BCO6656 Project Plan: SAP Implementation for Yes Chemist Group

This project plan details the implementation of a SAP system for Yes Chemist, an independent drugstore chain. The plan encompasses a comprehensive overview of the project's scope, which includes hardware setup, user training, and the integration of SAP S/4 HANA and SAP CRM systems. It outlines the business case, emphasizing the benefits of SAP implementation such as reduced delivery risks and improved sales and marketing activities, along with associated dis-benefits. The plan follows the SDLC methodology, detailing phases from requirement gathering to maintenance, including resource allocation with RACI matrix, budget, and risk management. Furthermore, it incorporates a communication strategy to ensure project success. The implementation involves various resources, including project managers, functional team members, and external contractors. The project aims to address operational weaknesses and improve overall business processes within Yes Chemist by leveraging SAP's capabilities.

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PROJECT PLAN [INSERT VERSION NUMBER]
[INSERT PROJECT NAME HERE]
[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..................................................................................................................... 4
Project Schedule and Approach (Rollout strategy)..............................................................4
Resources.......................................................................................................................... 7
Budget.............................................................................................................................. 12
Risk................................................................................................................................... 15
Communication................................................................................................................. 16
Summary.......................................................................................................................... 16
References:.......................................................................................................................... 17
Glossary
Term Definition
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Introduction
Yes Chemist is an independent drugstore having a communal values and shared
philosophy. The store is mainly responsible to provide heath and beauty related operations
to their customers based on their needs. The store starves to ensure that their customers
enjoy their services while shopping with their large standard of goods at a comparatively
modest price rate. The store is known to take pride in providing excellent customer services
while achieving diligent innovation within the competitive platform.
However, as per their recent business review, the General Manager of the business
discovered certain operational weakness within the business operations and decided to
implement technical solutions so as to improve the overall business process. The overall
plan included substituting the current accounting scheme with the new SAP system that is
SAP S/4 HANA for SAP Business All in One as well as the SAP CRM system in the later
phase. As per recommendation, the project plan also included implementation of modules
related to procurement, finance, HR, and analytics so as to strengthen the sales, marketing
activities and service The overall implementation plan of SAP CRM has been included within
the project so as to ease the risks that are linked with the SAP application within the
business process.
Project scope
The scope of the project while implementing SAP within the business process comprises of
delivery and setting up of appropriate hardware that are required in order to install and
configure the SAP system, testing as well as provisioning of end user activity to the staffs of
the head agency based on relevant zones. The development also aims at identifying the
super users that are required per module after the training while setting up a user
acceptance side that would help in testing and enabling the signing off course.
The major deliverables for the project includes: A detailed project team structure
organisation chart, a team training schedule, a detailed plan of the project baseline, initial
activities to be carried out and planning of the resources as required, a detailed draft
mentioning the project implementation strategy, end-user training strategy, development
strategy, security and control strategy, project scope document, a detailed risk management
plan and critical success factors required for the project.
Maintaining the quality standards of a SAP implementation process depends on several
factors such as maintaining the quality control and assuring the quality of the overall
implementation of the ERP system. The quality standards that will be used for the major
project deliverable of the implementation of SAP includes the following:
Project Deliverable Quality standard
Project Team Structure Organisation Chart PMBOK, ISO 9001
Project baseline plan, initial activities and
resources required
PMBOK, ISO 9001
Draft mentioning the project strategy PMBOK, ISO 9001
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Project Charter PMBOK, ISO 9001
Project risk Management Plan PMBOK, ISO 9001
Project Scope Document PMBOK, ISO 9001
Business case
The application of the SAP S/4 HANA is necessary for the mentioned project in order to
assess the operational weakness of the business process while deciding on the technical
solution so as to recover the overall business situation of Yes Chemist group. The
application of the SAP S/4HANA will help in reducing the delivery risks associated with the
project while the SAP CRM system will help in strengthening the overall sales, marketing
activities and services of the organisational process (Nagpal, Khatri and Kumar 2015).
