Lessons learned in deploying SAP GUI across multiple business units and geographical locations. Rakesh Tripathi, The Capital Group Companies

Transcription

1 Lessons learned in deploying SAP GUI across multiple business units and geographical locations. Rakesh Tripathi, The Capital Group Companies

2 Agenda Learning Points The Capital Group Companies, Inc. (CG) SAP GUI Rollout Deployment Steps Schedule and Resources Risk Review Communication Planning Common Issues Execution success rate SAP GUI Best Practice Appendix Sample communication to users 2

3 Learning Points SAP GUI rollout can be disruptive and requires careful planning before rolling out to end users. Help desk should be involved early. Project team should provide them with helpful tip sheet and enable them to troubleshoot when issues come up during rollout. Layered testing approach should be adopted, first in lab with multiple scenarios followed by rolling out the new GUI to pilot IT team and then pilot business users before rolling out to all users. Due to variety of factors (software, location, hardware), issues during rollout can not be ruled out in spite of testing. Clear business expectation setting and regular update is very helpful in managing them. 3

4 The Capital Group Companies, Inc (CG) Who We Are Founded nearly 80 years ago Privately held Home of American Funds Our customers Individual mutual fund shareholders Companies that offer 401(k) retirement plans Institutional clients High-net-worth individuals 4

5 The Capital Group Companies, Inc. (CG) Contd SAP History at CG Initial SAP implementation Finance modules (GL, CO, FI, Fixed Assets) BW Implementation Finance modules (including custom) and PA data SAP rolled to CG Central Services 2006 Learning Management System (LMS) 2007 Portal and Human Capital Management (HCM) 2010 BW Implementation Enterprise Compensation Management (ECM) Salary, Bonus, Appraisal, Compensation Planning Personnel Administration (PA) Actions, Headcount, Personal Data 2012 SRM Module

6 Deployment Steps Raise a request through a lotus notes db. This has all the instructions and executables. Packaging team picks up the request Sample Request Detail SAP GUI ~ 800 users SAP GUI + SAP Authoring tool ~ 50 users SAP GUI + LiveLink Viewer ~ 200 users SAP GUI + LiveLink Viewer+ LiveLink Scanner ~ 50 users Package completed and made available for lab testing. Altiris is used to push the package on a machine 6

7 Schedule and Resources Schedule Packaging and Lab Testing 3 weeks Pilot IT users 3 weeks Pilot Business users 3 weeks Rollout 4 weeks Resources Project Lead 100 hrs IT Effort 500 hrs SAP GUI Packaging and trouble shooting 300 hrs IT Pilot users 200 hours Business Pilot Users 100 hrs. IT Support (help desk etc) 50 hrs

8 Risk Review RISK IDENTIFICATION RISK ANALYSIS RISK RESPONSE Risk ID Risk Description Likelihood Value Impact Value Risk Score Response Strategy Response Activity or Contingency Activity Risk Owner 9 Business user is not properly communicated about this roll out and does not know who to contact for help. 4 (Med - High) 5 (High) 20 Mitigate Work with help desk for a wider communication RKT 1 Business user is unable to launch SAP (ECC, BW etc) after the package is installed 5 (High) 3 (Medium) 15 Mitigate L1 and L2 on call during the rollout. Send tipsheet to global helpdesk. KFC

9 Communication Plan Newsletter A month prior Actual Rollout Initial communication Reminder, a day prior User Tip sheet Message after last installation to those who could not receive the SAP GUI 9

10 SAP GUI Rollout > Key Issues SAP Log on file missing from desktop. Helpdesk is able to copy / paste from C drive. Some reported clocking after they clicked on SAP GUI Log on pad. Uninstall / Install worked on one of the users. The other one had to be scaled back to previous release. Critical Program error when executing report from menu, Uninstall and reinstall resolved the issue.

11 Overall Execution Statistics Desktop Laptop Total Target Actual Percent Target Actual Percent Percent % % % Machines that could not be receive the new GUI Held back due to Issues AP Scan users unable to covert documents into TIFF Business areas that got missed in pilot and having issues 88 Could not receive the GUI even after multiple attempts Users requested to contact helpdesk and request install of the new GUI 61 Total Total 147 Note: There were around 100 machines with older GUI, not part of current scope

12 Best Practices 1. Lunch time install attempts are most effective for laptops. There should be just 1-2 evening install attempts followed by 2-3 lunchtime install attempts. 2. Consider using generic lists of users (dynamic collection) within identified group (e.g., North America) and then provide an exclude list rather than actively managing a static list. 3. Consider wide range of time to deploy the software. This is very helpful to business. 4. Consider alternate to desktop version (web, citrix) especially for light users. 5. Pay attention to communication to avoid confusion. 6. Find out other IT activities that could conflict with this initiative such as DR exercise. 12

13 Appendix 13

14 Sample Notification 14

15 Thank you for participating. Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at [ SESSION CODE: 1606 Rakesh_Tripathi@capgroup.com 15