2 Project Planning and preparations $20,120.00
3 Business Blueprint $12,560.00
4 Realization $15,120.00
5 Final Preparation $25,520.00
6 Project Implementation $43,400.00
7 Maintenance and Support $7,520.00
8 End Project $0.00
Risk
ID Risk Description Impact Risk Response Risk Risk Owner
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Level
1 Budget Estimation
was not proper
Delays the
project
Schedule the costs
as per the
deliverables
High Project
Sponsor,
Project
Manager
2 Performance Risks Delays the
project
The performing of
the tasks were not
up to the expectation
High Project
Manager,
Development
team
3 Scheduling of tasks Unscheduled
project plan
report
Proper Management
of schedule of tasks
High Project
Manager
4 Strategic risks Leads to
choosing
wrong
technology
Proper development
of strategy
Medium Project
Manager,
Development
team
5 Operational risks Processing
problems
based on
procurement
The operation
strategies should be
well organised and
planned
Medium Project
Manager,
Development
team
6 Marketing risks Credit and
liquidity risks
Proper market
analysis should be
made prior to
initiation of project
High Project
Sponsor,
Project
Manager
7 Legal Risks Contract
risks and
litigation
Legal advisor should
be hired prior to the
project initiation
Medium Project
Sponsor,
Legal
Advisor
8 Governance Risks Reputation
of the
organisation
The risk strategies
should be properly
governed by the
board of advisors
Medium Project
Sponsor,
Legal
Advisor,
Project
Manager
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Communication
Type of
Communication
Purpose Medium Frequency Intended
Audience
Planning and
Proposal
Meeting
Introduction of
project plan
Face-to-Face Once Project Sponsor,
Stakeholders
and Project
Manager and
team
Project team
meetings
Reviewal of
project status
Conference call
or Face-to-Face
Weekly Project Manager
and team
Creative design
and Technical
team meetings
Reviewal of
design and
technical
problems and
solutions
Face-to-Face or
In-person
As per business
needs
Project
Manager,
Technical and
Creative team
Monthly Project
Status
Development
Meetings
Updating of
leadership
based on
project status
Conference call
or Face-to-Face
Monthly Stakeholders
and Project
Manager
Project update
status reports
Detailed form of
report on project
status. This also
includes costs,
progress and
problems
E-mail Monthly Stakeholders
and Project
Manager
Summary
Based on the discussion from the above report, it could be concluded that the
implementation of the SAP system for Yes Chemist would be based as per the expectations
and the project management plan. The study within this paper has majorly helped in putting
focus on the detailed activities within each of the project phases. This also resulted in the
future form of outcomes based on the implementation of the system. The project plan also
discusses about the primary resources within the project, budget, risks and a rich
communication plan. These sections have helped in detailing the entire plan of the project.
Hence, from the above discussion it could be concluded that the project would be helpful for
the benefits and future growth of the organisation.
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