Besides all these, the implementation of the SAP CRM online premise solution will help the
management to enhance their overall expansion of their server room so as to accommodate
the growth of the newly hosted hardware.
The benefits and the dis benefits of execution process of SAP within the commercial process
is mentioned as follows:
Benefits of implementing SAP within the
commercial process of Yes Chemist
Dis-benefits of implementing SAP within the
business development of Yes Chemist
1. Reduction in the overall delivery
risk of the organisation
1. Demands highly trained staffs
2. Strengthen the overall sales
Strengthen the overall organisational
services (Heinzelmann 2017)
2. Lengthy implementation time
3. Remove inefficiency of the core
business functions while eliminating
the need of manual data processing
3. Reduced productivity
4. Help in long term monetary savings 4. Complex
5. Enhanced data security 5. Implementation of SAP rolls out new
version after every six months
6. Increased Scalability 6. The intermodular functions of SAP are
least understood
Project Schedule and Approach
The entire application process of the SAP S/4HANA will be conducted while following the
basic process SDLC. The processes will include application of the SAP S/4HANA in the first
stage and then the SAP CRM system in the later stage. The phases that will fall under the
operation of SAP S/4 HANA within the corporate process includes the Development, Testing
and User Acceptance Phase.
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The detailed process of SDLC includes the following:
In this phase all the necessary requirements for the implementation of the SAP will be
identified and analysed. For the given project, the necessary requirements that will help in
the overall implementation of the SAP will include-
Local contractor: Here in this project, Jacoband sons Pvt. Ltd is contacted so as to achieve
the required modifications for the server rooms.
A CAT 6a patch cable will be mandatory so as to attach the new servers that are currently
existing within the network.
The HP server hardware will be required that will be acquired from the Frontline hardware
reseller.
Design Phase: This phase of the SDLC deals with the designing of the input with the help of
the requirements gathered in the previous phase.
Implementation or Coding Phase: Within the coding phase, once the entire design
document is finalised, the design gets translated to source codes where all the components
that requires to be implemented with in the SAP structure gets coded within the system
software (Umar et al. 2017). Here an automated legacy data extraction, validation,
conversion and transition system is implemented after the entire SAP All -in- one instance
gets connected and configured conferring to the overall client prerequisite.
Testing Phase: Once the overall implementation process gets completed within the
implementation and coding phase, the testing phase gets started. Here all the modules get
released for testing where the entire software or the SAP gets thoroughly tested to find the
presence of any defects and then the defects gets assigned to the developers to fix them.
Here, within the SAP implementation testing phase, testing should be conducted in order to
see whether the new SAP scheme is well combined with the e-gate features for the business
banks. A complete end to end testing should also be comprised with the live e-gate instance.
The information that will be thus gained from the system should be replicated on the test
BAS statement and also within the compliance reports. Within the entire testing phase, the
System Integration Testing should also be measured once the entire end to end testing
phase is accomplished successfully.
Deployment Phase:
The overall functionality of the SAP gets deployed in this stage aligning with all the business
functionalities. All types of necessary training that will be needed for the business gets
delivered over here based on their functionality.
Maintenance Phase:
After the successful deployment of the SAP scheme, within the commercial environment of
Yes Chemist, the maintenance of the system is conducted in this phase that needs to be
enhanced or performed during the overall business process.
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ID Outline
Number
Task
Mode
Task Name Duration Start Finish
0 0 SAP implementation
project
281 days Mon 9/16/19 Mon
10/12/20
1 1 Project Start 1 day Mon 9/16/19 Mon 9/16/19
2 2 Requirement
Gathering and
Analysis Phase
22 days Tue 9/17/19 Wed
10/16/19
3 2.1 Identification of
local contractor
5 days Tue 9/17/19 Mon 9/23/19
4 2.2 Procurement of
CAT 6a patch cable
6 days Tue 9/24/19 Tue 10/1/19
5 2.3 Procurement of
HP server
hardware
6 days Wed 10/2/19 Wed
10/9/19
6 2.4 Taking approval of
final
requirements
5 days Thu 10/10/19 Wed
10/16/19
7 2.5 Milestone 1:
Completion of
requirement
gathering
0 days Wed 10/16/19 Wed
10/16/19
8 3 Design Phase 38 days Thu 10/17/19 Mon 12/9/19
9 3.1 Configuring the
SAP system
7 days Thu 10/17/19 Fri 10/25/19
10 3.2 Demolishing the
server room
6 days Mon 10/28/19 Mon 11/4/19
11 3.3 Installation of
suitable hardware
2 days Tue 11/5/19 Wed
11/6/19
12 3.4 Provisioning end
user training
3 days Thu 11/7/19 Mon
11/11/19
13 3.5 Designing the
training modules
2 days Tue 11/12/19 Wed
11/13/19
14 3.6 Developing
project charter
7 days Thu 11/14/19 Fri 11/22/19
15 3.7 Developing
project
requirement
updates
7 days Mon 11/25/19 Tue 12/3/19
16 3.8 Formal ratification
of the project
charter
4 days Wed 12/4/19 Mon 12/9/19
17 3.9 Milestone 2:
Getting quotes
from Project
manager
0 days Mon 12/9/19 Mon 12/9/19
18 4 Implementation and
Coding phase
66 days Tue 12/10/19 Tue 3/10/20
19 4.1 Set up of an
automated
process for legacy
data extraction
5 days Tue 12/10/19 Mon
12/16/19
20 4.2 Data conversion
method is set up
6 days Tue 12/17/19 Tue
12/24/19
21 4.3 Understanding
the legacy data
structures
4 days Wed 12/25/19 Mon
12/30/19
22 4.4 Providing budget
to the project
8 days Tue 12/31/19 Thu 1/9/20
23 4.5 Data validataion 3 days Fri 1/10/20 Tue 1/14/20
24 4.6 Cleansing data
effort
4 days Wed 1/15/20 Mon 1/20/20
25 4.7 Developing
automated script
to load data
4 days Tue 1/21/20 Fri 1/24/20
26 4.8 Testing real time
instance
8 days Mon 1/27/20 Wed 2/5/20
27 4.9 Data rectification 4 days Thu 2/6/20 Tue 2/11/20
28 4.10 post data
migration analysis
7 days Wed 2/12/20 Thu 2/20/20
29 4.11 Manual data
rectification by
client
5 days Fri 2/21/20 Thu 2/27/20
30 4.12 Installation of the
SAP All in one
instance
4 days Fri 2/28/20 Wed 3/4/20
31 4.13 Demolishing the
server room
3 days Thu 3/5/20 Mon 3/9/20
32 4.14 Milestone 3:
Completion of
implementation
phase
1 day Tue 3/10/20 Tue 3/10/20
33 5 Testing phase 59 days Wed 3/11/20 Mon 6/1/20
34 5.1 Releasing of all
the modules
5 days Wed 3/11/20 Tue 3/17/20
35 5.2 Testing of the SAP
starts
5 days Wed 3/18/20 Tue 3/24/20
36 5.3 Testing of the SAP
with the new
e-gate features
6 days Wed 3/25/20 Wed 4/1/20
37 5.4 Initiation of end
to end testing
5 days Thu 4/2/20 Wed 4/8/20
38 5.5 Developing BAS
report
10 days Thu 4/9/20 Wed
4/22/20
39 5.6 Developing
Compliance
report
6 days Thu 4/23/20 Thu 4/30/20
40 5.7 Initiating System
Integration
Testing
5 days Fri 5/1/20 Thu 5/7/20
41 5.8 Defects are
identified
9 days Fri 5/8/20 Wed
5/20/20
42 5.9 Deffects are
assigned to the
developers
8 days Thu 5/21/20 Mon 6/1/20
43 5.10 Milestone 4:
Completion of the
Testing phase
0 days Mon 6/1/20 Mon 6/1/20
44 6 Deployment phase 31 days Tue 6/2/20 Tue 7/14/20
45 6.1 Alligning of the
business
functionalities
with the SAP
system
5 days Tue 6/2/20 Mon 6/8/20
46 6.2 Reviewing of the
SAP standards
9 days Tue 6/9/20 Fri 6/19/20
47 6.3 Performing of
necessary training
5 days Mon 6/22/20 Fri 6/26/20
48 6.4 Prebooking of
selected client
staff members
7 days Mon 6/29/20 Tue 7/7/20
49 6.5 Planning of
training sessions
5 days Wed 7/8/20 Tue 7/14/20
50 6.6 Milestone 5:
Completion of
deployment
phase
0 days Tue 7/14/20 Tue 7/14/20
51 7 Maintenance Phase 17 days Wed 7/15/20 Thu 8/6/20
52 7.1 Identifying the
tools that needs
maintenance
2 days Wed 7/15/20 Thu 7/16/20
53 7.2 Forming
maintenance
team
7 days Fri 7/17/20 Mon 7/27/20
54 7.3 Performing
necessary testing
7 days Tue 7/28/20 Wed 8/5/20
55 7.4 Milestone 6:
Completion of
Maintenance
phase
1 day Thu 8/6/20 Thu 8/6/20
56 8 Acceptance Testing
and sign-off
37 days Fri 8/7/20 Mon
9/28/20
57 8.1 Completing the
hardware
installation
8 days Fri 8/7/20 Tue 8/18/20
58 8.2 Completing the
software
installation
9 days Wed 8/19/20 Mon 8/31/20
59 8.3 Completing the
Data conversion
7 days Tue 9/1/20 Wed 9/9/20
60 8.4 Completing the
training process
7 days Thu 9/10/20 Fri 9/18/20
61 8.5 Completing the
user acceptance
testing
6 days Mon 9/21/20 Mon 9/28/20
62 9 Project Closure 10 days Tue 9/29/20 Mon
10/12/20
63 9.1 Signing off all the
documents
5 days Tue 9/29/20 Mon 10/5/20
64 9.2 Payment to
stakeholders
5 days Tue 10/6/20 Mon
10/12/20
Project manager
Cable workers
Frontline engineer,Hardware server reseller
Project manager
10/ 16
VUISC technical officer,VUISC technical staff
Subcontracting staffs
VUISC technical officer
VUISC trainer
VUISC trainer
Project manager
Project owner
Project manager
12/ 9
Data manager
Data manager
Data reporting expert
Procurement manager,Chief accountant
Data manager
Data manager
Data reporting expert
Automated data conversion system[1]
Automated data conversion system[1]
Data reporting expert
Data manager
Frontline engineer,SAP S/4HANA licensing fee[1]
Local contractor
Project manager
Functional team members
Functional team members
VUISC business analyst and functional team
VUISC technical officer
VUISC technical officer
VUISC business analyst and functional team
VUISC technical officer
VUISC technical staff
6/1
VUISC business analyst and functional team
VUISC technical staff
VUISC trainer
VUISC trainer
VUISC trainer
7/ 14
Local contractor
Frontline engineer,Local contractor ,Project manager
Subcontracting staffs
Hardware server reseller ,server hardware[1]
Admin manager ,Project manager
Data manager
VUISC technical officer,VUISC technical staff,VUISC trainer
Admin manager ,Project manager
Admin manager ,Project manager
Chief accountant ,Project manager
8/25 9/22 10/20 11/17 12/15 1/12 2/9 3/8 4/5 5/3 5/31 6/28 7/26 8/23 9/20 10/18
July 1 September 1 November 1 January 1 March 1 May 1 J uly 1 September 1 November 1
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Resources
Implementing a new SAP within a system includes a series of roles that comes up with
different types of responsibilities that needs to be fulfilled for 100 percent completion of the
project.
The list of resources that would be required for the above mentioned project includes-
project owner, project manager, functional team members, executive sponsor, Business
Sponsor, Chief accountant, procurement manager, data manager, chief pharmacist, data
reporting expert, admin manager, store staffs, local contractor, subcontracting staffs, cable
workers, hardware server reseller, frontline engineer, VUISC technical staff, VUISC technical
officer, VUISC business analyst and functional team, VUISC trainer. The detailed roles and
responsibilities of these resources are hence provided in the table below:
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Resources Responsibilities within the project
Project owner Bears business responsibilities for successful project
implementation
Project manager Bears responsibility for successful initiation of the
SDLC phase
Functional team
members
Prevent, contributes, coordinates the collaboration of
the team
Executive sponsors
(Craig Hanwood)
Initiates, approves and establishes ultimate vision to
the sap implementation
Business Sponsors
(Russell Bray)
Represents the business side of the project
Chief accountant
(Jason)
Performs financial analysis and reports it to the
manager
Procurement
manager (Andrew
Duffy)
Purchasing agents and buyers while evaluating the
suppliers
Data manager
(George Bell)
Manages the data management process
Chief Pharmacist
(Nicolas)
Plans, organizes and coordinates the Yes chemist
pharmacy services
Data reporting expert
(George Bell)
Collects and analyses the data
Admin manager
(Anna)
Initiates and coordinates the goals, deadlines of the
project
Local contractor
(Jacob and sons Pty
Ltd)
Complete server room alteration
Subcontracting staffs
(Jacob and sons Pty
Ltd)
Achieves the modifications under the contractor
Cable workers (Peter
cables Pty Ltd)
Installs the CAT 6a patch cable of 75 meters long and
connects it to the new servers with the current server
Hardware server
reseller (Frontline
hardware)
Maintains purchase order of HP server hardware
Frontline engineer Will appointment the client site and install the servers
VUISC technical staff Will test the apparatus before the installation of the
SAP application
VUISC technical
officer
Complete the structuring of virtual server before
technical software connection
VUISC business
analyst and
functional team
Will involve with the client SME’s to obtain functional
necessities for the new enterprise

RACI matrix: R= Responsible, A= Accountable, C= Consultant, I= Informed
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TASK NAME Project
manag
er
Craig
Hanwoo
d
Russe
ll Bray
Jaso
n
Andre
w
Georg
e Bell
Nicola
s
Ann
a
Jaco
b
and
sons
Pty
Ltd
Peter
cable
s Pty
Ltd
Fro
ntli
ne
har
dw
are
Initiation of
the SDLC
phase
R A C I
SAP
implementati
on
A R I C I
Represents
the business
side of the
project
A R C I A
evaluating
the suppliers
C R I A
financial
analysis
A C I R I C I
data
management
A R C A I
Plans,
organizes
and
coordinates
the Yes
chemist
pharmacy
services
I C A R C I
Initiates and
coordinates
the goals,
deadlines of
the project
A C A I R A
Perform
server room
modification
A I A A A C R I
Installs the
CAT 6a patch
cable
A C I I R C
Maintains
purchase
order of HP
server
hardware
A C A I C I R

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Budget
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Risk
Risk register template:
Description of
the risk
Likelihood Impact Severity Owner Mitigating
actions
Failure to
design the
entire
business
process
Medium High High Project
manager
Implement a
superior
business
management
process
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Insufficient
training and
reskilling of
end users
Low Medium Medium VUISC
trainer
Communicate
and listen
Assess
feasibility
Lack of
change
management
Medium High High Project
manager
Maintain the
agreed
deployment
schedule
Requirements
not scrubbed
Low High Medium VUISC
business
analyst and
functional
team
Assess
current
requirements
to support the
overall
solution
Vendor
software
problem
Medium High High VUISC
technical
staff
Perform
thorough
testing
Inadequate
AS IS
documentatio
n
Low Medium Low Chief
accountant
Engage key
team
members to
provide
necessary
information.
Communication
Communication template:
Communicatio
n
Format Frequency Owner Distribution Escalation
Report of
Project status
Face to face,
presentations
Once in a
week
PM Members of
project team
and
sponsors
GM, CEO
Follow up of
action matters
Conference
call and email
Daily PS, PM All project
staffs,
workers
PM
Project review Face to face,
presentation,
Once in a
week
PM All project
team
PM
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e-mail members
and
sponsors
Budget usage Face to face,
email,
presentation
Once in a
week
FM Finance
manager
PM
Help support
other services
Face to face,
email,
demonstration
Once every
two or three
working day
PM Procurement
manager
PM
Summary
Hence the overall report presented a detailed application of the SAP arrangement within the
entire organisation of Yes chemist. Based on the business requirements, a detailed project
plan is thus presented with all the necessary requirements for the SAP implementation
process. All the tasks are scheduled accordingly and a detailed project charter is thus
presented. The risks that are associated with the project are represented within a risk
register and the possible mitigating plans are also reflected within the report.
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References:
De Toni, A.F., Fornasier, A. and Nonino, F., 2015. The impact of implementation process on
the perception of enterprise resource planning success. Business Process Management
Journal, 21(2), pp.332-352.
Heinzelmann, R., 2017. Accounting logics as a challenge for ERP system implementation: a
field study of SAP. Journal of Accounting & Organizational Change, 13(2), pp.162-187.
Kalaimani, J., 2016. Implementing SAP using Tools, Methods, and Accelerators. In SAP
Project Management Pitfalls (pp. 47-64). Apress, Berkeley, CA.
Kalaimani, J., 2016. Key SAP Implementation Challenges. In SAP Project Management
Pitfalls (pp. 65-77). Apress, Berkeley, CA.
Keshava, S., Kiran, P. and Nithin, S.J., 2015, June. Audience Discovery and targeted
marketing using SAP HANA. In 2015 IEEE International Advance Computing Conference
(IACC) (pp. 749-753). IEEE.
Mala, S., 2015. Focus on Critical Success factors in ERP Implementation. Focus, 11(11),
pp.68-74.
Missbach, M., Staerk, T., Gardiner, C., McCloud, J., Madl, R., Tempes, M. and Anderson,
G., 2016. SAP on the Cloud (pp. 7-8). Heidelberg: Springer.
Missbach, M., Staerk, T., Gardiner, C., McCloud, J., Madl, R., Tempes, M. and Anderson,
G., 2016. SAP on the Cloud (pp. 7-8). Heidelberg: Springer.
Nagpal, S., Khatri, S.K. and Kumar, A., 2015, May. Comparative study of ERP
implementation strategies. In 2015 Long Island Systems, Applications and Technology (pp.
1-9). IEEE.
Pattanayak, A., 2017. High Performance Analytics with SAP HANA Virtual Models. Journal
of Computer and Communications, 5(07), pp.1-10.
Sarshar, S., Haugen, S. and Skjerve, A.B., 2016. Challenges and proposals for managing
major accident risk through the planning process. Journal of Loss Prevention in the Process
Industries, 39, pp.93-105.
Singh, V., 2017. Manage Your SAP Projects with SAP Activate: Implementing SAP
S/4HANA. Packt Publishing Ltd.
Uhl, A. and Gollenia, L.A. eds., 2016. A handbook of business transformation management
methodology. Routledge.
Umar, M., Khan, N., Agha, M.H. and Abbas, M., 2016. SAP-ERP implementation: Change
management model using qualitative approach. International Journal of Computer Science
and Network Security (IJCSNS), 16(6), pp.9-13.
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